Complete guide to international shipping documents covering PI, CI, Packing List, Bill of Lading, LC, customs clearance and Bangladesh imports. Master the essential shipping documents used in international procurement and import-export operations.
🌐 Foreign Procurement Series
The Complete Guide to
Shipping Documents
in International Trade
A complete, practical guide to the four core shipping documents — Proforma Invoice, Commercial Invoice, Packing List, and Bill of Lading — covering their purpose, every key field, realistic sample formats, common mistakes, and how they all work together to move cargo across borders.
In international procurement, you can negotiate the best price, source from the most reliable supplier, and book the fastest shipping route — and still face customs delays, cargo holds, and payment disputes if your documents are wrong. Shipping documents are the backbone of every cross-border transaction. They speak for you when you are not at the port.
Yet many buyers, especially those new to foreign procurement, treat these documents as afterthoughts — something the supplier handles. That mindset is expensive. Understanding exactly what each document is, what it must contain, and how it connects to every other document in the chain is the difference between a smooth import and a costly nightmare.
This guide covers every document you will encounter in foreign procurement: what it is, why it exists, what every field means, a realistic sample layout, and the most common mistakes that lead to problems. By the end, you will be able to review and challenge any shipping document set with confidence.
📑 Table of Contents
Section 01
Document Overview & Trade Flow
Before diving into each document, it helps to see the big picture: which documents appear at which stage of an international shipment, and who is responsible for creating them.
The Four Core Documents at a Glance
📋 Proforma Invoice
Pre-shipment quotation. Used to agree terms before the order is confirmed. Triggers LC or advance payment.
🧾 Commercial Invoice
The actual invoice issued after shipment. Primary basis for customs value and duty calculation.
📦 Packing List
Physical cargo breakdown — cartons, weight, dimensions, marks. Used by forwarders, warehouses, customs.
🚢 Bill of Lading
Transport contract and receipt issued by the carrier. Controls cargo release at destination port.
The Shipping Document Flow
Buyer &
Seller Negotiate
Seller Negotiate
→
Proforma Invoice
(PI)
(PI)
→
PO Confirmed /
LC Opened
LC Opened
→
Goods Produced
& Packed
& Packed
→
Commercial Invoice
+ Packing List
+ Packing List
→
Cargo Handed
to Carrier
to Carrier
→
Bill of Lading
Issued
Issued
→
Customs
Clearance
Clearance
→
Cargo
Released
Released
Who Issues Each Document?
| Document | Issued By | Issued When | Used By | Controls |
|---|---|---|---|---|
| Proforma Invoice | Seller / Exporter | Before order confirmation | Buyer, Bank, Importer | Payment trigger, LC terms |
| Commercial Invoice | Seller / Exporter | At / after shipment | Customs, Buyer, Bank | Duty calculation, payment |
| Packing List | Seller / Supplier | At / after shipment | Forwarder, Customs, Warehouse | Physical cargo verification |
| Bill of Lading | Carrier / Freight Forwarder | After cargo received at port | Customs, Consignee, Bank | Cargo release at destination |
The Golden Rule of Shipping Documents
All four documents must tell the same story. The product description, quantity, weight, consignee name, and destination must be consistent across every document. Any mismatch — even a spelling difference — can stop your cargo at customs.
Section 02
Proforma Invoice (PI)
Proforma Invoice
Pre-Shipment · Seller IssuedA Proforma Invoice (PI) is a preliminary bill of sale sent by the seller to the buyer before the shipment takes place. It is not a payment demand — it is an offer document that confirms the seller's intention to sell and the terms under which the goods will be supplied. Think of it as a formal, detailed quotation.
In foreign procurement, the PI is critically important because it is often the document the buyer submits to their bank to open a Letter of Credit (LC), arrange advance payment (TT), or obtain an import licence. It locks in the price, Incoterm, and shipment terms before production begins.
Why the Proforma Invoice Matters
- Triggers payment arrangements (LC, TT advance, DA, DP)
- Allows the buyer to apply for import licences and permits
- Confirms exact product specifications before production starts
- Serves as the basis for the final Commercial Invoice
- Helps the buyer calculate landed cost and budget the purchase
- Binding reference if a dispute arises about agreed terms
Every Field in a Proforma Invoice — Explained
| Field | What It Means | Required? |
|---|---|---|
| PI Number | Unique reference number assigned by the seller. Used to track the PI across all correspondence. | ✔ Required |
| Date of Issue | Date the PI was created. Important for LC opening deadlines and payment schedules. | ✔ Required |
| Validity Date | How long the quoted price and terms are valid. Typically 15–30 days. After this, the seller can revise. | ✔ Required |
| Seller Details | Full legal name, address, contact person, email, phone, and bank details of the exporter. | ✔ Required |
| Buyer Details | Full legal name and address of the importer. Must match the name used for LC or import documents. | ✔ Required |
| Product Description | Detailed product name, model, specifications, material, and use. Never use vague terms like "parts" or "goods." | ✔ Required |
| HS Code | Harmonized System tariff code. Helps buyer estimate import duty before confirming the order. | ✔ Required |
| Quantity & Unit | Number of units being offered. State the unit clearly (pcs, kg, set, roll, etc.). | ✔ Required |
| Unit Price | Price per unit in agreed currency. Must clearly state the currency (USD, EUR, CNY, etc.). | ✔ Required |
| Total Amount | Unit price × quantity. Must match the sum of all line items exactly. | ✔ Required |
| Incoterm | Trade term defining who pays for freight, insurance, customs. E.g. FOB Chittagong, CIF Dhaka, DDP Buyer's Warehouse. | ✔ Required |
| Port of Loading | The port where the seller loads the goods onto the vessel. E.g. Port of Shanghai, Port of Singapore. | ✔ Required |
| Port of Discharge | The destination port where the buyer takes responsibility. E.g. Chittagong Port. | ✔ Required |
| Country of Origin | Where the goods are manufactured. Affects preferential duty rates under trade agreements like SAFTA. | ✔ Required |
| Payment Terms | How and when payment will be made: e.g. 30% TT advance + 70% before shipment, or LC at sight. | ✔ Required |
| Lead Time / Shipment Date | Expected date or number of days from order confirmation to shipment. Critical for planning. | ✔ Required |
| Packing Details | How goods will be packed — cartons, pallets, inner packing. Helps buyer plan warehouse receiving. | Optional |
| Bank Details | Seller's bank name, account number, SWIFT code. Used for TT payments. Do not share via email alone — verify separately to avoid fraud. | Optional |
| Seller Signature / Stamp | Authorises the PI as a formal offer. Some countries require stamp for import licence application. | ✔ Required |
PROFORMA INVOICE
Seller / ExporterABC Manufacturing Co., Ltd.
