Easy-to-Understand Interpretation of Shipping Manifests: Content + Who Fills & Who Receives Them
Publish Time: 2026-01-26 Origin: Site
For customs clearance, the waybill information on the customs declaration form must match the manifest—only when the match is consistent can the customs system release the goods. So, what exactly is a manifest, what does it contain, and who is responsible for filling it out?
Whether by air, sea, or rail, every shipment leaving the country requires a shipping manifest—it’s like a "travel ID + itinerary" for the goods, recording key details such as the cargo itself, consignors and consignees, and transport vehicles. It must also be submitted to relevant parties in accordance with regulations. Below is a breakdown by the three main modes of transportation:
I. Air Waybill (AWB): The "Cargo Itinerary" for Air Freight (Including Master AWB/HAWB)
Air waybills are divided into two types: Master Air Waybill (MAWB) (the "main document" issued by the airline) and House Air Waybill (HAWB) (the "sub-document" issued by the freight forwarder). The core process is shipper → freight forwarder → airline → customs, involving key parties: shippers, air freight forwarders, airlines (the carriers), customs brokers, and customs authorities.
| Core Manifest Information | Who Fills It Out & Who It Is Submitted To | Practical Operation Process |
|---|---|---|
| Booking details (booking number, departure/arrival airports, air transport mode) | Freight forwarder → airline | The shipper first contacts the forwarder with booking requirements; the forwarder organizes the information and applies to the airline. After the airline confirms the booking, it issues a booking number, which the forwarder fills into the manifest. |
| Consignor & consignee info (name, address, phone number, unified social credit code) | Shipper → freight forwarder → airline | The shipper provides accurate consignor/consignee details; the forwarder verifies them and fills them into the HAWB, then syncs the information to the airline for inclusion in the MAWB. |
| Basic cargo info (cargo name, quantity, total weight, volume, packaging type) | Shipper → freight forwarder → airline | The shipper provides the packing list and commercial invoice; the forwarder organizes the data according to the airline’s requirements, fills it into the manifest, and the airline verifies it before entering it into its system. |
| Waybill info (MAWB number, HAWB number) | Freight forwarder → airline (MAWB number provided by airline) | The forwarder prepares a consolidated cargo list for booked shipments (multiple consignments can be listed separately), submits it to the airline, which then enters the data into the manifest system and transmits it to the customs system. |
| Transport vehicle info (flight number, departure/arrival times, aircraft registration number) | Airline → customs/air traffic control authorities | The airline fills in these details based on its flight schedule and syncs them to customs and air traffic management platforms for regulatory control. |
| Cargo classification info (HS code; for dangerous goods: hazard class/UN number) | Shipper → freight forwarder → airline | For dangerous goods, the shipper must provide a Dangerous Goods Transport Appraisal Certificate. The forwarder reviews it and fills the details into the manifest, and the airline checks if the goods are air-transportable. |
| Customs declaration-related info | Customs declaration system → customs manifest system → airline system | After the customs broker completes the declaration, the customs manifest system automatically matches the cargo’s declaration status. The airline’s system integrates with the customs system to confirm the goods are released before loading them onto the aircraft. |
| Freight info (freight type, amount, payer) | Freight forwarder → airline | The freight rate is confirmed at booking; the forwarder fills it into the HAWB, and the airline syncs it to the MAWB for subsequent settlement. |
| Transit info (stopover airports, connecting flight numbers, number of transfers, transfer times) | Airline → freight forwarder | The airline fills in transit details based on its route plan and notifies the forwarder to facilitate subsequent cargo transfer arrangements. |
II. Sea Manifest: The "Cargo Registration Form" for Sea Freight (Including FCL/LCL)
Sea manifests have more types, including cargo manifests, shipping orders, and electronic manifest data (EDI). They also involve Non-Vessel Operating Common Carriers (NVOCCs)—agents that arrange sea freight without owning vessels. The core process is shipper → freight forwarder/NVOCC → shipping line → customs, with port terminals also responsible for transmitting some information.
