How to Make a Correct Cargo Manifest, Check out The Tips!

Posted on July 18, 2024 by Nur Wachda Mihmidati

In the world of logistics and freight forwarding, cargo manifest plays an important role. This document is a guide that records every detail of the goods being transported, from description and quantity to shipper and consignee information. Cargo manifests not only ensure all goods are properly identified, but also facilitate tracking, shipment audits, and fulfill customs and other regulatory requirements. In this TransTRACK article, we will explore the importance of a cargo manifest, its main components, and the steps to create one correctly.

What is a cargo manifest?

A cargo manifest is a document that lists all the goods loaded onto a transport vehicle, such as an airplane, ship, train or truck. This document contains full details about the cargo being transported, including:

Description of Goods: Type and quantity of goods loaded.
Shipper and Receiver Details: Name, address, and contact information of the shipper and receiver.
Transportation Details: Information about the vehicle used to transport the goods, such as flight number, ship name, or truck license plate number.
Loading and Unloading Location: The place of origin and final destination of the goods.
Reference Number: A number used to track and identify each item in the cargo.
Additional Information: Any other information required to ensure that the shipment complies with regulations and legal requirements, such as customs declarations or security documents.

Cargo manifests are important for legal compliance, shipment tracking, and security. It helps authorities verify that all goods being transported are in compliance with applicable declarations and regulations.

Why is a cargo manifest important?

Cargo manifests are important for several key reasons:

Ensures All Items Are Properly Listed and Identified

Cargo manifests provide a complete list of all goods being transported, helping to ensure that no items are left behind or unidentified. This is important to maintain the integrity of the shipment and avoid loss or theft of goods.

Assists in Shipment Tracking and Auditing

With a cargo manifest, each item in the cargo can be tracked individually. This allows freight companies and authorities to conduct audits and ensure that all goods arrive at their destination in good condition and in accordance with the recorded quantities.

Provides Necessary Information for Customs Processing

Cargo manifests contain important information needed by customs officers to process shipments. This includes details about the goods being transported, the value of the goods, and information about the shipper and consignee. This information helps ensure that all applicable taxes and customs duties can be charged and that the goods comply with import and export regulations.

Complying with Regulations and Rules

Cargo manifests ensure that all regulations related to the transportation of goods are properly followed. This includes safety regulations, environmental regulations, and international trade regulations.

Improve Operational Efficiency

With complete and accurate documentation, the process of loading, transporting, and unloading goods can be done more efficiently. This reduces the risk of errors and delays in the supply chain.

Provides Documentary Evidence for Insurance Claims

In the event of damage or loss of goods during transportation, the cargo manifest can be used as documentary evidence for insurance claims.

Overall, cargo manifests are a very important tool in logistics and supply chain management, helping to ensure safety, compliance, and efficiency in the transportation of goods.

What are the main components of a cargo manifest?

The main components of a cargo manifest include several important elements that ensure that all information about the cargo is recorded correctly and completely. Here are the main components of a cargo manifest:

Shipper and Receiver Information:
- Sender’s name
- Sender address
- Sender contact information
- Recipient name
- Recipient address
- Recipient contact information
Item Description:
- Detailed description of each item
- Item identification code or number (if applicable)
- Category or type of goods
Quantity and Weight of Goods:
- Number of units of each item
- Weight of each item
- Total weight of cargo
Transportation Information:
- Flight number (for air shipments)
- Ship name and voyage number (for ocean shipments)
- License plate number or truck identification (for land shipments)
- Train number and trip details (for rail shipments)
Reference or Identification number:
- Manifest number
- Order or shipment number
- Container number (if using containers)
Loading and Unloading Location:
- Place of origin of the shipment
- Final destination
- Transit location (if any)
Packaging Details:
- Packaging type (e.g., box, pallet, drum)
- Packaging dimensions
Customs Information:
- HS (Harmonized System) code for classification of goods
- Value of goods for customs purposes
- Customs and tax related documents
Additional Information:
- Special instructions for handling or storage
- Special safety or regulatory requirements
- Insurance information (if applicable)

With all these components in place, the cargo manifest provides a comprehensive and accurate guide to the transportation of goods, ensuring that all parties involved have the necessary information to perform their duties efficiently and comply with all applicable regulations.

How to make a proper cargo manifest?

Creating a correct cargo manifest requires attention to detail and an understanding of the information that must be included. Here are the steps to creating a proper cargo manifest:

Collect Information on Goods to be Shipped

Start by making a complete list of all items to be shipped, including detailed descriptions and identification codes if any. Be sure to record the number of units and measure and record the weight of each item, as well as the total weight of the cargo. Also, note the type of packaging used for each item, such as boxes, pallets, or drums.

Fill in Shipper and Receiver Details

Record the full name, address, and contact information of the sender carefully. Do the same for the recipient, making sure all information is correct and complete to avoid errors in delivery. Confirm these details with the sender and receiver to ensure accuracy.

Ensure All Transportation Information is Correctly Recorded

Include the flight number if the shipment is by air, or the ship’s name and voyage number for ocean shipments. For land shipments, record the license plate number or identification of the truck, as well as the train number and travel details for rail shipments. Don’t forget to record the loading and unloading locations for tracking purposes.

Include a Reference or Identification Number

Provide a unique manifest number for each shipment for easy identification. Include the relevant order or shipment number for additional reference. If using a container, record the container number as well.

Entering Packaging Details

Describe the type of packaging used for each item in detail. Include the dimensions of the packaging if required to ensure the goods fit correctly on the transport vehicle. This information is important to ensure safety and efficiency during transportation.

Adding Customs Information

Include HS (Harmonized System) codes for classification of goods to facilitate customs clearance. Record the value of the goods for the purpose of determining taxes and duties payable. Attach all relevant documents required by customs authorities.

Adding Additional Information

Include special instructions for handling or storing the goods if there are any special requirements. Also include any security requirements or special regulations that need to be adhered to during shipping. Add insurance information to protect the goods during transit if applicable.

Verify and Confirm All Data Before Shipping

Review all the information that has been recorded to ensure accuracy and completeness. Ensure that no details have been missed and all information has been filled in correctly. Verify with the shipper and receiver to confirm that all information has been agreed upon.

Printing and Documenting the Cargo Manifest

Print the cargo manifest in a suitable format, either physical or digital, for documentation. Ensure that a copy of the cargo manifest is available to all parties involved, including the shipper, consignee, and transportation party. This document will be the main reference during the shipping process.

Follow the Applicable Shipping Procedures

Submit the cargo manifest to the transportation party in accordance with the applicable procedures to start the shipping process. Ensure that all parties involved in the delivery chain have access to the necessary information from the manifest. This helps ensure the shipment runs smoothly and complies with all applicable regulations.

The importance of cargo manifests in logistics management is undeniable, as it ensures all goods are recorded, identified, and shipped safely and efficiently. To ease the process of creating and managing cargo manifests, use TransTRACK’s Transportation Management System (TMS). With our TMS, you can automate and simplify the creation of cargo manifests, ensuring all information is properly recorded and always available. Improve the efficiency and security of your shipments with advanced solutions from TransTRACK – the trusted solution for your logistics needs. Visit TransTRACK today for more information and start the digital transformation of your transportation management.