No. 88 Industrial Road, Guangzhou, China
Tel: +86-20-XXXX-XXXX | sales@abcmfg.com
No. 88 Industrial Road, Guangzhou, China
Tel: +86-20-XXXX-XXXX | sales@abcmfg.com
PI NumberPI-2026-00145
Date of Issue10 June 2026
Valid Until10 July 2026
Date of Issue10 June 2026
Valid Until10 July 2026
Buyer / ImporterXYZ Trading Ltd.
House 12, Road 5, Gulshan-1, Dhaka 1212, Bangladesh
Contact: Mr. [Name] | procurement@xyztrading.com.bd
House 12, Road 5, Gulshan-1, Dhaka 1212, Bangladesh
Contact: Mr. [Name] | procurement@xyztrading.com.bd
Country of OriginChina (PRC)
Port of LoadingPort of Guangzhou, China
Port of DischargeChittagong Port, Bangladesh
Port of LoadingPort of Guangzhou, China
Port of DischargeChittagong Port, Bangladesh
IncotermFOB Port of Guangzhou (Incoterms® 2020)
Payment Terms30% TT Advance + 70% TT Before B/L Release
Shipment Lead Time35 days from receipt of advance payment
CurrencyUnited States Dollar (USD)
| # | HS Code | Description of Goods | Qty | Unit | Unit Price (USD) | Total (USD) |
|---|---|---|---|---|---|---|
| 1 | 8544.42 | PVC Insulated Copper Cable, 2.5mm², 450/750V, Red (per BSTI/IEC 60227 standard) | 5,000 | Meter | 0.48 | 2,400.00 |
| 2 | 8544.42 | PVC Insulated Copper Cable, 2.5mm², 450/750V, Black (per BSTI/IEC 60227 standard) | 5,000 | Meter | 0.48 | 2,400.00 |
| TOTAL FOB AMOUNT | USD 4,800.00 | |||||
Packing Information
Each 100 meters coiled on plastic spool, packed in cardboard carton. Approx. 100 cartons total.
Bank Details (for TT Payment)
Bank: Bank of China | A/C No: XXXX-XXXX | SWIFT: BKCHCNBJ
Authorized Signature & Company Stamp
____________________________________________
* This is a Proforma Invoice and not a demand for payment. Final terms are subject to written purchase order confirmation.
Watch Out: Bank Detail Fraud
Fraudsters sometimes intercept supplier emails and change bank details. Never process a payment solely based on a PI received by email. Always verify bank account details by phone or a separate communication channel before transferring funds.
Section 03
Commercial Invoice (CI)
Commercial Invoice
Customs Clearance · Duty CalculationThe Commercial Invoice (CI) is the most critical document in international trade. Issued by the seller after the goods are shipped (or sometimes at the time of shipment), it is the official record of the transaction — what was sold, for how much, under what conditions, and between whom.
Customs authorities in the destination country rely on the Commercial Invoice to determine the Assessable Value (AV) of the goods — the base on which import duty, VAT, and other taxes are calculated. In Bangladesh, NBR (National Board of Revenue) uses the CI as the primary document for duty assessment under the cascading tax formula.
