SITPROInternational Trade Guides

StandardShipping Note

Completion Guide

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Standard Shipping Note - SITPRO © 1999 DesignCompletion Guide - Revised Edition - June 2003

2 SITPRO Documents Guide: Standard Shipping Note Completion Guide

BATHUNT (UK) PLCPO BOX 830CROYDONSURREYCR9 9NZ

3GB 214832591000-T63449

BN001212 T6-3449

ARG 1293H

ORCHARD SHIPPINGFORREST FORWARD COMPANYVENTURA BUSINESS PARKSTAFFORDSHIRE DE15 4ZY

DELIVER TO CONTAINERBASE MANCHESTER BY 5/6/03

ORCHARD EMPRESS LIVERPOOL

BUENOS AIRES

DPC 1. 4 PALLETSCARDBOARD11821 5,000 PIECESBUENOS AIRES1-4

4,000

STPU287352/5 238754 40’ GENERAL STANDARD HEIGHT

BATHUNT (UK) PLC 020 8000 0000

CROYDON 20/5/03

A POTTS SHIPPING CLERK

7.00

4,000 7.00

2,000 6,000

Standard Shipping Note Completion Guide

The Standard Shipping Note (SSN) enables the shipper to complete one standard document forall consignments irrespective of port or inland depot. By doing so, it provides the receivingauthority with complete, accurate and timely data as well as providing all those with an interest inthe consignment with adequate information at each movement stage, until final loading on boardthe vessel or aircraft. The greatest benefit of using the SSN is that receiving authorities receiveclear and precise information on how the goods should be handled.

The SSN has been widely and successfully used throughout the UK and has now been updatedto take account of changing transport techniques and cargo handling practices, and theintroduction of the New Export System (NES).

The SSN should accompany deliveries (general cargo, unit load, containerised) from factories orwarehouses to inland clearance depots, groupage depots, ports, airports and other cargoterminals.

However, the SSN must not be used if the delivery includes items classified as dangerous byreference to the relevant national and international regulations applicable to the intended modesof transport. If goods are classified as dangerous in these regulations, the SITPRO DangerousGoods Note (DGN) 1999 version should be used instead. This incorporates the dangerousgoods declaration, shipping and stowage instructions, and container/vehicle packing certificateand is for use by all transport modes except air.

Remember: Any inaccuracies and omissions in the data you provide may add to confusion, addextra costs and delay consignments.

How to Use the SITPRO SSN

It is most important to follow the booking and receiving procedures specified by shipping linesand receiving authorities. Further points to consider in completing the SSN are given below: • the non-completion of any boxes on the SSN is a subject for resolution between the

contracting parties • the SSN must, wherever possible, be completed mechanically i.e. by typewriter, aligned

documentation systems or computer. Hand-written documents are often illegible and prone toinaccuracies

• only goods for one shipment to one port/airport of discharge or one sailing/flight may beshown on one SSN

• if necessary continuation sheets, attached to each copy of the SSN, may be used

3SITPRO Documents Guide: Standard Shipping Note Completion Guide

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Box Completion Instructions

1 Exporter Name and address of exporter including postcode.

2 Customs reference/statusThis box should be used by the exporter (shipper) to declare the Unique ConsignmentReference (UCR) for the export movement. The construction of the declaration UCR(DUCR) should follow the format required by HM Revenue & Customs, including theuse of alpha, numeric characters and spaces and hypens - see HM Revenue &Customs Tariff and Public Notice No. 276.

For consignments moving by air, including courier, express and fast parcel services, theuse of the Air Waybill Number (a unique consignment reference for airfreight) may beused. Before using an AWB Number check with the receiving authority, the carrier andHM Revenue & Customs that quoting the number is acceptable as a DUCR.

Exporters should NOT use this box for the purpose of quoting just the commercialreference of the consignment (see Box 4 below).

This box should NOT be used for declaring the Master UCR (MUCR) - see Box 12below - or consignments in FREE CIRCULATION moving solely within the EU.

SSN Availability

SSNs in gummed sets for typewriter or impact printer completion are available from SITPROapproved printers, or from a wide range of retailers. SSN's printed on special, heavier weight,selfcopy paper for use with photocopier or laser printer systems are also available from theseprinters. These printers are authorised to overprint notes with exporters'/forwarders' logos andstandard details, and to supply them in specialised make-up such as continuous stationery.

