There’s never been a more excellent time for delivery businesses than in the spreading of COVID-19. The majority of the population nowadays can’t go out in fear of getting the virus. With that, the reliance on delivery is evident, but the issues with deliveries are still ever-present. However, delivery businesses make use of shipping forms to assist in preventing such problems. The business documents contain various customer information and shipment details that identify who the parcel belongs to. In this sense, the shipping label details help the courier know where to deliver the goods.
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31. Pre-Shipping Instruction Form
32. International Shipping Form
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What Is a Shipping Form?
Delivery businesses have existed even in ancient civilizations. There is a need for the company and couriers since the world is vast, and no human cannot hope to tread from one area to another so quickly. People would pay almost any amount so they could have their materials or dangerous goods delivered to the intended destination safely.
Along with the courier is a shipping form. A shipping form is any formal document that possesses the information needed by the courier. The data gives the delivery guy an idea of who the package is for and where it must be delivered. However, it is not limited to merely an information form. There are shipping request forms, shipping billing statements, and even basic commercial invoices, too. All of the mentioned documents serve to ease the entire delivery process.
Patterns: The Components of Shipping Forms
A treasure hunter heavily relies on a map to know the buried treasure’s location. With that in mind, the courier also has his very own map in the form of shipping documents. The shipping form presents no visual presentation of the customer’s location, but it does contain numerous delivery information that points the courier in the right direction. So, what are these data that the courier needs?
Date and Time of Delivery
Coordination and communication is a crucial factor for a healthy and smooth delivery transaction. Emulating those factors in the shipping forms makes a difference. And that is why there is a section with the date and time of the delivery. The courier and the receiver must have this information on hand to avoid miscommunication. For the delivery guy, knowing when the time and date gives him a heads up of when to head over to the warehouse or the supplier’s location. And then, the information also prepares him when the delivery should arrive in the receiver’s location.
List of Items To Be Delivered
Avoiding loss of items should be a massive priority for the courier, and so he must have a list of the items in the shipping form and the shipping label. This scenario provides a reason for the supplier to check the items multiple times, and then have proof that the items are complete for delivery. However, due to wanting to achieve a quick transaction, some items do not get placed inside the box unintentionally. In turn, when the customer receives the deliveries and sees that some items are missing, he or she can refer to the shipping form and contact the supplier.
Name of the Delivery Person
For legal matters, the name of the courier is visible on the shipping form and the shipping label. If he or she fails to deliver the package, the customer can contact the supplier and tell them about the undelivered order. The supplier will address the issue and look for the courier for answers regarding the undelivered transaction.
Online Integration: The Best Way for a Shipping Business
In the age of technology, it poses many advantages when a delivery business builds an online store. With that idea, the company must also integrate its catalogs and shipping forms online since it proves more manageable. Printed shipping documents have more cons rather than pros. It is subject to external factors, and it is fragile. Whereas, online shipping forms have no worries about such external factors. Once uploaded into the business’s system, it becomes portable and convenient. Portability and convenience take over the whole process since the courier can only bring his cellular phone than a printed paper. Moreover, the entire delivery process integrates online that even asking for a signature from the receiver only entails that the person signs with his finger.
Online Delivery Businesses Matters in the Time of COVID-19
When businesses with delivery services go online, it presents a multitude of convenience for the customer and the business itself. And this scenario is specifically useful in this time where a virus is widespread. The customers can order items in the safety and security of their homes. They don’t have to risk going to the store and get infected. In turn, once the customer sends his or her product order, the supplier can easily identify the items and prepares them instantly. Once the deliveries are good to go, the courier can then deliver it to the customer’s location and apply the proper social distancing methods. It’s a great scenario for both the client and the supplier. The customer gets convenience, and the supplier gets more work orders during this time.
Requirements for International Shipping
Local and international shipping processes are different, and that is a fact. The delivery business must be mindful of the differences when handling deliveries since countries have differing views on what documents must be present for international shipping. But then, what are these required documents for international shipping? Listed below are some of the shipping papers that are a requirement.