CI vs Proforma Invoice — Key Differences
| Aspect | Proforma Invoice | Commercial Invoice |
|---|---|---|
| Timing | Before shipment | At / after shipment |
| Purpose | Quote / order agreement | Actual transaction record |
| Legal Status | Not legally binding for payment | Legally binding commercial document |
| Customs Use | For LC / import licence only | Primary customs document |
| Basis for Duties | No (estimate only) | Yes — customs value basis |
Every Field in a Commercial Invoice — Explained
| Field | What It Means & Why It Matters | Required? |
|---|---|---|
| Invoice Number | Unique reference. Must appear on all related documents (Packing List, B/L) for cross-referencing. | ✔ Required |
| Invoice Date | Date goods were shipped or invoiced. Must not post-date the B/L date. | ✔ Required |
| Exporter / Seller | Full legal name, address, and contact. Must exactly match the name on the B/L. | ✔ Required |
| Importer / Buyer (Consignee) | Full legal name and address of the buyer. Must match the B/L consignee exactly. | ✔ Required |
| Buyer's Order / PO Number | Buyer's purchase order reference. Links the CI to the buyer's procurement records. | ✔ Required |
| LC / PI Reference | Reference number of the Letter of Credit or Proforma Invoice this shipment is against. | If applicable |
| HS Code | 8-digit Harmonized System code. Determines which duty rate applies. Wrong HS code = wrong duty = potential penalty. | ✔ Required |
| Product Description | Full, specific description: product name, model, specifications, material, grade, standard. "Electrical cable" is bad; "PVC Insulated Copper Cable 2.5mm² IEC 60227" is correct. | ✔ Required |
| Quantity | Number of units, clearly stated with unit of measure (pcs, kg, meter, set, etc.). | ✔ Required |
| Unit Price | Price per unit in stated currency. This is what customs uses to determine AV. | ✔ Required |
| Total Invoice Value | Sum of all line items. Must match sum exactly. Stated in invoice currency. | ✔ Required |
| Currency | Currency of the transaction (USD, EUR, CNY, etc.). Missing currency is a common rejection reason. | ✔ Required |
| Incoterm | Trade term (FOB, CIF, CFR, EXW, DDP, etc.) plus the named location. Defines what the invoice value includes — customs needs this to calculate AV correctly. | ✔ Required |
| Country of Origin | Where the goods were manufactured. Determines eligibility for preferential duty rates (e.g. SAFTA in South Asia). | ✔ Required |
| Port of Loading | Port where goods are loaded onto the vessel. | ✔ Required |
| Port of Discharge | Destination port. Must match the B/L. | ✔ Required |
| Mode of Shipment | Sea freight, air freight, road, etc. Affects how the AV is computed (CIF vs FOB basis). | ✔ Required |
| Payment Terms | How the buyer will pay — LC, TT, DA, DP. Banks and customs both review this. | ✔ Required |
| Vessel / Flight / Voy No. | Transport details linking the CI to the B/L / AWB. | Recommended |
| Marks & Numbers / Container No. | Shipping marks on cartons and container number. Must match the Packing List and B/L. | ✔ Required |
| CIF/FOB Value Declaration | Some invoices separately state CIF and FOB values. This helps customs in countries that calculate AV on CIF basis (like Bangladesh). | Recommended |
| Seller Signature & Stamp | Certifies the invoice as authentic. Many countries require both signature and company stamp. | ✔ Required |
COMMERCIAL INVOICE
Exporter / SellerABC Manufacturing Co., Ltd.
No. 88 Industrial Road, Guangzhou 510000, China
No. 88 Industrial Road, Guangzhou 510000, China
Invoice No.CI-2026-00145
Invoice Date25 June 2026
PI / Buyer's PO Ref.PI-2026-00145 / PO-BD-0923
Invoice Date25 June 2026
PI / Buyer's PO Ref.PI-2026-00145 / PO-BD-0923
Importer / ConsigneeXYZ Trading Ltd.
House 12, Road 5, Gulshan-1, Dhaka 1212, Bangladesh
House 12, Road 5, Gulshan-1, Dhaka 1212, Bangladesh
Buyer (if other than Consignee)Same as Consignee
Country of OriginChina (PRC)
Country of Final DestinationBangladesh
Country of OriginChina (PRC)
Country of Final DestinationBangladesh
Vessel Name / Voy No.MV EVER GIVEN / V-245N
Port of LoadingPort of Guangzhou, China
Port of DischargeChittagong Port, Bangladesh
Final DestinationDhaka, Bangladesh
IncotermFOB Port of Guangzhou (Incoterms® 2020)
Terms of PaymentTT — 30% Advance + 70% Against Copy B/L
Marks & Numbers / Container No.
Marks: XYZ/DHAKA/2026 | Container No.: ABCU1234567 | Seal No.: SL-98765
| HS Code | Description of Goods | No. & Kind of Pkg | QTY | Unit | Rate (USD) | Amount (USD) |
|---|---|---|---|---|---|---|
| 8544.42 | PVC Insulated Copper Cable, 2.5mm², 450/750V, Red — IEC 60227 Standard | 50 Ctns | 5,000 | Meter | 0.48 | 2,400.00 |
| 8544.42 | PVC Insulated Copper Cable, 2.5mm², 450/750V, Black — IEC 60227 Standard | 50 Ctns | 5,000 | Meter | 0.48 | 2,400.00 |
| TOTAL: 100 Cartons | 10,000 | Meter | USD 4,800.00 | |||
Amount in WordsUnited States Dollars Four Thousand Eight Hundred Only
FOB ValueUSD 4,800.00
Freight (approx.)USD 350.00
Insurance (approx.)USD 25.00
CIF Value (approx.)USD 5,175.00
Freight (approx.)USD 350.00
Insurance (approx.)USD 25.00
CIF Value (approx.)USD 5,175.00
Authorized Signature & Company Stamp
____________________________________________
Bangladesh Customs Tip — Always Show FOB and CIF
NBR calculates the Assessable Value (AV) on CIF basis. Even if your Incoterm is FOB, include the approximate freight and insurance on the invoice so customs can clearly determine CIF value. This avoids disputes and delays at Chittagong Port.
Section 04
Packing List (PL)
Packing List
Physical Cargo · Forwarder & CustomsThe Packing List (PL) is the physical companion to the Commercial Invoice. While the CI tells customs what the goods are worth, the Packing List tells freight forwarders, port authorities, customs officers, and warehouse staff how the goods are physically packed.
The PL does not show prices. Instead, it shows the exact physical structure of the shipment: how many cartons or pallets, the dimensions and weight of each package, what is inside each carton, and the shipping marks printed on the outside.
