Shipping instructions: prepare SI to reduce B/L revisions

Overview

SI supports transport-document preparation and related shipment information. Maersk’s guide uses grouped data and a review step; the interface, deadline and requirements vary by carrier and shipment.

Assign data owners and an approver

GENLOG recommends one coordinator, with relevant teams confirming their data. The factory checks packing, documentation staff check parties, and the commercial owner confirms issuance needs. Avoid fragmented amendments without a final approved SI version.

Prepare SI from authoritative records

Shipping instructions tell the provider how to prepare transport documents. Identify who approves each data group and the accepted submission channel instead of treating the form as a placeholder to correct later.

Six steps for controlled submission

1. Obtain the provider’s instructions, SI deadline and time zone. Confirm amendment deadlines and fields allowed later.
2. Create one booking-linked draft and distinguish confirmed values from information still awaiting approval.
3. Check parties, route, description, packages and weight units against the invoice and packing list.
4. Handle dangerous goods or special requirements through their separate acceptance process. SI submission is not transport approval.
5. Submit through the accepted channel before the deadline and retain an acknowledgement or status reference. A sent email alone may not prove acceptance.
6. Compare the draft B/L with the final SI. Version and approve amendments, obtain acceptance and review any charges.

Packages change after submission

Version one states 80 estimated packages; actual packing produces 82. The warehouse supplies final packing records, the document owner reconciles quantities and weights, then submits version two. Request confirmation and a revised draft, and review affected packing and declaration records.

Avoid an isolated message saying “change to 82” without booking reference, field or unit. Show the old and new package values, reason, date and approver. After the deadline, ask whether amendment is possible and how it affects documents or sailing. Do not promise that every late correction is free or operationally neutral.

Questions to resolve

• Does SI replace VGM? No; verify the separate VGM channel and deadline even when the same portal is used.
• Can SI precede packing? Ask which fields may be provisional and how to update them. Do not label estimates as confirmed data.
• Who checks the draft? Assign an internal owner; the issuer cannot independently know all commercial instructions.
• What should be retained? Booking, versioned SI, acknowledgements, approvals and final draft under one shipment reference.

Before the deadline

Check booking, container/seal, packages, weights, parties and routing. Handle hazardous or temperature-controlled cargo through the appropriate specialist process. Record the current SI deadline, time zone and amendment contact. Submission does not mean the bill has already been issued.

References

GENLOG practical guide, reviewed on 24 October 2026 using public primary sources. Examples are illustrations, not official tariffs or contract templates.

Next guide

VGM: distinguish the packed container from cargo weight