| Core Manifest Information | Who Fills It Out & Who It Is Submitted To | Practical Operation Process |
|---|---|---|
| Booking details (booking number, loading/discharge ports, voyage number, container type/quantity) | Freight forwarder/NVOCC → shipping line | The shipper contacts the forwarder/NVOCC to book space; the forwarder organizes the information and applies to the shipping line, which then fills the details into the manifest after confirming the booking. |
| Consignor/consignee/notify party info (name, address, bill of lading number) | Shipper → freight forwarder/NVOCC → shipping line | For Less-than-Container Load (LCL) cargo, the NVOCC issues a House Bill of Lading (HBL) with consignor/consignee details; the shipping line issues a Master Bill of Lading (MBL) and syncs key HBL information to the master manifest. |
| Container info (container number, seal number, container type, tare weight) | Shipping line → port terminal → freight forwarder | The shipping line assigns containers and fills in container numbers/types; after terminal workers load the cargo, they seal the container (or apply an electronic lock), record the seal/lock number, sync it to the shipping line for manifest entry, and finally notify the freight forwarder. |
| Cargo info (cargo name, quantity, total weight, volume, HS code; for dangerous goods: relevant details) | Shipper → freight forwarder/NVOCC → shipping line → port terminal | The shipper provides the packing list and invoice; the forwarder/NVOCC organizes the data into the house manifest, the shipping line consolidates it into the master manifest, and syncs it to the port terminal to facilitate loading and unloading. |
| Bill of lading info (MBL number, HBL number, B/L type) | Freight forwarder/NVOCC → shipping line | The forwarder/NVOCC prepares a consolidated cargo list for booked shipments (multiple consignments can be listed separately), submits it to the shipping line, which enters the data into the manifest system and transmits it to the customs manifest system. |
| Transport vehicle info (vessel name, voyage number, IMO number, arrival/departure times) | Shipping line → customs → port terminal | The shipping line fills in these details based on vessel scheduling and syncs them to customs and the port’s vessel traffic service system for regulatory control. |
| Customs declaration-related info (customs declaration number, declarant, customs release status, supervision method) | Customs declaration system → customs manifest system → shipping line system | After the customs broker completes the declaration, the customs manifest system automatically matches the cargo’s declaration status. The shipping line’s system integrates with the customs system to confirm release before loading the goods onto the vessel. |
| Stuffing info (stuffing location, stuffer, cargo stowage inside the container) | Freight forwarder/NVOCC → port terminal → shipping line | LCL cargo is stuffed at the forwarder’s/NVOCC’s warehouse, with stuffing details recorded (the forwarder usually arranges truck pickup from the shipper to the warehouse). Full-Container Load (FCL) cargo is stuffed by the shipper; the forwarder verifies the details and syncs them to the terminal and shipping line (the forwarder arranges container pickup for the shipper). |
| Payment info (freight, container detention charges, port-related fees, etc.) | Freight forwarder/NVOCC → shipping line → port terminal | Based on the pre-agreed freight rate, the forwarder/NVOCC fills in payment details; the shipping line syncs them to the settlement system, and the port terminal charges fees according to the manifest information. |
III. Rail Manifest: The "Cargo Pass" for Rail Freight (Including International Intermodal/Domestic Rail)
Rail manifests mainly include waybills and electronic manifest data, involving parties: shippers, rail freight forwarders, rail operators (e.g., China Railway Container Co., Ltd., CR Special Cargo Services Co., Ltd.), customs (for international intermodal transport), and station freight offices. The core lies in coordination between stations, rail operators, and customs to ensure smooth information synchronization.