Who Uses the Packing List and Why
- Freight Forwarders: Use weight and CBM to calculate freight charges, confirm booking, and plan container loading.
- Customs Officers: Use it during physical inspection to locate specific items within a shipment.
- Warehouse / CFS Staff: Use it when unloading to check every carton was received.
- Buyer / Consignee: Checks PL against received goods to identify shortages or damage claims.
- Insurance Surveyors: Use it to quantify losses when damage or loss occurs during transit.
Every Field in a Packing List — Explained
| Field | What It Means | Required? |
|---|---|---|
| PL Number / Invoice Ref. | Packing List reference. Usually matches the Commercial Invoice number (e.g. PL-2026-00145). Always cross-reference the CI. | ✔ Required |
| Date | Date of packing. Should be on or before the B/L date. | ✔ Required |
| Exporter / Supplier | Full name and address of the seller. Must match the CI exactly. | ✔ Required |
| Importer / Consignee | Full name and address of the buyer. Must match the CI and B/L exactly. | ✔ Required |
| Vessel / Voy No. | Ship name and voyage number. Links the PL to the Bill of Lading. | ✔ Required |
| Port of Loading | Departure port. Must match CI and B/L. | ✔ Required |
| Port of Discharge | Destination port. Must match CI and B/L. | ✔ Required |
| Marks & Numbers / Container No. | Shipping marks printed on the outer cartons. These are alpha-numeric codes or symbols that identify the cargo. Container number must match the B/L. | ✔ Required |
| No. & Kind of Packaging | Type of package: carton, wooden crate, pallet, drum, bag, etc. Number of each type. | ✔ Required |
| Description of Goods | Product description for each line item. Should match CI description (no prices shown). | ✔ Required |
| Quantity per Carton / Total | Number of units inside each carton AND total quantity across all cartons. Must match CI quantity. | ✔ Required |
| Net Weight per Carton / Total | Weight of goods only (no packaging). Used by customs and buyer for record purposes. | ✔ Required |
| Gross Weight per Carton / Total | Weight of goods + all packaging material. Used by forwarder for freight charge calculation. Must always be higher than net weight. | ✔ Required |
| Carton Dimensions (L×W×H) | Length, Width, Height of each carton in cm or inches. Used by forwarder to calculate CBM (cubic metre volume). | ✔ Required |
| Total CBM | Total cubic metres of the shipment (L×W×H in metres × number of cartons). Determines ocean freight cost for LCL shipments. | ✔ Required |
| Total Net Weight | Sum of all line items' net weight. Verified against B/L cargo weight entry. | ✔ Required |
| Total Gross Weight | Sum of all line items' gross weight. This is the weight used for VGM (Verified Gross Mass) for sea freight containers. | ✔ Required |
| FCI Note / MEIS Note | Some exporters print export incentive scheme declarations on the PL (e.g. India's MEIS note). This is for the exporter's country benefit — the importer should note it but is not responsible for it. | Exporter specific |
| Seller Signature & Stamp | Certifies the PL as accurate. Required for customs and some import procedures. | ✔ Required |
PACKING LIST
ExporterABC Manufacturing Co., Ltd.
No. 88 Industrial Road, Guangzhou 510000, China
No. 88 Industrial Road, Guangzhou 510000, China
PL No. / Invoice Ref.PL-2026-00145 / CI-2026-00145
Date25 June 2026
Date25 June 2026
Importer / ConsigneeXYZ Trading Ltd., Dhaka, Bangladesh
Country of OriginChina
Country of Final DestinationBangladesh
Country of Final DestinationBangladesh
Vessel / Voy No.MV EVER GIVEN / V-245N
Port of LoadingGuangzhou, China
Marks & Numbers / Container No.
XYZ/DHAKA/2026/CTN 1-100 | Container: ABCU1234567 | Seal: SL-98765
| Marks & No. | No. of Pkgs | Description | QTY per Ctn | Total QTY | Net Wt/Ctn (kg) | Gross Wt/Ctn (kg) | Dimensions (cm) | CBM |
|---|---|---|---|---|---|---|---|---|
| XYZ/DHAKA CTN 1–50 |
50 Ctns | PVC Copper Cable 2.5mm² Red (100m/spool) | 100 M | 5,000 M | 3.20 | 3.65 | 40×30×25 | 1.50 |
| XYZ/DHAKA CTN 51–100 |
50 Ctns | PVC Copper Cable 2.5mm² Black (100m/spool) | 100 M | 5,000 M | 3.20 | 3.65 | 40×30×25 | 1.50 |
| TOTAL: 100 Cartons | 10,000 M | 320 kg | 365 kg | 3.00 CBM | ||||
Authorized Signature & Company Stamp
____________________________________________
* Net weight = weight of goods only. Gross weight = goods + packing materials. Total Net Wt: 320 kg | Total Gross Wt: 365 kg | Total CBM: 3.00
Critical Error: Net Weight Greater Than Gross Weight
This is one of the most common (and embarrassing) packing list mistakes. Gross weight MUST always be higher than net weight because it includes the packaging materials. If the supplier gives you a PL where net weight ≥ gross weight, reject it immediately and ask for correction.
Section 05
Bill of Lading (B/L)
Bill of Lading
Carrier Issued · Cargo Release ControlThe Bill of Lading (B/L) is perhaps the most powerful document in ocean freight. Unlike the PI, CI, and PL — all issued by the seller — the B/L is issued by the carrier (shipping line) or freight forwarder. It performs three distinct functions simultaneously:
📄 Receipt of Cargo
📜 Contract of Carriage
🔑 Document of Title
As a document of title, the B/L literally controls who can take possession of the cargo at the destination port. Whoever presents the original B/L (or has the telex release confirmed) can claim the goods. This is why it is essential in trade finance — banks hold the original B/L as collateral in LC transactions.
