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GUIDANCE NOTES for issuing Air Waybills for electronic reporting
AIR WAYBILL
Nature and Quantity of Goods
The Nature and Quantity of Goods box (22L) for Consolidations must be described as either 'Consolidation as per attached list' or 'Consolidation as per attached manifest', without exception.
NB. Any shipment having one or more house air waybills (HAWB) attached is considered a consolidation.
This is as defined in the IATA Air Waybill Handbook, which sets out the use of The Nature and Quantity of Goods. Section 2.18.10.4. states 'for consolidated consignments the entry shall show "Consolidation as per attached list".
The Goods Description has to be complete and correct. It cannot contain any unclear descriptions; in most cases those lead to an immediate customs hold of the shipment. Where the consignment is not a consolidation the full descriptive text should be provided which also conforms to the requirements of any national regulations.
Special characters, e. g.: > # , & = / - as well as 'Umlaute' (ã) are not allowed in the Goods Description.
Addresses
The full shipper name and address must be provided in all cases. Only in cases where the shipment is a consolidation can the forwarder, agent or consolidator be shown as the shipper. In all other cases it must be the name and address of the party from which the goods are sent. Similar rules apply to the consignee and with the exception of consolidations the name and address must be the party to whom the goods are to be delivered.
Where the address is in the US the address should contain the State code and Zip code (as per TACT rules); Country and Zip Codes have to be entered correctly.
Example
- Name ABC Company
- Address 123 Front Road
- City Atlanta
- State GA
- Zip code 12345
- Country code US
Where the address is in Canada the address must contain the province Code (per TACT rules) and the postal code must be to the correct format.
Example
- Name ABC Company
- Address 123 Front Road
- City Toronto
- State ON
- Zip code A7A 9V9
(Alpha,Numeric,Alpha,SPACE,Numeric,Alpha,Numeric)
- Country code CA
Address should always be complete and include all the data elements. In some countries including the USA and Canada the use of Post Office Box numbers is not acceptable.
HOUSE AIR WAYBILL (HAWB)
The data contained on the HAWB must be to the same standards as provided on the air waybill (AWB) with special attention to the Shipper and Consignee addresses and description of goods.
Consolidation Supporting Paperwork
All customers must supply information for consolidated shipments to 'the carrier' using one of the following formats:
1) inserting copies of all house AWBs into an envelope clearly marked for the attention of 'the carrier' and attach the envelope to the master AWB so that it can be easily removed, or
2) putting a house AWB breakdown manifest into an envelope clearly marked for the attention of 'the carrier' and attach the envelope to the master AWB so that it can be easily removed. The manifest MUST contain the following information:
- House AWB number
- Number of pieces
- Weight
- Description of goods
- Shipper name and address (full address in the correct format)
- Consignee name and address (full address in the correct format)
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