Proper documentation is at the beating heart of world shipping. And few documents are more important or essential than the humble waybill.
Whether you’re shipping an eCommerce parcel across borders or importing goods in bulk from the Far East, understanding what waybills are and why they’re important can be the difference between seamless delivery and costly delays.
What is a waybill?
A waybill is an essential shipping document that accompanies a shipment on its journey across the globe. You can think of it like your shipment’s passport. Officials use it to process and track your package.
Unlike more complicated documents, like a bill of lading, a waybill is pretty straightforward. It acts as both a receipt and a contract between the shipper and the carrier. It contains important information like:
- The exporter’s contact information
- The importer’s information
- A description of the shipment
- The shipment’s origin and destination
- Special handling instructions
- A unique tracking number
All parties can use the tracking number to monitor the shipment’s progress in real-time.
The waybill is also different from a bill of lading in that it’s not a document of title. This means it cannot be used to transfer ownership of goods or facilitate financing agreements. Instead, it serves primarily as proof of shipment and delivery instructions.
How are waybills used in the shipping process?
Waybills play several roles in the shipping process, serving as proof of shipment and establishing a clear record of the transfer of responsibility from the shipper to the carrier.
Here are the most common uses:
- Tracking goods. All parties in the shipping process can use the waybill’s unique tracking number to monitor the shipment’s progress.
- Clearing customs. Waybills are a crucial document for clearing customers. The document contains a description of the goods, their value, origin and destination — all the information that customs authorities need to clear shipments and assess taxation.
- Providing instructions. Waybills contain delivery instructions for couriers, including special handling requirements such as temperature control specifications and advice for handling fragile goods.
What are the different types of waybills?
Confusingly, there isn’t just one waybill you need to know about. Each delivery method has an associated waybill. There’s even an electric version, too.
Air waybill (AWB)
An air waybill is a mandatory document for air freight shipments. It is issued by airlines or their agents and serves as a legally binding contract between the shipper and the carrier. The AWB contains an 11-digit unique identification code, with the first three digits representing the airline’s prefix code.
Like any waybill, AWBs are non-negotiable, meaning they can’t be used to transfer ownership. Their purpose is to function as a receipt for goods, a contract of carriage and a tracking document.,
Sea waybill (SWB)
Sea waybills are used in ocean freight as simplified alternatives to traditional bills of lading, although they are not documents of title. They are evidence of a contract of carriage and a receipt for goods.
Sea waybills enable faster cargo release, since they don’t require carriers to present the original documents. Instead, the airline can directly release cargo to the named consignee upon identification.
Land and road waybills
Land and road waybills are used for overland shipments. They are particularly common in North America and Europe, where they serve as short-form contracts of carriage. Like other waybills we’ve discussed, these are non-negotiable.
Express waybill
Express wirebills are designed explicitly for expedited shipments. They simplify documentation requirements and streamline the shipping process for time-sensitive deliveries. Express waybills often include better tracking capabilities and real-time status updates to meet the demands of express shipping.
Multimodal waybill
Multimodal waybills are used when goods are transported using multiple methods of transport. They provide documentation across the entire journey, eliminating the need for separate waybills.
Electronic Waybill (e-Waybill)
Electronic waybills are electronic versions of the paper document. They enable real-time data management, reducing error risks and accelerating logistics processes. They also offer enhanced security through encryption and digital signatures, ensuring data integrity throughout the process.
How to complete a waybill
A typical waybill contains several essential sections that you must complete:
- Shipper details. Company name, complete address, phone number, email and contact person information.
- Consignee details. Recipient's company name, delivery address, contact information and authorised representative details.
- Shipment information. Waybill number, issue date, pickup date, expected delivery date and payment method (prepaid or collect).
- Cargo details. Item descriptions, quantities, weights, dimensions, declared values and any special handling requirements.
- Freight charges. Shipping costs, insurance fees, additional charges and total amount due.
Accuracy is key when completing a waybill. It’s not uncommon for waybills to contain errors or discrepancies, which can add days to shipping times and incur thousands in fees.
Information should be typed rather than handwritten to ensure clarity and legibility across all copies. Double-check all contact details, including full names, addresses, and phone numbers, using standardised address formats for consistency.
Cargo descriptions should be clear, concise and specific, including relevant details such as material composition, intended use and model numbers where applicable. Weight and dimension measurements must be accurate, as discrepancies can result in unexpected surcharges or re-weighing fees.
For international shipments, waybills must comply with destination country requirements and international conventions. Different countries may have varying requirements for information content, format and supporting documentation. You must ensure compliance with both origin and destination regulatory frameworks to avoid delays or penalties.
How long should you retain waybills?
UK regulations require you to retain shipping documents for a specified minimum period. Transport documents, including waybills, typically must be retained for varying periods depending on their purpose:
- Three years for import and export documents
- A minimum of four years for commercial invoices and related documents
- Seven years for customs-related records
Ideally, you should maintain all documents for at least 10 years unless longer retention standards apply. Electronic copies are generally acceptable, but original documents must be retrievable during customs audits if required.
Get your shipping documents in order with Pro Carrier
Waybills are a vital part of the global shipping process, serving as proof of shipment, tracking tools and delivery instructions. Completing them accurately can help prevent delays, ensure compliance and keep your logistics running smoothly.
But you don’t have to do this yourself. One of the big benefits of working with an international shipping leader like Pro Carrier is our hands-on approach that places you at the centre of the supply chain. We handle the entire shipping process, using advanced technology and exceptional customer service to deliver an industry-leading freight forward service.
Find out how we can help or get a bespoke quote today by speaking to one of our experts.