Types of Bill of Lading — Which One Are You Using?
| Type | How It Works | When Used | Risk Level |
|---|---|---|---|
| Original B/L | 3 original copies issued. Consignee must present the original at destination to release cargo. | LC transactions, high-value goods, new suppliers | Low (most secure) |
| Telex Release | Supplier surrenders originals at origin. Destination agent releases without physical original. | Trusted relationships, TT payment completed | Medium |
| Sea Waybill | Non-negotiable. Named consignee can release without presenting any original document. | Intra-company transfers, shipments to subsidiaries | Low for buyer risk, but no title transfer |
| House B/L (HBL) | Issued by freight forwarder. Sits on top of the Master B/L issued by the actual carrier. | Consolidated (LCL) shipments via forwarder | Medium (check MBL separately) |
| Master B/L (MBL) | Issued by the actual shipping line. Relates to the entire container. | FCL direct with shipping line, or MBL/HBL pair in consolidation | Low |
| Order B/L ("To Order") | Consignee field says "To Order" — cargo can be transferred by endorsement like a cheque. | LC transactions where ownership may transfer mid-transit | Low (bank-controlled) |
Every Field in a Bill of Lading — Explained
| Field | What It Means & Why It Matters | Required? |
|---|---|---|
| B/L Number | Unique reference number assigned by the carrier or forwarder. Used for all tracking, customs filing, and cargo release queries. | ✔ Required |
| Shipper | The party who handed cargo to the carrier — usually the exporter/seller. Name must match the CI exporter exactly. | ✔ Required |
| Consignee | The party who will receive the cargo. This is the most critical field — even one character wrong can prevent cargo release. For LC shipments, this is usually "To Order of [Issuing Bank]". | ✔ Required |
| Notify Party | The party to be informed when cargo arrives (usually the buyer's customs broker or the buyer themselves). Not the same as the consignee — the notify party cannot claim cargo. | ✔ Required |
| Vessel Name & Voyage No. | The ship carrying the cargo and its voyage identifier. Tracks exactly which sailing your cargo is on. | ✔ Required |
| Port of Loading (POL) | Port where cargo was loaded onto the vessel. Must match CI and PL. | ✔ Required |
| Port of Discharge (POD) | Destination port. A wrong POD means cargo goes to the wrong port. Must match CI exactly. | ✔ Required |
| Place of Delivery | Final inland delivery point if door delivery is included. E.g. "Dhaka ICD" for inland container depot delivery. | If applicable |
| Marks & Numbers | Shipping marks and package identification from the PL. Must match PL exactly. | ✔ Required |
| Description of Goods | Brief description (not as detailed as CI). Must not contradict the CI description. Vague descriptions like "General Merchandise" are usually rejected by customs. | ✔ Required |
| No. of Packages | Number of outer packages (cartons, pallets, etc.). Must match the PL total package count. | ✔ Required |
| Gross Weight | Total gross weight of the cargo. Verified against PL total gross weight. Used for VGM compliance. | ✔ Required |
| Measurement / CBM | Total cubic metres of the shipment. Must match PL CBM total. | ✔ Required |
| Container No. & Seal No. | The unique number of the container and the security seal applied at origin. Customs verifies the seal is unbroken on arrival. | ✔ Required |
| Freight Terms | PREPAID (seller paid freight) or COLLECT (buyer pays freight at destination). Must match Incoterm on the CI. Under FOB, freight is usually Collect. | ✔ Required |
| Date of Issue / On Board Date | "On Board" date = when cargo was actually loaded on the vessel. This is the official shipment date used by banks for LC compliance. "Date of Issue" can differ slightly. | ✔ Required |
| Place & Date of Issue | Where and when the B/L was issued by the carrier's agent. | ✔ Required |
| Number of Original B/Ls | Typically "Three (3) Originals" are issued. One original is enough to release cargo — possession of any one original means control of the goods. | ✔ Required |
| Carrier Signature / Stamp | Official carrier or their agent's signature. Without this, the B/L is not valid. | ✔ Required |
BILL OF LADING — OCEAN FREIGHT
ShipperABC Manufacturing Co., Ltd.
No. 88 Industrial Road, Guangzhou 510000, China
No. 88 Industrial Road, Guangzhou 510000, China
B/L NumberMSCU1234567890
Date of Issue27 June 2026
On Board Date26 June 2026
Date of Issue27 June 2026
On Board Date26 June 2026
ConsigneeTO ORDER OF DUTCH-BANGLA BANK LIMITED
(for LC No. DBBL/LC/2026/0099)
(for LC No. DBBL/LC/2026/0099)
Notify PartyXYZ Trading Ltd.
House 12, Road 5, Gulshan-1, Dhaka 1212, Bangladesh
Tel: +880-2-XXXXXXXX
House 12, Road 5, Gulshan-1, Dhaka 1212, Bangladesh
Tel: +880-2-XXXXXXXX
Vessel Name / Voy No.MV EVER GIVEN / V-245N
Port of LoadingGuangzhou, China
Port of DischargeChittagong, Bangladesh
Place of DeliveryChittagong, Bangladesh
Marks & Numbers / Container & Seal No.
