Useful Information
International shipping and logistics processes involve numerous documents, and it is vital for both senders and receivers to be fully aware of their obligations. This page provides information on import and transit bill of lading instructions, proper document preparation, and Incoterms (delivery terms). Following the recommendations below for each document will help ensure your operations are completed smoothly and on time.
🟦 1. Import Bill of Lading Instructions
🔹 What is a Bill of Lading?
A bill of lading is a legal document issued by the carrier to the sender, containing information about the type and quantity of goods, sender/conceiver details, and terms of transport.
This document serves as proof of the transportation contract, a document certifying receipt of the goods, and a valuable record representing ownership rights.
Before the bill of lading is issued, the sender provides the carrier with detailed instructions called "shipping instructions"; this information is used in the preparation of the bill of lading.
🔹 Information that must be included in the Bill of Lading
The bill of lading and related documents must include the following information:
Information about the shipper, consignee, and, if applicable, the notify party.
Product description, weight, quantity, and dimensions.
Payment terms, shipping and arrival ports.
HS Code and package number
Packaging details such as container or pallet type
For every import shipment, a commercial invoice, bill of lading/air waybill, packing list, and certificate of origin must be submitted. The commercial invoice must include a complete description of the product, quantity, unit price, HS code, delivery method, and country of origin. The information on the bill of lading must match exactly with the other documents, and the original bill of lading along with three copies must be presented at customs.
🔹 Shipping Instructions
Shipping instructions used in preparing a bill of lading include details such as consignee information, description of goods, packaging method, preferred mode of transport, customs procedures, and specific loading/unloading instructions. Accurate and timely instructions are crucial.
It ensures the bill of lading is correctly prepared and prevents delays caused by document errors.
It complies with the customs requirements of different countries and reduces penalties.
It facilitates coordination between the sender, carrier, customs agent, and recipient.
Providing complete and timely instructions is important, as incorrect or incomplete instructions can lead to demurrage storage costs and delays.
🟪 2. Transit Bill of Lading Instructions & Transit Procedure in Türkiye
Transit goods can be transported within the Turkish customs territory from one country to another, or through Turkey to other countries. Transit is a practice that allows goods to pass through Turkey while suspending customs duties and other charges.
🔹 Common Transit System (CTP) and NCTS
Türkiye is a member of the Common Transit Procedure (CTP), which allows the movement of goods between EU and EFTA countries with the suspension of customs duties.
The New Computerized Transit System (NCTS) is used to conduct these processes electronically; transit declarations, inter-customs communication, and tracking of guarantees are all done electronically.
🔹 Responsibilities of the Procedure Owner
The person issuing the transit declaration, or the person on whose behalf it is issued (the procedural holder), is obligated to deliver the goods to the destination customs office in complete and undamaged condition within the time frame specified by customs, to comply with transit regulations, and to provide security to cover any potential taxes payable.
🔹 Instructions
The transit bill of lading must clearly state the customs offices of departure and arrival, the transit route, and the country of destination; the information in the master and house bills of lading must be identical.
The NCTS declaration must be prepared on time, and the customs seals must be preserved during transport.
For transit to third countries, the necessary permits and controls (e.g., control certificates) must be obtained in accordance with export and import regulations.
🟧 3. Import/Transit Documents and Compliance
🔹 Import Documents
The following documents are mandatory for all commercial shipments to Türkiye:
Commercial invoice (Original and two copies): Includes detailed description, quantity, unit price, HS code, delivery method, and country of origin.
Bill of Lading or Airway Bill of LadingThe information must be identical to all other documents; the original and three copies must be submitted.
Packing List: number of boxes/pallets, weight, and type of packaging.
Certificate of OriginThis is required for specific products, prepared by the exporter or manufacturer, and certified by a notary or chamber of commerce.
Depending on the product type, inspection, health, or plant health certificates may also be required.
🔹 CE Conformity and Health Certificates
For some products, CE marking, health or veterinary certificates, and other specific permits are required. For shipments to Türkiye, it is important for both exporters and importers to ensure full compliance with customs regulations.
🟨 4. Incoterms 2020: Delivery Terms and Responsibilities
Incoterms, These are rules published by the International Chamber of Commerce (ICC) that define the cost and risk sharing between seller and buyer. The following summaries explain the basic obligations of the seller and buyer in each delivery method.