There are a number of computer software packages available that allow for the completion ofaligned documents including the SSN, usually producing the documents on laser printers. Pleasevisit the SITPRO website (www.sitpro.org.uk/documents) for a list of both SITPRO licensedprinters and companies licensed to sell software that produces SITPRO aligned documents.

SITPRO SSN Box by Box Completion Guidelines

5SITPRO Documents Guide: Standard Shipping Note Completion Guide

Box Completion Instructions

3 Booking number. Booking reference number of carrier (shipping line, airline).

4 Exporter's reference. Consignment reference designated by the exporter - optional if already quoted as partof the DUCR in Box 2.

5 Forwarder's reference. Consignment reference designated by the forwarder (if any).

6 Consignee. May be used for name and address of importer/consignee. However, completion of thisbox is not mandatory.

7 Freight Forwarder. Name, address of freight forwarder (if any), including postcode.

8 International Carrier. Name of shipping line, air transport operator or combined transport operator.

9 Other UK transport details. Information required in this box will differ depending on the consignment in question andthe specific information and procedural requirements of receiving authorities andshipping lines e.g. delivery address, ICD terminal, vehicle booking reference, receivingdates, name of receiving authority, haulier's collection instructions.

10 Vessel/flight no and date and port/airport of loading. Vessel name or flight number and date (if known) and the port or airport of loading e.g.MV Canadian Explorer, Liverpool.

11 Port/airport of discharge and destination. Name of the port/airport of discharge and the ultimate destination (if inland carriage isincluded) e.g. Casablanca, Marrakech.

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Box Completion Instructions

12 a. Shipping marksShipping marks in full, initials or abbreviated name of consignee or buyer, referencenumber, destination, package number. Alternatively for full container loads thecontainer/seal number may be inserted.

b. Number and type of packagese.g. 25 cartons

c. Description of the goodsIt is essential that a full, clear, plain language description of the goods is given toassist HM Customs in export processing and examination (if any)

d. Package dimensions of abnormal loads e. Non-hazardous special stowage requirements

e.g. acceptable temperature requirements

Where a consignment forms part of a consolidation or groupage movement this boxshould also be used to declare the Master UCR (MUCR). The consolidator or groupageoperator should construct the MUCR in accordance with the format prescribed by HMRevenue & Customs, including the use of alpha, numeric characters and spaces,hypens and forward slashes - see HM Revenue & Customs Tariff and Public Notice No.276. The consolidator or groupage operator should normally add the MUCR to aStandard Shipping Note already completed by the Exporter (Shipper).

13A i. Gross Weight The weight of the merchandise in its export packing in kilograms for each separategoods description

ii. Total gross weight of goods The total gross weight in kilograms of the goods should be entered. Forcontainerised goods, this excludes the weight of the container.

7SITPRO Documents Guide: Standard Shipping Note Completion Guide

Box Completion Instructions

14 i. Cube (m3) of goods Measurement of goods in cubic metres for each separate goods descriptionindicating whether pallet measurements are included

ii. Total cube of goods The total cubic measurement of the goods.

NOTE: Boxes 16-16D will normally need to be completed by the haulier or carrier

Box Instructions

16 Container identification number/vehicle registration number e.g. ACLU 269687/4

16A Seal Number(s) The number as shown on exporter's and/or Customs' seals used to secure thecontainer/trailer.

16B Container/vehicle size and type e.g. 40ft open top. The ISO code for container size/type may also be used (althoughthis is not mandatory).

16C Tare (kg) The tare weight as marked on the container safety convention (CSC) plate.

16D Total gross weight (including tare) (kg) Total weight of boxes 13A and 16C.

17 i. Name and telephone number of shipper preparing this note ii. Place and date iii. Name of contact

Further Information

SITPROFor further information about documents and procedures for theinternational movement of goods, contact the SITPRO Helpdesk:• Tel: 020 7215 8150• Email: info@sitpro.org.uk• Website: www.sitpro.org.uk

SITPRO GuidesDocumentsStandard Shipping Note Completion Guide

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© Copyright SITPRO Ltd. 2007This guide may not be republished, in full or in

part, without SITPRO’s prior permission

Disclaimer: Whilst every effort is made to ensure that the information given herein is accurate, SITPRO Ltd. accepts no legal responsibility for anyviews expressed or implied or for any errors, omissions or misleading statements in that information caused by negligence or otherwise.