XYZ/DHAKA/2026 | Container: ABCU1234567 | Seal No.: SL-98765
| No. of Pkgs | Description of Goods | Gross Weight | Measurement |
|---|---|---|---|
| 100 Cartons | PVC Insulated Copper Cable 2.5mm² (Red & Black) As per Commercial Invoice CI-2026-00145 |
365 KGS | 3.00 CBM |
| TOTAL: 100 CTNS | ONE (1) × 20' FCL CONTAINER | 365 KGS | 3.00 CBM |
Freight TermsFREIGHT PREPAID
No. of Original B/LsTHREE (3) ORIGINALS
Issued by (Carrier Signature & Stamp)
____________________________________________ | MSC Mediterranean Shipping Company
Customs Clearance vs Cargo Release — An Important Distinction
Many importers confuse these two steps. They are connected but separate:
1
Customs Clearance
You declare the goods to customs authority (NBR in Bangladesh) using the CI, PL, and B/L. Customs assesses duty, VAT, and taxes. You pay the assessed amount. Customs issues clearance.
2
Cargo Release
Even after customs clearance, you still need to surrender the original B/L (or confirm telex release) to the shipping line's agent to physically collect the cargo from the port terminal. Clearing customs ≠ getting your cargo.
Always Review the Draft B/L Before Final Issuance
Once a B/L is issued, amending it involves fees, delays, and carrier approval. Your supplier's freight forwarder will send a "Draft B/L" — review every single field. Check spelling of your company name, port of discharge, container number, and goods description before approving for final issuance.
Section 06
Other Key Shipping Documents
Besides the four core documents, several supporting documents appear frequently in international procurement. Here is what each one is and when you need it.
Certificate of Origin (CO)
A document certifying where the goods were manufactured. Issued by the Chamber of Commerce or a government authority in the exporting country. In South Asia, it is critical for claiming SAFTA (South Asian Free Trade Area) preferential duty rates. Without a valid CO, you pay full MFN (Most Favoured Nation) duty rates.
Bangladesh SAFTA Tip: For imports from India, Nepal, Sri Lanka, or other SAFTA members, always request a SAFTA Form CO (Form D). This can significantly reduce your CD rate. Confirm eligibility before shipment — not all products qualify.
Letter of Credit (LC)
A bank instrument where the buyer's bank guarantees payment to the seller once specified documents are presented. The LC defines exactly which documents are required (usually PI, CI, PL, B/L, CO, Inspection Certificate) and in what form. LC compliance is document-by-document — even a comma out of place can result in a "discrepancy" and delayed payment.
Airway Bill (AWB)
The air freight equivalent of the Bill of Lading. Key difference: an AWB is non-negotiable — it is not a document of title. The named consignee can collect the cargo directly, without surrendering any original document. Air freight is used for urgent, high-value, or light cargo.
Verified Gross Mass (VGM)
Since 2016, IMO SOLAS regulations require that the verified total weight of a packed container be submitted to the shipping line before the vessel loading cutoff. Without VGM, the container will not be loaded. It is the exporter's responsibility — but as an importer, verify your supplier confirms VGM submission.
Insurance Certificate
Proof that cargo is insured against loss or damage during transit. Under CIF terms, the seller arranges insurance. Under FOB or CFR terms, the buyer must arrange their own marine cargo insurance. Always request the insurance certificate — it is the only way to make a claim if cargo is damaged.
Inspection / Quality Certificate
Issued by a third-party inspection agency (SGS, Bureau Veritas, Intertek, etc.) or the exporter's quality team, confirming the goods meet agreed specifications before shipment. Essential for regulated products (chemicals, food, pharmaceuticals, electrical goods) and recommended for large-value orders from new suppliers.
Phytosanitary / Health Certificate
Required for agricultural products, food items, and wooden packaging/pallets. Certifies the goods are free from pests and diseases. Issued by a government plant or food authority. Bangladesh DAM (Department of Agricultural Marketing) and DAE (Department of Agricultural Extension) are involved for import compliance.
Section 07
How All Documents Work Together
Here is a step-by-step view of a complete import cycle from Bangladesh, showing which document is created, reviewed, or submitted at each stage.
1
Negotiation & Quotation
Supplier sends Proforma Invoice (PI). You review product specs, price, Incoterm, and lead time. Negotiate until agreed. Counter-signed PI becomes the formal order document.
2
Payment & LC Opening
Submit PI to your bank to open an LC, or arrange TT advance. The PI reference locks in the terms the bank will check against final shipping documents.
3
Production & Pre-Shipment
Supplier produces goods. You may arrange Pre-Shipment Inspection (PSI). Supplier prepares Packing List and sends shipping instructions to the freight forwarder.
4
Shipment & Document Issuance
Cargo is loaded. Carrier issues Bill of Lading. Supplier issues Commercial Invoice and finalises Packing List. Review the Draft B/L before it is finalised.
5
Document Dispatch & Bank Negotiation
For LC: Supplier presents CI, PL, B/L, CO, and other LC-required documents to their bank. Bank checks for LC compliance and forwards documents to the buyer's bank. For TT: Documents sent directly to you by courier or email.
6
Customs Clearance (Bangladesh)
Your C&F agent files Bill of Entry with NBR Customs using CI, PL, B/L, CO. NBR assesses CD, RD, SD, VAT, AT, AIT using CIF-based Assessable Value. You pay assessed duties. Customs issues clearance.
7
Cargo Release & Delivery
Present original B/L or telex release to the shipping line's agent. Pay port charges and terminal fees. Collect Delivery Order. Cargo is released from Chittagong Port and delivered to your warehouse.