Pro forma invoices are initial invoices that contain a quotation, and its primary purpose is for customs importation. The proforma invoice differs from any typical invoice since it does not demand payment from the customer.
An export packing list proves to be more detailed than the local packing list. It contains the list of the items, and it also identifies the measurements of the package. Moreover, it also presents the package’s net and gross weight. A local packaging list does not have these metrics and only contains the list of the items.
Certificates of Origin
This document is a type of international document. A certificate of origin proves that the delivered goods have undergone a specific set of criteria for it to be considered a product is coming from a specific country.
Bill of Lading
A bill of lading form is a shipping document issued by a courier or delivery person to acknowledge the shipment receipt for cargo. Most of the time, a bill of lading is associated with ocean shipping, but it can also be for land and air shipping.
Dangerous Good Forms
Shipping dangerous goods are difficult since the International Air Transport Association (IATA) and the International Maritime Organization (IMO) do not want to allow shipping of such goods without reason. A shipper must present and file a dangerous good form, so the shipment of such dangerous items become legal after the IATA and IMO allows it, of course.
How to Create a Standard Shipping Form
Crafting a professional shipping document is no easy feat. It takes time and effort because the final output must be void of any inconsistencies. The creators have to understand what are the necessary methods when creating a standard printable shipping form. As a beginner, it might be stressful and difficult but worry not. We have a simple six-step guide that will mentor you on the creation process of a shipping form.
Step 1: Know the Need First
What part of the delivery process do you want to address? This question must be your first goal before deciding on what document you want to create. It helps to create an idea of what will be the document you’ll decide to make. And it should be a shipping document that the business needs right away.
Step 2: Look for a Credible Template
Once you have the document you want to make, pick a template. There are countless templates on the web so that you won’t be running out of any supplies. However, you must be vigilant in the source of the templates. Check the site’s credibility first before you proceed to download a template that you want.
Step 3: Picture Out With an Outline
Outlining the document can do you no harm, and it will save you more time cleaning it up. Outlining serves to help you look at the finished product, and it gives you more time to practice looking at the document from different angles.
Step 4: Have It Notarized By An Authority
No document is valid or legal without a signature by the authority of the business. So after creating and polishing the document, have it notarized by any person of authority so that it will become a legal document.
Do I need to sign the shipping form?
A person’s signature translates to their approval for the shipping to continue. If a customer does not place their signature on the form and the package, the shipping business will not conduct the delivery. And that is why most personnel will request the client and then the receiver to sign the document for confirmation. For online deliveries, the courier will only ask the receiver to sign the form as proof that they received the goods.
Can I use the shipping documents as evidence if my delivery doesn’t arrive?
Any business document can be a piece of legal evidence that you can use when you file a complaint to the supplier regarding the failed or delayed delivery. The supplier will take your word for it since you have the evidence to back you up, especially if the shipping form contains their logo and business name.
Can I not use shipping labels, or is it necessary?
In any delivery, shipping labels are a must. It may seem like any other tiny piece of paper, but a shipping label is vital for an easy sharing of delivery information. Every package must have that shipping label with all the details or information of the customer, such as their names, delivery address, contact number, and email address. And these details need to be in an area that is easily visible by the delivery guy. In this scenario, the delivery guy needs only to look at the exterior of the package to see the label’s details. Moreover, the shipping label is necessary since it serves to be a second source of information should the original one get lost.
In this time of a pandemic, delivery businesses are at their peak in terms of customer demands. People can’t go out of their homes since they might get the virus. And with that in mind, customers are opting to order from online stores and delivery businesses. However, there is no assurance for the delivery of the items. And that is where shipping forms come into play. Shipping forms list the items and give the courier the right information on the customer’s location. Thereby, the mentioned documents aids in making the whole transaction flow smoothly.
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