🔸 4.1 Group E and F (Seller's Liability Minimum)
| Delivery Method | Scope & Transport Mode | Seller's Responsibilities | Buyer's Obligations |
|---|---|---|---|
| EXW – Ex Works (Delivery from Facility) | Each mode of transport | The seller prepares the goods at their own premises or at a designated location; the buyer assumes all transportation, insurance, and risks. | All costs and risks, including picking up the goods from the facility, loading, transportation, customs, and insurance, are the responsibility of the buyer. |
| FCA – Free Carrier | Each mode of transport | The seller delivers the goods to the carrier at the designated delivery point; export customs procedures are the responsibility of the seller; if the delivery point is the seller's facility, loading is carried out by the seller. | The buyer is responsible for post-loading transportation charges, unloading, main transportation, and import customs procedures. |
| FAS – Free Alongside Ship | Only sea/river | The seller brings the goods alongside the ship at the loading port and completes the export customs procedures. | The buyer is responsible for loading, main transport, unloading, import procedures, and final delivery. |
| FOB – Free on Board (Delivered to Ship) | Only sea/river | The seller completes the export procedures and delivers the goods by loading them onto the ship. | The risk passes to the buyer once the goods are loaded onto the ship; the main transportation, unloading, and import customs procedures are the responsibility of the buyer. |
🔸 4.2 Group C (Seller Pays Shipping)
| Delivery Method | Scope & Transport Mode | Seller's Responsibilities | Buyer's Obligations |
|---|---|---|---|
| CFR – Cost and Freight | Sea/river | The seller loads the goods onto the ship and pays the freight to the port of destination; the risk passes to the buyer when the goods are loaded onto the ship. | Unloading, import procedures, and other costs from the port of arrival are the responsibility of the buyer. |
| CIF – Cost, Insurance and Freight | Sea/river | In addition to all obligations under CFR, the seller provides minimum insurance coverage. | The risk passes to the buyer once the goods are loaded onto the ship; unloading, import and other costs are the responsibility of the buyer. |
| CPT – Carriage Paid To | Each mode of transport | The seller handles the export procedures, delivers the goods to the first available carrier, and pays the transportation costs to the destination; they are not required to arrange insurance. | The risk passes to the buyer when the goods are delivered to the initial carrier; import customs and post-destination costs are the responsibility of the buyer. |
| CIP – Carriage and Insurance Paid To | Each mode of transport | In addition to CPT, the seller arranges all-risk insurance up to the destination. | The risk passes to the buyer when the goods are delivered to the first carrier; import and other costs are the responsibility of the buyer. |
🔸 4.3 Group D (Seller Responsible Until Delivery Point)
| Delivery Method | Scope & Transport Mode | Seller's Responsibilities | Buyer's Obligations |
|---|---|---|---|
| DAP – Delivered at Place | Each mode of transport | The seller delivers the goods ready for unloading at the destination; risks and costs up to the point of delivery belong to the seller. | Unloading costs, import customs procedures, and delivery after arrival at the destination are the responsibility of the buyer. |
| DPU – Delivered at Place Unloaded | Each mode of transport | The seller unloads the goods at the destination and makes them available to the buyer; as a single Incoterm rule, the seller bears the unloading costs. | Import customs, taxes and transportation after the destination are the responsibility of the buyer. |
| DDP – Delivered Duty Paid | Each mode of transport | The seller delivers the goods at the destination and pays all export and import formalities, duties, customs charges, and taxes. | The buyer only pays for the goods and assists the seller in providing the necessary documents for the import process. |
Notes: FAS, FOB, CFR, and CIF are only applicable to sea or river transport; other Incoterms are suitable for all modes of transport. Furthermore, as of 2020, the DAT term has been abolished and replaced with DPU.
🟫 5. Other Useful Information
Packaging and Labeling: Each shipment must use packaging appropriate to the type of goods, and the boxes must be clearly labeled. The shipping instructions must specify the pallet/package type and stacking information.
Insurance: In CIP and CIF terms, the seller is responsible for insurance; in other cases, the buyer must arrange insurance. It is advisable to insure the transported cargo after examining the point of risk transfer.
Version Specification: Contracts must clearly state which Incoterms version (2010, 2020) is used; according to ICC rules, the latest version is 2020.
Legal Notice: This information is for general guidance only. For your specific shipments, it is recommended that you consult with your customs broker or legal advisor to ensure compliance with regulations.
