A Forwarding Instruction is often used by Trading companies to provide to a carrier in lieu of Shipping Instructions. Since the forwarding instructions will be used by the carrier to prepare the Bill of Lading, it’s often used by Traders to switch the details of the original seller (shipper) over to their company details to mask the identity of the original supplier from their buyer. The document contains details of the parties involved, the cargo to be shipped, and any specific requirements for its transportation.
A Forwarding Instruction is commonly used by Trading companies in lieu of a Shipping Instructions document when dealing directly with the carrier/shipping line to provide details of the parties involved, the cargo, and its transportation requirements. In order to mask the identity of the original supplier from the buyer in trading scenarios, traders will use this document to instruct the carrier to switch the details of the original seller (shipper) over to their trading company’s details on the final Bill of Lading, therefore keeping the original supplier hidden from buyers.
How to create a Forwarding Instruction
Open IncoDocs
Open IncoDocs in your browser and navigate to the “Export Docs” section.
Choose the Forwarding Instruction template
Click on 'New document set' and select the Forwarding Instruction template along with any other export documents you wish to create.
Fill out & customize your doc
Fill out the document, customize template fields to your needs and add your company letterhead. To save time and prevent re-entry errors, enter key shipment data into the Master File to have it sync across all other documents in your set automatically.
Sign & seal
Click on the signature box at the bottom of your document to create and place a digital signature then hit “Save & Quit”. On the document preview screen, click on the ‘More’ dropdown button and select “Add company seal” to place a digital stamp.
Download or share
Download or share documents from IncoDocs in 1-click. Documents can be downloaded as PDF or CSV which can be imported into other systems without manual re-entry.
Your questions, answered.
What information is included on a Forwarding Instruction Document?
Shipper and Consignee - The shipper will confirm the details of the exporting company (shipper) and the company that is receiving the cargo (the consignee). This requires the company name, address, contact phone number, email address etc.
Notify Party - If the consignee works with another 3rd party in the country of import, that company’s details can be added as a Notify Party. Again, the notify party will also include company name, address, contact phone number, email address etc.
Shipping Line or Forwarding Agent - The details of the shipping line or forwarding agent that is arranging the transport of the cargo. The Forwarding Instruction will need to include the company details, logo and their specific terms and conditions.
Cargo & Product details and descriptions - The Forwarding Instruction will require detailed fields on the products and packaging details. These details include description of goods, number and kind of packages, Gross weights (kg), measurements (m3), shipping marks & numbers. Shippers must declare if the shipment includes any Hazardous / Dangerous goods and if the shipment is under a Letter of Credit contract. In addition, any other special instructions or additional information can be added.
Departure and Destination details - The port of loading and port of discharge for the shipment (airport or seaport).
Shipment Type & Pickup Details - The Method of Dispatch (Sea, Air, Road, Rail), Type of shipment (FCL, LCL, Breakbulk etc). Confirmation if the freight is required to be picked up from the shipper’s address.
Freight Charges - The shipper will declare which party is paying for the freight charges (Freight Collect, or Freight Prepaid). This depends on the Incoterm® that is agreed between the buyer and seller. It will also detail document instructions.
Signatory Company - To finalize the document, the shipper can add their signatory details:
Signatory Company
Name of Authorized Signatory
Digital Signature (using IncoDocs, sellers can draw or upload their digital signature)
Digital Company Stamp (using IncoDocs, sellers can create or upload their digital company stamp or seal)
