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Export Stage 9: Goods shipped on board

Export guide · Stage 9 of 10 · The Voyage Trail

Export Stage 9: goods shipped on board, and the proof in your hand

Five stations between customs clearance and a set of shipping papers. Confirm clearance, follow the loading, get the Bill of Lading right, tell the buyer and collect the set. Clear each hurdle, earn each badge, and finish as a Voyage Captain. Prefer reading? Use the plain guide button.

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5 stationsAbout 8 minutesTap a station, swipe the cardsClear a hurdle, earn a badge

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Dock Cadet

0 of 5 stations0 XP

Tap a station to open it. Clear each hurdle to earn its badge and unlock the next.

Station 1 of 5

Confirm the goods are cleared and handed over for loading

Station 1 of 5 · Badge: Clearance Checker

Confirm the goods are cleared and handed over for loading

Loading follows customs clearance. Check the status before the cut-off.

What you do

  1. Shipping bill filed
  2. Let Export Order given
  3. Goods in the port or terminal
  4. Cut-off dates

Keep these ready

  • Shipping bill
  • Gate-in receipt

Watch out

  • Query pending at customs.
  • Cargo reaching after the cut-off.

Pro tip

Ask your agent for a short message at each status change.

Full details for this station

Your agent handles the filing. You confirm each step is done, in time for the vessel.

How to do it

  1. Ask your Customs House Agent for the shipping bill number and its status.
  2. Confirm whether customs has given the Let Export Order for the goods.
  3. Confirm the goods are inside the port or terminal, and the cut-off date.
  4. Confirm the container and seal numbers match the papers.
  5. Keep the proofs in your file.

Documents to keep ready

  • Shipping bill
  • Gate-in receipt

What the documents must show

Status request
Ask your agent: shipping bill number, status, LEO date, gate-in date, cut-off.

Time and cost

  • Check: daily near the cut-off.

Where people get stuck

  • Query pending at customs.
  • Cargo reaching after the cut-off.
Station 2 of 5

Follow the cargo until it is loaded on board

Station 2 of 5 · Badge: Loading Watcher

Follow the cargo until it is loaded on board

Loading is the moment that matters for dates, risk and payment documents.

What you do

  1. Vessel and voyage
  2. Loading date
  3. On board confirmation
  4. Shut-out risk

Keep these ready

  • Loading confirmation

Watch out

  • Shut-out noticed late.
  • Latest shipment date in the credit passed.

Pro tip

If a shut-out threatens the letter of credit date, ask the buyer for an amendment at once.

Full details for this station

A shut-out means the cargo did not sail. Know quickly if it happened.

How to do it

  1. Ask your forwarder for the vessel, voyage and sailing date.
  2. Ask for confirmation when the cargo is loaded on board.
  3. If the cargo is shut out, ask for the next sailing and tell the buyer.
  4. If a letter of credit is used, check the latest shipment date against the new date.
  5. Keep the confirmation.

Documents to keep ready

  • Loading confirmation

What the documents must show

Loading update
Vessel, voyage, loading date, expected arrival at the destination.

Time and cost

  • Loading: at the sailing date. Confirm the same day.

Where people get stuck

  • Shut-out noticed late.
  • Latest shipment date in the credit passed.
Station 3 of 5

Get the Bill of Lading right the first time

Station 3 of 5 · Badge: BL Master

Get the Bill of Lading right the first time

Check the draft and fix errors before it is issued.

What you do

  1. Draft Bill of Lading
  2. Shipper, consignee, notify party
  3. Goods, weights, container, seal
  4. Type and number of originals

Keep these ready

  • Draft Bill of Lading
  • Invoice
  • Letter of credit, if used

Watch out

  • Consignee name differs from the credit.
  • Freight terms wrong.
  • No on board date.

Pro tip

Keep your shipping instructions identical to the credit wording.

Full details for this station

Banks and customs both read this document. Errors are costly.

