Top 5 Documents That Slow Down Freight (and How to Fix Them)

When a shipment gets delayed, most people blame the weather, port congestion, or customs inspections. But in reality, the biggest causes of delay are inside your own files. A missing code, a wrong format, or an unsigned form can cost days — and your client’s trust.

At Hugix, we support freight forwarders and logistics companies across Europe by building structure into their documentation process. Here are the five documents that most often slow down freight — and how your team can fix them for good.

1. Commercial Invoice

Common issue: Missing HS codes or incorrect Incoterms.

Why it matters: Customs authorities use this document to classify and clear your goods. Even a single missing field can freeze your shipment.

How to fix it:

• Use a shared invoice template across all branches.

• Confirm HS codes before the shipment is released.

Result: Faster customs clearance and fewer rejections.

2. Packing List

Common issue: Weight or dimensions don’t match the booking.

Why it matters: Carriers rely on these numbers for space planning and pricing. A mismatch means rebooking or remeasurement.

How to fix it:

• Cross-check all dimensions with your booking confirmation before sending.

• Automate data transfer from your WMS or TMS where possible.

Result: No last-minute surprises or storage charges.

3. Certificate of Origin

Common issue: Missing signatures or wrong format.

Why it matters: Many trade agreements depend on this document for preferential tariffs. A small How to fix it:

• Keep approved templates by country in one shared folder.

• Train staff on digital signature validity and verification.

Result: Smooth customs processing and tariff benefits preserved.

4. Bill of Lading or Air Waybill (AWB)

Common issue: Typos in consignee or notify-party details.

Why it matters: The Bill of Lading is both a transport contract and a proof of ownership. One wrong letter can delay cargo release at the destination.

How to fix it:

• Add a two-step verification before releasing any document.

• Have one central operations coordinator validate all final drafts.

Result: Zero confusion at destination and faster delivery.

5. Proof of Delivery (POD)

Common issue: Missing attachment or timestamp.

Why it matters: Without a proper POD, invoicing stops — and disputes start.

How to fix it:

• Automate POD uploads directly into the shipment file.

• Set alerts to track missing PODs in real time.

Result: Faster invoicing, cleaner audits, and happy clients.

Small Habits, Big Impact

Every minute counts in logistics. By creating shared templates, defined checkpoints, and automated uploads, your company can eliminate small mistakes that create big delays.

At Hugix, we help European forwarders do exactly that: build reliable documentation structures that keep operations smooth and clients satisfied.

Build structure, not stress. Hugix.