A draft Bill of Lading is the review copy provided before the carrier or issuing party finalises the transport document. It is the best point to catch an incorrect company name, package count, cargo description or routing field.
Do not approve a draft merely because the vessel has sailed or the data looks familiar. Compare each field with its responsible source and retain the approved version.
Ten checks
| Data group | What to verify |
|---|---|
| 1. Shipper | Legal name, address and contact details follow the agreed instructions |
| 2. Consignee | Name, address, identifiers or any agreed “to order” wording |
| 3. Notify party | The correct notification party; do not automatically copy the consignee |
| 4. Booking/B/L reference | Matches this shipment and has not been copied from another file |
| 5. Ports and places | Receipt, loading, discharge and delivery locations match the transport plan |
| 6. Vessel/voyage | Matches the booking or the latest confirmed update |
| 7. Cargo description | Commodity, quantity and marks agree with the relevant documents |
| 8. Packages | Package type and count match the packing list and physical handover |
| 9. Weight/measurement | Gross weight, CBM and container data are reconciled; gross cargo weight is not confused with VGM |
| 10. Issuance terms | Originals, document type, issue location and prepaid/collect status follow the agreed arrangement |
This is a general operating checklist. Field names, amendment steps and deadlines vary by carrier, B/L type, route and booking. A carrier's support centre is one place to check its current instructions; always follow the process of the actual carrier.
Compare three sources
- Booking confirmation: routing, vessel/voyage, equipment and transport locations.
- Shipping Instructions: the shipper's requested B/L data.
- Commercial Invoice/Packing List: relevant commodity, quantity, package, weight and marks data.
When files disagree, do not silently choose one. Record the discrepancy, the person authorised to decide and the response deadline.
Send amendment requests that can be executed
Use a table with current field – requested text – supporting source – approver. A marked-up screenshot alone can be ambiguous and may cause another transcription error.
Please amend the draft B/L for booking [reference], version received at [time]. Field [name] currently states “[old text]”; please replace it with “[new text]” based on the attached [SI/invoice/packing list/confirmation]. Please return a revised draft and advise the approval deadline and any amendment charge that now applies.
Review the entire new draft, not only the amended field. Retain the final file with the approval time and approver, and remove obsolete copies from the active handover folder.
SeaAir Global can support transport-document review within the agreed service scope. Send the shipment file, including the booking, draft B/L, SI, invoice, packing list and approval deadline.
