Bill of lading errors that cause port delays

Last updated: 17 October 2026. Rules differ by country and port. Confirm each point with your customs broker and the authority at the port of arrival.

Customs systems build cargo declarations from the bill of lading. When its data does not match the commercial invoice, packing list or certificates, officials have a reason to ask questions, and cargo can be held while they do. This guide lists the fields to check on the draft.

Why the bill of lading matters.

In the US, the cargo declaration is built from each bill of lading (19 CFR 4.7a). It needs:

• The bill of lading number, with a unique identifier that begins with the carrier's four-character SCAC code.
• The shipper's and consignee's complete names and addresses, or identification numbers, and any notify party. For cargo consigned "to order" of a named party, that named party is reported as the consignee.
• A precise description of the cargo, or the 6-digit HTS numbers if the shipper provides them, plus the weight.
• The quantity, using the lowest external packaging unit.
• Container numbers and seal numbers for containerized cargo.
• The foreign port where the cargo is loaded.

In the EU, the bill of lading is a source of data for the Entry Summary Declaration, which must reach customs before the goods arrive. The Importer Security Filing (10+2) applies to ocean cargo arriving in the US, and CBP says failure to comply can lead to penalties, increased inspections and cargo delays. Check CBP guidance for the deadline and data elements.

Errors to look for.

1. A vague description. US manifest rules do not accept generic descriptions such as FAK, general cargo or STC. The description should match the commercial invoice and the product code.
2. The wrong quantity unit. Containers and pallets are not acceptable manifested quantities in the US. The lowest external packaging unit is.
3. Different parties. The shipper, consignee or notify party differs in name or address from the invoice, certificates or customs entry.
4. Different container or seal numbers. They differ from the packing list, certificates or any notification made for the shipment.
5. Different weights. Gross and net weights differ between the bill of lading, packing list and certificate.
6. Different routing details. The port of loading, vessel, voyage or dates differ from the booking and from any prior notice or Entry Summary Declaration.
7. Missing references. A reference the destination requires in the customs declaration is absent. For example, GOV.UK says missing CHED references can cause animal products to be held.
8. Inconsistent origin or product codes. The origin or code differs from the certificates and the invoice.

Who fixes differences.

Under 19 CFR 4.7a, carriers and broker/importers are responsible for reconciling discrepancies between cargo declarations and entries, and CBP reconciles only in a post-audit process. Missing manifest information, or a false or altered document, can bring penalties. For an NVOCC, the regulation states liquidated damages of $5,000 per violation discovered. Ask your broker how the port you ship to handles corrections.

Checks to run on the draft bill of lading.

1. Compare the shipper, consignee and notify party names and addresses with the invoice, certificates and customs entry.
2. Compare the description and product code with the invoice and certificates. Replace generic terms with a precise description.
3. Compare the quantity unit, piece count and gross and net weights with the packing list.
4. Compare container and seal numbers with the packing list and certificates.
5. Compare the ports, vessel, voyage and dates with the booking and any prior notice or Entry Summary Declaration.
6. Check that every reference required at the destination appears where the destination requires it.
7. Correct errors on the draft before the bill of lading is issued, because changing it afterward usually involves the carrier.
8. Keep a dated record of each check.

Common questions.

Which bill of lading details do US customs systems use?

The cargo declaration uses the bill of lading number with a SCAC-based identifier, the shipper, consignee and notify party, a precise cargo description or 6-digit HTS numbers, weight, quantity in the lowest external packaging unit, container and seal numbers, and the port of loading (19 CFR 4.7a).

Can a vague cargo description cause problems?

US manifest rules do not accept generic descriptions such as FAK, general cargo or STC. They require a precise description, or the 6-digit HTS numbers where the shipper provides them.

Who is responsible for fixing differences between the cargo declaration and the entry?

Under 19 CFR 4.7a, carriers and broker/importers are responsible for reconciling discrepancies between cargo declarations and entries. CBP reconciles only in a post-audit process.

Sources.

• eCFR, 19 CFR 4.7a, Inward manifest; information required
• CBP, Importer Security Filing (10+2)
• European Commission, Access2Markets: customs clearance documents and procedures
• GOV.UK, Import animal products for human consumption to Great Britain

This guide is information, not legal advice. Ask your customs broker and the port authority for the rules that apply to your route.