SI - CI - PL: A PRACTICAL PRE-DEPARTURE DOCUMENT CHECKLIST FOR INTERNATIONAL SHIPMENTS

In international shipping, delays, document amendments, and unexpected costs rarely begin at the port. Most of them start much earlier, with incomplete, inconsistent, or unchecked paperwork.

Before any vessel departs, three documents quietly determine whether a shipment will move smoothly or run into trouble later:

• Shipping Instruction (SI)

• Commercial Invoice (CI)

• Packing List (PL)

They may seem routine, but small mistakes in these documents can lead to incorrect Bills of Lading, customs holds, ENS/ICS2 issues in Europe, and costly demurrage and detention charges.

At Hugix, we see this every day while supporting logistics and operations teams globally. This article breaks down what SI, CI, and PL really do, and provides a practical pre-departure checklist to help shippers avoid preventable issues before the vessel sails.

1. What Are SI, CI, and PL?

Shipping Instruction (SI)

The Shipping Instruction is submitted by the shipper to the carrier or freight forwarder to instruct how the Bill of Lading should be issued.

SI data is used to generate:

• Master Bill of Lading (MBL)

• House Bill of Lading (HBL)

• Carrier manifest

• ENS / ICS2 filings for Europe

  
  

Key point: Once the vessel departs, correcting SI data often means amendment fees, delays, or customs risk.

Commercial Invoice (CI)

The Commercial Invoice is the core trade document between seller and buyer. It is used for:

• Customs declaration

• Import duty and VAT calculation

• Banking processes (L/C, payment verification)

• Insurance and audit purposes

  
  

Customs authorities rely heavily on CI data to assess cargo value, origin, and classification.

Packing List (PL)

The Packing List describes how the cargo is physically packed and supports:

• Customs inspections

• Terminal handling

• Warehouse receiving

• Cargo identification during checks

  
  

Although the PL does not show cargo value, it must align perfectly with both the CI and SI.

2. Why Checking SI - CI - PL Before ETD Matters

Before vessel departure:

• SI controls what appears on the Bill of Lading

• CI and PL control what is declared to customs

• All three documents feed into manifest and security filings

After departure:

• Errors become expensive to fix

• Some data cannot be corrected without delays

• In Europe, ENS/ICS2 mismatches often lead to cargo holds

👉 Most document-related delays are preventable before SI cut-off.

3. Pre-Departure Checklist: Shipping Instruction (SI)

Party Details

• Legal shipper name (no informal abbreviations)

• Legal consignee name

• Correct role structure:

  • Forwarder/agent as consignee on MBL

  • Real consignee on HBL

• Full address and country

• EORI number for EU shipments (if required)

Shipment Information

• Port of Loading / Port of Discharge

• Vessel name and voyage

• ETD and ETA

• Container type and quantity

• FCL / LCL declaration

Cargo Information (Must Match CI & PL)

• Clear and specific commodity description

• HS code (if required)

• Number of packages

• Gross weight

• Measurement (CBM)

Bill of Lading Release Type

• Original B/L or Telex Release

• Responsible party for surrender

• Special clauses or remarks (if any)

4. Pre-Departure Checklist: Commercial Invoice (CI)

Trade Information

• Seller and buyer legal names

• Full addresses

• VAT / EORI numbers for EU imports

Goods Description

• Clear product description

• Logical match with HS code

• Avoid overly generic terms

Value & Terms

• Unit price and total value

• Currency

• Incoterms (EXW, FOB, CIF, DAP, etc.)

• Payment terms (if applicable)

Weight & Quantity

• Gross and net weight

• Number of packages

• Consistency with PL and SI

5. Pre-Departure Checklist: Packing List (PL)

Packing Details

• Total number of packages

• Packaging type (cartons, pallets, rolls, etc.)

• Pallet count (if applicable)

Weight & Volume

• Gross weight

• Net weight

• CBM

• Weight per pallet or package (if available)

Cross-Verification

• Package count matches CI and SI

• Weight matches CI and SI

• Cargo description is consistent

6. The Most Common (and Costly) Mistake: No Cross-Check

Many shippers review each document individually, but fail to compare them as a complete set.

Before submitting SI:

• Names, addresses, and reference numbers must align

• Quantities and weights must match exactly

• Commodity descriptions must tell the same story

A single inconsistency can:

• Create an incorrect Bill of Lading

• Trigger manifest amendments

• Delay customs clearance

• Lead to demurrage and detention charges

7. When Is It Too Late to Fix?

Timing	Risk Level
Before SI cut-off	Low
After vessel departure	Medium (amendment fees)
Before EU arrival	High (ENS amendment)
After arrival	Very high (cargo holds & demurrage/detention)

8. Final Thoughts: Accuracy Before Departure Saves Money After Arrival

SI, CI, and PL are not just routine paperwork, they are the foundation of the entire shipping process.

Taking time to review and cross-check these documents before the vessel sails helps:

• Prevent costly amendments

• Avoid customs and manifest holds

• Reduce demurrage and detention

• Protect commercial relationships

At Hugix, we support logistics and operations teams by standardizing document checks, improving handovers, and reducing avoidable errors upstream.

In international logistics, accuracy before departure is one of the simplest ways to protect cost, time, and trust after arrival.