| Core Manifest Information | Who Fills It Out & Who It Is Submitted To | Practical Operation Process |
|---|---|---|
| Booking/consignment details (consignment note number, departure/destination stations, transport date) | Shipper → rail freight forwarder → rail operator → departure station freight office | The shipper submits a consignment application to the rail forwarder; the forwarder books space with the rail operator, which confirms the booking, fills in the details, and syncs them to the departure station freight office. |
| Consignor & consignee info (name, address, phone number, unified social credit code) | Shipper → rail freight forwarder → rail operator → customs (for international intermodal) | For international intermodal transport, Chinese-English consignor/consignee details are required. The forwarder verifies them and fills them into the manifest; the rail operator syncs the data to the customs system. |
| Cargo info (cargo name, quantity, total weight, volume, HS code, packaging details, dangerous goods status) | Shipper → rail freight forwarder → rail operator → departure station freight office | The shipper provides the packing list, commercial invoice; for dangerous goods, a Railway Transport Condition Appraisal Certificate and Railway Dangerous Goods Transport Permit are required. The forwarder organizes the data into the manifest, and the rail operator checks if the goods are rail-transportable. |
| Waybill info (rail waybill number, international intermodal document number) | Rail operator → rail freight forwarder → shipper | The rail operator issues the rail waybill, fills in the waybill number into the system, and the forwarder delivers the waybill to the shipper. |
| Vehicle/container info (wagon number, container number, seal number, load capacity) | Rail operator → departure station freight office → rail freight forwarder | The rail operator assigns wagons/containers and fills in wagon/container numbers; the departure station freight office verifies the seal number, syncs it to the manifest, and notifies the rail forwarder. |
| Transport vehicle info (train number, locomotive number, operating section, arrival/departure times) | Rail operator → departure/destination station freight offices → customs (for international intermodal) | The rail operator fills in these details based on the train timetable, syncs them to the station freight offices, and for international intermodal transport, submits them to customs in advance. |
| Customs declaration-related info (customs declaration number, declarant, customs release status, supervision method) | Customs declaration system → customs manifest system → rail operator system | For international intermodal transport, after the customs broker completes the declaration, the customs manifest system automatically matches the cargo’s declaration status. The rail operator’s system integrates with the customs system to confirm release before arranging container loading. |
| Loading info (loading location, loading date, cargo position on the train) | Departure station freight office → rail operator → destination station freight office | After loading the goods, the departure station freight office fills in these details and syncs them to the rail operator for the destination station to verify and unload the cargo. |
| Intermodal info (stopover stations, mode of transport change, cross-border customs checkpoints) | Rail operator → customs → cross-border rail operator | For international intermodal transport, the rail operator fills in these details based on the intermodal agreement, syncs them to the cross-border rail operator and customs to ensure smooth cargo clearance at border crossings. |
IV. Summary: Similarities, Differences & Practical Tips for the Three Manifest Types
1. Common Features Across All Transport Modes
Source of basic information: Core details (consignor/consignee, cargo description, quantity/weight) all come from the shipper, organized and verified by the freight forwarder/agent before being submitted to the carrier.
Carrier’s core responsibilities: Transport vehicle details (flight/vessel/train number) and master waybill/manifest numbers are filled in by the carrier, who is ultimately responsible for transmitting the electronic manifest data to customs.
Customs system integration: Electronic manifest data is submitted to customs by the carrier; after the customs broker completes the declaration, the customs system automatically matches the declaration status with the manifest data for release confirmation.
2. Key Differences Between the Three Modes
Air transport: Divided into MAWB and HAWB, with the freight forwarder as the core filler of the HAWB; not all air shipments have an HAWB number.
Sea transport: Involves NVOCCs issuing HBLs; port terminals play a key role in recording container seal numbers and stuffing details as key collaborators.
Rail transport: Station freight offices are responsible for recording loading details and seal numbers; for international intermodal transport, close information synchronization with cross-border rail operators and customs is required, with customs reviewing the entire train’s manifest.
3. Practical Operation Reminders
International transport compliance: For air/sea/rail international shipments, manifest information must comply with customs declaration regulations (e.g., China’s Manifest Declaration Management Measures) and be submitted within the specified timeframe (e.g., 24 hours before air departure, 24 hours before sea arrival).
Dangerous & special cargo: For dangerous goods, cold-chain cargo, or oversized/overweight cargo, the shipper must provide special certification documents. The freight forwarder/carrier must review these documents and record the details separately in the manifest to meet transport and regulatory requirements.
Manifest amendment rules: To modify key information (e.g., consignor/consignee, cargo weight), the original filler of the information must submit an amendment application. After the carrier reviews and approves it, the revised data is synced to relevant parties (customs, port terminals, stations).