What Is a Shipping Manifest? A Guide for Importers and Exporters

No one likes completing paperwork. But the truth is international shipping can’t operate without it.

Few documents are more important than the shipping manifest. It includes critical information on your goods, their destination and the parties involved. Failing to fill in a document correctly could result in delays or fines. In fact, having one is a legal requirement.

In this article, you’ll learn what a shipping manifest is, why it’s important and how to create one.

What is a shipping manifest?

A shipping manifest lists all of the goods loaded onto a vessel or vehicle for shipment. It’s an official and legal record of the cargo, listing product descriptions, quantities, weights and other information required for customs clearance, shipment tracking and logistics management.

It also includes information on the exporter, importer, origin and destination ports, as well as special handling requirements.

In international shipping, we use manifests to:

• Verify container contents at various points during transit

• Facilitate customs inspections and clearance

• Provide accountability and traceability of shipments

• Serve as official legal documentation for carriers and authorities

When shipping internationally, the manifest ensures goods arrive intact, correctly described and properly accounted for.

Why is a shipping manifest important?

Shipping manifests play a vital role in logistics. Here are all the ways the document will be used throughout your goods’ journey.

• Customs clearance – Customs authorities use shipping manifests to identify and inspect cargo, enforce import and export regulations, and calculate duties and taxes.

• Shipment accuracy – It verifies the number and type of items actually shipped versus what is documented in orders, reducing discrepancies and losses.

• Legal proof – It acts as a legal contract that details the goods handed over for transport. It can be crucial in resolving disputes about delivery or damages.

• Operational efficiency – Carriers use manifests to plan how they will load, unload and route shipments, particularly in multimodal shipping and LCL containers.

• Safety and compliance – Manifests detail handling instructions and safety information for hazardous cargo, helping prevent accidents and regulatory violations.

Given the above, it won’t be surprising to learn that shipping manifests are mandatory in international shipping. Without an accurate manifest, shipments can be delayed, fined or even confiscated.

What are the different types of shipping manifests?

Shipping manifests aren’t a standard document. There are several types, tailored to different goods and transport modes.

Each of them caters to specific shipment characteristics or regulatory needs. Using the correct manifest helps you stay compliant, maintain accurate documents and accelerate customs clearance.

Here’s a rundown of the most common shipping manifests:

Cargo manifest

A cargo manifest is the most common type of shipping manifest. It lists all of the goods in a shipment, detailing descriptions, quantities, values and company information. The versatility of this manifest makes it ideal for cargo tracking, handling and customs clearance.

Import general manifest

An import general manifest (IGM) is an electronic document that the consignee or consignor must submit to customs before a vessel arrives in port. This manifest summarises the vessel’s cargo and voyage details, helping customs officials to inspect goods and calculate tax.

Container manifest

A container manifest lists the contents of individual shipping containers within a larger shipment, helping customs officials and carriers stay on top of large shipments.

Dangerous cargo manifest

A dangerous cargo manifest, also known as a hazardous materials manifest, contains relevant information about hazardous shipments. That includes things like the cargo’s classification, packaging information, certifications, handling instructions and emergency response information.

Out-of-gauge manifest

An out-of-gauge (OOG) manifest is used in the transport of oversized or overweight cargo that exceeds standard container dimensions. It includes detailed handling and stowage instructions to minimise the risk of damage to cargo and transport vehicles.

Reefer manifest

A reefer manifest is used in the transport of temperature-controlled shipments in refrigerated containers. It includes details on temperature settings and monitoring information that’s essential to maintaining the quality of perishable goods.

Export manifest

Carriers submit an export manifest when goods leave a country. It provides detailed information for export compliance.

Import manifest

Carriers submit an import manifest on arrival at port. It details incoming cargo information to streamline customs clearance.

What is the difference between a shipping manifest and a bill of lading

Shipping manifests and bills of lading are similar and often confused with each other. But they serve two distinct purposes.

While a shipping manifest is a comprehensive list of the cargo, the bill of lading is a legal contract between the shipper and carrier for an individual shipment.

Here are the differences in detail:

Both documents are essential, but they serve different and complementary roles. A manifest provides a detailed overview of the cargo, while a bill of lading formalises transport agreements.

What to include on a shipping manifest and how to create one

Creating a shipping manifest is a fairly straightforward task as long as you’re thorough and diligent. We’ll walk you through the process below.

1. Gather shipment details

Begin by including details about the goods you’re shipping. You’ll need to know each product’s name, quantity, weight, dimensions and packaging. Make a note of any shipment identification numbers, such as order or tracking references, and any special handling requirements, too.

2. Include shipper and receiver information

Find and include the consignor and consignee’s company names, addresses and contact details. This is essential for compliance and customs verification.

3. Define origin and destination points

Include the shipment’s place of departure and final destination for customs clearance and logistics planning.

4. Add carrier and transport details

Name the carrier, mode of transport and specific vehicle or vessel identifier if you know it.

5. Specify freight charges, if applicable

If necessary, include the shipping cost per consignment. This will be mandatory on freight manifests.

6. Include any special instructions

Make a note of special handling instructions or safety requirements. This will be particularly important for fragile and hazardous cargo. If your goods are hazardous, you’ll need to include the classification and emergency response information.

7. Review and verify the manifest

Proofread your manifest for errors or omissions before submitting. Double-check weights, item descriptions and contact information. Inaccurate manifests can cause delays and fines.

Master shipping manifests with Pro Carrier

Submitting accurate and timely shipping manifests is vital to efficient and compliant international shipping. A thought and accurate manifest streamlines customs clearance and reduces shipping delays.

But there’s no need to create a shipping manifest yourself. One of the major benefits of working with an international freight forwarding expert like Pro Carrier is that you never have to touch paperwork again.

Our experts will handle all of your international shipping and customs paperwork, working two weeks in advance of sailing schedules when possible to ensure we complete and submit everything on time. All you need to do is sit back, relax and track your shipment in Horizon, our all-in-one supply chain tracking tool.

Read our case studies to find out just how easy Pro Carrier makes international shipping for brands like yours. When you’re ready, speak to one of our experts for a free quote or to learn more about how we can help..