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Shipper’s letter of instruction template

Shipper’s Letter of Instruction (SLI) Template

A Shipper’s Letter of Instruction (SLI) is a document that details all the requirements of your shipment from start to finish and grants permission to your freight forwarder to act as the authorized forwarding agent for export control and customs. When arranging your export overseas, your freight forwarder will request for you to complete an SLI document.

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What is a Shipper’s Letter of Instruction (SLI) used for?

It is required for almost all export shipments to have a completed SLI. The shipper’s letter of instruction details how and where to handle your export shipment and also grants permission to your forwarder to act as the authorized forwarding agent for export control and customs.

How to create a Shipper’s Letter of Instruction (SLI)

  1. Open IncoDocs

    Open IncoDocs in your browser and navigate to the “Export Docs” section.

  2. Choose the Shipper’s Letter of Instruction (SLI) template

    Click on 'New document set' and select the Shipper’s Letter of Instruction (SLI) template along with any other export documents you wish to create.

  3. 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.

  4. 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.

  5. 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 Shipper’s Letter of Instruction Document?

Shipper and Consignee - The shipper will confirm the details of the exporting company (shipper) and the company overseas 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.
Forwarding Agent - The forwarding agent is the freight company that is nominated to arrange the logistics of the shipment.  The freight company will require their company details, logo and their specific terms and conditions.
Cargo & Product details and descriptions - The SLI 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)

Is SLI a legal document?

The Shipper's Letter of Instruction (SLI) is not a legal document. It is an optional document used to send specific instructions from exporters to their agents or freight forwarders on how to handle and transport shipments on their behalf. While it is not legally required, it serves an important role in ensuring that shipments are managed according to the exporter’s preferences and regulatory requirements, providing proof of these instructions.

Who is responsible for Shipper’s Letter of Instruction?

The responsibility for completing and signing the Shipper’s Letter of Instruction form lies with the exporter, also known as the shipper. The exporter must fill out the SLI form with all necessary details and instructions for the freight forwarder. This ensures that the forwarder handles the shipment on the customer's behalf according to the agreed terms and complies with any relevant export regulations.

Why do I need an SLI?

You need a Shipper’s Letter of Instruction (SLI) form to provide clear, detailed instructions to your freight forwarder. The SLI form helps prevent miscommunication and errors during the shipping process. It ensures regulatory compliance by including necessary export control and reporting information. Additionally, this form streamlines the documentation process, saving time and reducing the risk of delays or fines.

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