What is a Shipping Manifest? Definition and Steps to Generate

In the world of logistics and shipping, the journey of goods from one place to another relies heavily on one unsung hero: the shipping manifest. It might not get the attention it deserves, but this document is absolutely essential to ensure that shipments reach their destination smoothly.

A shipping manifest is essentially a document that is filled out by a delivery executive at the time of pickup. 

In this blog, we’ll explore what it is, discuss its purpose, and break down the key components it contains. Additionally, we’ll guide you through the steps to generate one. 

What is a Shipping Manifest?

A shipping manifest is a detailed list of all the shipments being transported by a carrier from one location to another. Think of it as a roadmap that shows exactly what’s inside a shipment. Shipping companies, customs officials, and anyone involved in the movement of goods rely on the manifest to verify the contents of a shipment and ensure everything is in order.

So, what kind of information does a shipping manifest contain? Here’s a quick breakdown:

1. Pickup Date and Time
2. Delivery Executive Details
3. Shipment Contents
4. Seller Information

This information is critical for proper documentation and smooth transportation. It also helps customs officials quickly verify what’s in a shipment, ensuring your goods make it through customs without delay.

Why Does the Shipping Manifest Matter?

The shipping manifest has been an essential document for decades, but its importance extends beyond simple paperwork. Here’s how it works for you:

Simplifies Customs Clearance

When goods cross international borders, customs officials need a detailed list of the items being imported or exported. A shipping manifest provides the exact details they need to ensure smooth clearance and avoid delays.

Streamlines Pickup Process

Whether you’re sending out a shipment or receiving goods, the shipping manifest serves as a checklist for both you and the carrier. It ensures that the correct items are being loaded or unloaded, reducing the risk of mistakes, delays, and disputes.

Proof of Accountability

If there’s a problem—say a shipment is lost or damaged—the manifest serves as proof of what was supposed to be delivered. It helps clarify responsibility and is critical for filing insurance claims.

Eases Unloading and Distribution

When your shipment arrives, the manifest is used to efficiently unload and organise the goods. It makes sure everything is accounted for and helps speed up the distribution process.

Used for Calculating Import Duties and Taxes

Customs officials use the manifest to accurately calculate any import duties or taxes that are due. This ensures that everything is correctly valued, and it helps prevent any surprises or delays at customs.

How Do You Create a Shipping Manifest?

Creating a shipping manifest might sound like a complicated task, but it’s actually pretty simple. Just follow these steps:

1. Log into Your Order Management System (OMS): Go to your system and click on “Shipments.”

2. Find the Order: Locate the order you’re shipping and click on “Ship Now.”

3. Choose a Carrier: Select the best courier from the list and click “Assign.”

4. Schedule Pickup & Create Manifest: Once the carrier is assigned, schedule the pickup and create the manifest from the drop-down menu.

5. Download the Manifest: After scheduling the pickup, your order will move to the “Manifested” tab, where you can download the manifest form.

When the pickup happens, make sure the delivery executive fills in all the necessary details and signs the manifest.

What’s Included in a Shipping Manifest?

A shipping manifest includes several key components, each providing essential information about the shipment.

Seller and Consignee Information

This section includes the seller’s and consignee’s (the recipient’s) names, addresses, and contact details. It ensures the goods get to the right person and that both parties can be reached if needed.

Carrier Information

The manifest includes the name and contact information of the carrier handling the shipment. This helps with tracking and ensures accountability.

Description of Shipment

Here, you’ll find the product name, SKU, model number, and any special handling instructions (such as hazardous material warnings). The more specific the description, the better.

Shipment Content

This lists the quantity, weight, and dimensions of each item in the shipment. Accurate details help with calculating shipping costs and ensure the right items are being sent.

Tracking Information

This is the exact moment when the shipment leaves your facility. It’s key for tracking delivery timelines.

Shipment Date and Time

The date and time of shipment are recorded to mark the exact moment the shipments were dispatched. This date is important for tracking delivery timelines and ensuring that the shipment arrives within the expected window.

Signatures and Authorisation

To validate the manifest, signatures from the seller, carrier, and consignee are required. This step ensures the document is accurate and legally binding.

Shipping Manifest vs Bill of Lading (BOL): What’s the Difference?

You might have heard of the bill of lading (BOL) before, but how does it differ from a shipping manifest? Both are essential documents, but they serve different roles:

• Bill of Lading: This document acts as a contract between the shipper and the carrier, outlining the terms of the shipment. It also serves as a receipt for the goods and can transfer ownership of the items. However, it’s less detailed than the shipping manifest and doesn’t provide a complete inventory.
• Shipping Manifest: The manifest is a much more detailed inventory of what’s being shipped. It lists the contents of the shipment, including quantities, weights, dimensions, and packaging details. Unlike the BOL, it isn’t a contract and doesn’t transfer ownership. Instead, it’s used to track and verify the shipment, and it’s especially important for customs.

Final Thoughts: Shipping Manifests are More Important Than You Think

A shipping manifest is more than just a formality. It’s a document that ensures everything goes as planned during the shipping process, from customs clearance to delivery. It helps avoid mistakes, disputes, and delays, making it one of the most important documents in the shipping process.

While it might seem like just one more thing to manage, it’s essential for keeping your business running smoothly. And if managing shipping manifests is starting to feel overwhelming, partnering with a third-party logistics company can help. With their tech-driven support, you can handle all the paperwork, orders, and logistics in one place, streamlining the entire process and ensuring a hassle-free shipping experience.

So, next time you ship something, remember: the shipping manifest is your behind-the-scenes champion, making sure everything arrives exactly as it should.