How to do it

  1. Send the shipping instructions to your forwarder on time.
  2. Ask for a draft and check each line against the invoice and the credit.
  3. Check the freight terms: prepaid or collect, as agreed.
  4. Check whether "on board" is marked with the date.
  5. Ask for corrections before the final issue.

Documents to keep ready

  • Draft Bill of Lading
  • Invoice
  • Letter of credit, if used

What the documents must show

BL check
Names, goods, weights, container, seal, freight terms, on board date.

Time and cost

  • Draft check: the same day.

Where people get stuck

  • Consignee name differs from the credit.
  • Freight terms wrong.
  • No on board date.
Station 4 of 5

Tell the buyer the goods have sailed

Station 4 of 5 · Badge: Buyer Informed

Tell the buyer the goods have sailed

Send the shipping advice and the copy documents promptly.

What you do

  1. Vessel and sailing date
  2. Expected arrival
  3. Bill of Lading number
  4. Copies of documents

Keep these ready

  • Shipping advice
  • Copies of documents

Watch out

  • Late advice.
  • Details not matching the documents.

Pro tip

Use the same wording as on the Bill of Lading.

Full details for this station

The buyer needs to plan arrival and clearance. A prompt, clear message builds trust.

How to do it

  1. Email the buyer the vessel, voyage, sailing date and expected arrival.
  2. Attach scans of the invoice, packing list and Bill of Lading.
  3. Share any insurance details if you arranged cover.
  4. Check whether the order asks for a particular form of shipping advice.
  5. Keep copies of what you sent.

Documents to keep ready

  • Shipping advice
  • Copies of documents

What the documents must show

Shipping advice
Order number, vessel, voyage, sailing date, expected arrival, Bill of Lading number, container and seal numbers.

Time and cost

  • Send: the day of sailing.

Where people get stuck

  • Late advice.
  • Details not matching the documents.
Station 5 of 5

Collect the full set of documents from the forwarder

Station 5 of 5 · Badge: Set Complete

Collect the full set of documents from the forwarder

Gather the originals and keep copies for the next stage.

What you do

  1. Bill of Lading originals
  2. Shipping bill copies
  3. Insurance certificate
  4. Certificates

Keep these ready

  • Full document set

Watch out

  • Originals still with the forwarder.
  • Errors found late.

Pro tip

Check the set before sending it. Errors found after sending cost more.

Full details for this station

The next stage sends the documents to the buyer or the bank. The set must be complete and consistent.

How to do it

  1. Collect the Bill of Lading from the forwarder.
  2. Collect the export documents from your agent.
  3. Make a checklist against the order or letter of credit.
  4. Check each document against the others.
  5. Move to Stage 10: documents to the buyer.

Documents to keep ready

  • Full document set

What the documents must show

Document checklist
Document, required, received, checked.

Time and cost

  • Collect: within a day or two of sailing.

Where people get stuck

  • Originals still with the forwarder.
  • Errors found late.

Run complete

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Words used on this page

Let Export Order: The Customs order that allows export goods to be loaded on the vessel or aircraft (Section 51).

Questions people ask

Who gives the Let Export Order?

Customs, after your shipping bill is processed and the goods are examined or exempted as applicable. Your agent follows it up.

What if my cargo is shut out?

Ask for the next sailing and tell the buyer. Check any letter of credit dates.

Is this legal advice?

No. It is practical guidance. Confirm the rules on the official Government sites.

Can you check my draft Bill of Lading?

Send it on WhatsApp. We will go through it with you.

Want help with your shipping papers?

Send us the draft Bill of Lading. We will check it with you. It is just a call and a message away.

Message us on WhatsAppCall +91 98230 14118

Office (backup): +91 93733 11838

← Stage 8: Marine cargo insuranceStage 10: Documents to the buyer →

Last checked: 12 November 2026. Customs matters are governed by the Customs Act, 1962 (CBIC). Rules change, so confirm on the official Government sites.

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