NOTES FOR EXPORTER COMPANIES REGARDING LOADING ORDER


The loading order is a valuable document for both the loader and for the equipping and transporting agent, because it is the beginning of the transport agreement between the loader and the party transporting the goods. This order must be written on the letterhead of the company exporting the goods, and it definitely must have the company’s stamp and signature on it.

If fundamental changes must be made after the loading order reaches the transport agency (such as changing the recipient or type of goods), the previous orders absolutely must be re-issued according to the changes and sent to the relevant agency.

INFORMATION AND EXPLANATIONS THAT ARE REQUIRED TO BE ON THE LOADING ORDER:

1- SENDER: Information about the exporter of the goods must be written in this section including the full name and address. According to the Customs Law, the information about the company registered as the sender on the export declaration must be written in this section.

2- RECIPIENT: This section must include the full name, address, telephone, fax number and similar information for the company that is the recipient at the destination location. Be aware that the company noted in this section will have authority to receive delivery of the goods. The name of the company that will receive delivery of the goods must be written in this section.
3- ADDRESS FOR NOTIFICATION: This section is only for issuing notification to the company or persons whose details and names are noted here. This company or person must not be written here as the recipient of the goods. The name, address, telephone and fax numbers must be noted fully and completely. Otherwise, it will not be possible to issue the necessary notification, which may cause delays in receiving the goods or may cause unnecessary expenses.

4- DESTINATION PORT: The destination port where the goods will be unloaded absolutely must be specified. It is also beneficial to specify the country where the destination port is located. If any in-country transportation is requested after the destination port, the ultimate destination absolutely must be specified as well.

5- NAME OF VESSEL AND ROUTE NUMBER: When speaking with your sales representative, they will definitely tell you the name and route number of the vessel that will carry your goods. Also, if you have been assigned a container, this information will be specified on the notification form. This information absolutely must be specified on the loading order. This will ensure that the procedures to be carried out for you will be expedited.

6- CONTAINER NUMBER: If the goods to be transported are going to be loaded in your warehouse, you will definitely be informed about the container number with a form before the container reaches your location. If more than one container is being sent to your warehouse at the same time and they will go to different destination ports or different customers, you must be very careful. Care must be taken to specify each container on the correct loading order. Be aware that simple errors like this cause the customer to incur very high expenses and can delay the delivery of the goods significantly.

7- METHOD OF PAYMENT FOR FREIGHT: Where the freight will be paid and who will pay it absolutely must be specified. When specifying these items, we recommend that you also note what company should be invoiced for the payments that you will make (freight charges and expense).

8- WEIGHT, PIECES, TYPE OF GOODS: The weight, number of packages and type of goods must be specified (in English) on the loading order. This information definitely must be exactly the same as the information on the declaration. Any discrepancies will prevent the goods from being imported. The description of the goods must not be a general description (various goods, various household artifacts, etc.). Whatever the goods are, they must be specified with clear descriptions.
In the event that more than one container is sent to the same recipient, we definitely must be informed about the number of pieces and distribution of weight for each container. If the cargo will be loaded at the port, you must specify the container numbers, which will be given to you after it is loaded, as well as the weight distribution of the pieces. If the cargo is being loaded at your warehouse, this information must be sent to the relevant agency after the loading is complete.

9- LETTER OF CREDIT NUMBER AND NOTES: In transactions with a letter of credit, the letter of credit requires that certain information must be specified on the bill of lading (such as the letter of credit number, etc.). There also may be special notes for the transport document that will be prepared for the letter of credit; it is to your benefit to also specify these on the loading order.

10- NUMBER OF ORIGINALS: Unless otherwise specified, transport agencies usually prepare three originals and three copies of the transport document (3/3 FULL SET). If you would like a different number of copies, this absolutely must be specified.

11- CONTACT PERSON AND FAX/EMAIL ADDRESS FOR CONFIRMATION: Drafts of the bills of lading that we prepare will be sent to you for you to check. Information about how and to whom these should be sent absolutely must be specified on the loading order. This ensures that you will receive the correct transport document in order to avoid delays in collecting payment for the goods.

12- INFORMATION ABOUT DANGEROUS GOODS AND FROZEN GOODS: We must be notified if your cargo classifies as dangerous goods according to international standards (for example: gunpowder, acid, weapons, etc.). This information must also be specified on the loading order with IMO standard phrases and sent to us with the declaration form that you will draw up. Furthermore, if you are transporting frozen foods with a specially-equipped container, we must also be provided with special information about these goods (operation and freezing temperature).




 
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