The Consistency Triangle — What Must Always Match
| Data Point | Proforma Invoice | Commercial Invoice | Packing List | Bill of Lading |
|---|---|---|---|---|
| Exporter/Shipper Name | ✔ Must match | ✔ Must match | ✔ Must match | ✔ Must match |
| Consignee/Buyer Name | ✔ Must match | ✔ Must match | ✔ Must match | ✔ Must match |
| Product Description | ✔ Must match | ✔ Must match | ✔ Must match | ~ Abbreviated OK |
| Quantity | ✔ Must match | ✔ Must match | ✔ Must match | ~ Package count |
| Port of Loading | ✔ Must match | ✔ Must match | ✔ Must match | ✔ Must match |
| Port of Discharge | ✔ Must match | ✔ Must match | ✔ Must match | ✔ Must match |
| Container & Seal No. | ✗ Not on PI | ✔ Must match | ✔ Must match | ✔ Must match |
| Gross Weight | ✗ Not required | ~ Optional | ✔ Must match | ✔ Must match |
| Invoice Value / Price | ✔ Agreed price | ✔ Final value | ✗ No prices | ✗ No prices |
Section 08
Common Mistakes That Cause Delays & Losses
Most customs delays and cargo holds are not caused by the goods themselves — they are caused by document errors. Here are the most costly mistakes and how to avoid them.
Proforma Invoice Mistakes
No validity date on the PIPrices and terms change. A PI without a validity date creates disputes about which quoted price applies.
Missing Incoterm on PIWithout a clear Incoterm, neither party knows who pays for freight, insurance, and customs — leading to disputes at every stage.
Buyer's company name not matching legal nameIf the PI shows a trade name but the LC is opened under the legal registered name, the documents will not match and the LC may be rejected.
Commercial Invoice Mistakes
Vague product description"Electrical goods," "machine parts," "accessories" — customs will hold your cargo for inspection and may reclassify under a higher-duty HS code. Always be specific.
Under-invoicing / Under-valuationDeclaring goods at below-market value to reduce duties is illegal in Bangladesh and carries penalties including seizure, fines, and prosecution.
Missing currencyAn invoice amount without a currency symbol is invalid. "4,800" means nothing; "USD 4,800.00" is correct.
Wrong Incoterm vs freight terms mismatchIf the CI shows FOB but the B/L shows "Freight Prepaid," there is a contradiction that customs will flag.
Invoice date after B/L dateLogically impossible — you cannot invoice goods that have not been shipped yet. Banks and customs will reject this.
Packing List Mistakes
Net weight greater than or equal to gross weightA physically impossible error that signals the document was not prepared carefully. Instant rejection.
Package count mismatch with CICI says 100 cartons; PL says 98 cartons. Customs will query the 2 cartons. Always reconcile package counts before submission.
Missing CBM or incorrect dimensionsWithout CBM, the forwarder cannot confirm freight booking or calculate charges accurately. Disputes follow.
Shipping marks not matching carton marksIf the marks on the PL differ from what is physically printed on the cartons, warehouse receiving and customs inspection become complicated.
Bill of Lading Mistakes
Wrong consignee spellingEven one spelling error in your company name can prevent cargo release. The B/L must match the import documents exactly.
Wrong port of dischargeCargo sent to the wrong port is an expensive mistake to fix — re-routing fees, delays, and additional freight costs.
Release method not confirmed before paymentPaying 100% TT but not confirming telex release with the carrier means cargo is held even after full payment.
Not reviewing the Draft B/LThe single most common and preventable mistake. Always review the draft, correct all errors, then approve for issuance.
Section 09
Master Document Checklist for Importers
Use this checklist before every international shipment to catch problems before they cost you time and money.
📋 Before Confirming the Order
- ✔Proforma Invoice received with PI number, validity date, and seller stamp
- ✔Product description is specific (not vague) — includes specs, grade, standard
- ✔HS Code declared on PI — verified against Bangladesh NBR tariff
- ✔Incoterm clearly stated with named port (e.g. "FOB Guangzhou")
- ✔Payment terms agreed and realistic (lead time aligns with payment schedule)
- ✔Buyer's legal company name (not trade name) used on PI
🧾 Before Accepting the Commercial Invoice
- ✔Invoice number, date, and PO/PI reference present
- ✔Consignee name and address exactly matches your legal registration
- ✔Product description specific enough for customs classification
- ✔HS Code matches the product (verify before accepting)
- ✔Currency clearly stated on all amounts
- ✔Unit price × quantity = total amount (no math errors)
- ✔Incoterm stated and consistent with freight terms on B/L
- ✔FOB and CIF values shown (important for Bangladesh customs AV calculation)
- ✔Invoice date is on or before the B/L "On Board" date
- ✔Seller's signature and stamp present
📦 Before Accepting the Packing List
- ✔PL references the CI number
- ✔Gross weight is GREATER than net weight (every line)
- ✔Total package count matches CI
- ✔Total quantity matches CI
- ✔Dimensions (L×W×H) given for each carton type
- ✔Total CBM calculated and stated
- ✔Shipping marks described and consistent with CI
- ✔Container number and seal number present (if FCL)
🚢 Before Approving the Bill of Lading Draft
- ✔Consignee name spelling is exactly correct
- ✔Notify party details are correct (customs broker / your company)
- ✔Port of Discharge is CHITTAGONG (not another port)
- ✔On Board date is on or before LC latest shipment date
- ✔Container number and seal number match the PL
- ✔Package count and gross weight match the PL
- ✔Freight terms (PREPAID / COLLECT) match agreed Incoterm
- ✔Release method confirmed (Original / Telex Release / Sea Waybill)
- ✔B/L Number noted and shared with your C&F agent
Section 10
Frequently Asked Questions
Answers to the questions most commonly asked by importers and procurement professionals new to international shipping documents.
What is the difference between a Proforma Invoice and a Commercial Invoice?
A Proforma Invoice is a pre-shipment quotation — it commits both parties to agreed terms but does not create a payment obligation by itself. It is used to arrange LC opening, apply for import permits, and plan the purchase. A Commercial Invoice is the actual invoice issued after the goods are shipped. It is a legally binding transaction record and the primary document customs uses to calculate import duties. The CI must match the PI in terms of product and value, but it reflects the actual shipped quantity and final agreed price.
Can the Bill of Lading serve as a Commercial Invoice for customs purposes?
No. These are entirely different documents. The Bill of Lading is a transport document issued by the carrier — it confirms the carrier received the cargo and controls cargo release. It does not show product value, unit price, or trade transaction details. Customs in Bangladesh requires a separate Commercial Invoice to assess duty. Attempting to use the B/L as a substitute for the CI will result in the shipment being rejected or held for inspection.
What is a Telex Release and how does it work?
A Telex Release means the seller (or their freight forwarder at the origin port) surrenders the original Bills of Lading to the carrier and sends a release instruction ("telex") to the destination port. The destination agent then releases the cargo without requiring the physical original B/L to be presented. This is faster and eliminates the risk of original documents being delayed or lost in courier. It is typically used when payment is fully received (100% TT) and the buyer and seller have an established relationship. Always confirm the telex release has been processed with the destination agent before expecting the cargo to be available.
Why does Bangladesh customs use CIF value for duty calculation even when the Incoterm is FOB?
Bangladesh Customs (NBR) follows the WTO Customs Valuation Agreement, which uses the "transaction value" method — and for import duty purposes, Bangladesh calculates the Assessable Value (AV) on a CIF (Cost, Insurance, Freight) basis. This means even if your purchase Incoterm is FOB, you need to add the freight cost and insurance to the FOB price to determine the AV. That is why your Commercial Invoice should always clearly state the FOB value AND the approximate CIF value. If it only shows FOB, your C&F agent will need to provide a separate freight certificate or the customs officer will estimate freight — often at a higher rate than actual, increasing your duty liability.
What happens if the Packing List shows a different quantity than the Commercial Invoice?
This is a serious discrepancy. Customs will flag it immediately. The options are: (1) Request an amendment — the supplier issues a corrected PL or CI before customs filing; (2) If cargo has already arrived, you must provide a written explanation to customs and they may physically inspect the cargo to verify actual quantity. In some cases, they will assess duty on whichever quantity is higher. It can also result in penalty for incorrect declaration. Always reconcile CI and PL quantities before the cargo arrives.
What is the difference between House Bill of Lading and Master Bill of Lading?
In consolidated (LCL) shipments, multiple importers share one container. The freight forwarder issues a separate House Bill of Lading (HBL) to each importer for their portion of the cargo. The actual shipping line issues one Master Bill of Lading (MBL) for the entire container, addressed to the forwarder. As an importer in an LCL shipment, you typically only see the HBL. For customs filing in Bangladesh, both the HBL and MBL details may be required. In FCL shipments where you book directly with the shipping line, you usually deal with the MBL directly.
Is a Packing List required even if there is only one carton?
Yes, always. Even for a single carton, a Packing List is required for customs clearance and cargo verification. For very small shipments, the CI and PL are sometimes combined into a single "Commercial Invoice cum Packing List" document — this is acceptable as long as all required fields from both documents are present: invoice value AND weight, dimensions, and package count.
What is the SAFTA Certificate of Origin and when should I request it?
SAFTA (South Asian Free Trade Area) is a preferential trade agreement among South Asian nations (Bangladesh, India, Nepal, Sri Lanka, Bhutan, Maldives, Pakistan, Afghanistan). Under SAFTA, qualifying goods from member countries attract reduced import duty rates in Bangladesh. To claim this benefit, you must present a SAFTA Certificate of Origin (Form D) issued by the exporting country's authorised authority (e.g. Export Inspection Council in India). You must request this before the goods are shipped — the CO cannot be issued after shipment in most cases. Always check the Bangladesh NBR sensitive list and SAFTA rules of origin to confirm your product qualifies before ordering.
Can I amend a Bill of Lading after it has been issued?
Yes, but it is time-consuming and costly. Amendments to an issued B/L require the carrier's approval, involve an amendment fee (typically USD 50–150), and can take 1–3 business days to process. Some carriers require the original B/L to be returned before issuing an amended version, which is particularly complex if the originals have already been sent by courier. This is why reviewing the Draft B/L carefully before giving approval for issuance is so important — it is far easier to correct a draft than an issued original.
What documents are specifically required by Bangladesh NBR for import customs clearance?
For standard commercial imports into Bangladesh, the core documents required for NBR customs clearance are: (1) Bill of Entry (IM4) — filed by your C&F agent electronically via ASYCUDA; (2) Commercial Invoice; (3) Packing List; (4) Bill of Lading / Airway Bill; (5) Certificate of Origin (if claiming preferential duty); (6) Import Registration Certificate (IRC) of the importer; (7) L/C Authorization Form (LCAF) or Payment Authorization; (8) Arrival Notice from the shipping agent; (9) Product-specific certificates as required (e.g. BSTI approval for certain goods, food import permit, drug import license, etc.). Your licensed C&F agent will advise on any additional requirements specific to your HS code and product type.
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