Stop Shipping Delays: The Four Critical Documents That Hold Up Your Freight

How Service First Logistics Protects Your Supply Chain From Preventable Paperwork Errors

In the world of international shipping, the smallest mistakes can create the biggest disruptions. While shippers often focus on carrier selection, routing, and timing, one of the most common causes of freight delays is far simpler. Paperwork errors remain the number one reason customs officials hold shipments. Even a minor typo or inconsistent detail can put freight on pause, leading to storage charges, demurrage fees, and frustrated customers waiting on delayed goods.

At Service First Logistics, we take a proactive and disciplined approach to document compliance. Our teams have seen firsthand how often shipments are stopped for issues that could have been prevented with early review and accurate data. As regulations tighten and cross border scrutiny increases, the importance of clean documentation continues to rise.

This blog will walk through the four documents that cause the majority of customs holds, why each one matters, and how Service First Logistics helps shippers avoid unnecessary delays.

Why Paperwork Errors Are So Disruptive

Every shipment moving across a border or through a regulated channel triggers data checks from customs agencies. These checks are designed to confirm the identity, value, classification, and ownership of the goods being transported. When any detail is missing or inconsistent across the required documents, the shipment automatically becomes a risk.

A customs hold can:

• Add days to your supply chain timeline
• Create demurrage and detention fees
• Cause missed delivery windows
• Disrupt production schedules at your facilities
• Damage customer relationships

The frustrating truth is that many of these issues are preventable. They are not caused by unusual cargo or complex compliance issues. They stem from clerical mistakes or gaps in communication.

Service First Logistics works to eliminate these issues by auditing every shipment before it reaches a port or border authority. The earlier errors are identified, the easier it is to correct them and keep freight moving.

Document 1: The Commercial Invoice

The commercial invoice is one of the most important documents for customs officials. Think of it as the financial snapshot of what is being transported.

Common errors include:

• Vague product descriptions
• Incorrect declared values
• Descriptions that do not match the Bill of Lading
• Incomplete shipper or consignee information
• Missing currency indicators

Customs officers rely heavily on the invoice to determine duties, verify product legitimacy, and ensure the shipper is providing complete information. If the data on the invoice conflicts with the Bill of Lading in any way, the shipment is almost always flagged.

For example, a shipment listed as “parts” will raise questions. What type of parts? What materials? What function? The more general the language, the higher the probability of a hold. Clear, specific descriptions are essential.

At Service First Logistics, each invoice is cross checked line by line against the Bill of Lading and supporting documents. We ensure descriptions are precise and consistent, and we verify that every field aligns with regulatory expectations.

Document 2: The Bill of Lading

The Bill of Lading, often called the BOL, serves as the official contract between the shipper and the carrier. It confirms the freight details, origin, weight, consignee information, and handling instructions. While it may seem like a straightforward document, it is frequently the cause of customs delays.

Common BOL mistakes include:

• Incorrect weights or dimensions
• Consignee phone numbers that are missing or incorrect
• Missing container or seal numbers
• Inconsistent cargo descriptions compared with the invoice
• Incorrect count of pallets, units, or SKUs

Customs authorities expect the information on the BOL to match the commercial invoice exactly. Even small differences, such as a slight weight variation or missing contact information, can trigger an inspection.

Service First Logistics reviews every BOL for accuracy before the shipment moves forward. Our team ensures all weights match scale tickets, all consignee details are complete, and every line aligns with the data presented elsewhere in the shipment packet.

Document 3: Harmonized System Codes

The Harmonized System code, commonly referred to as the HS code, is a global classification system used to categorize goods. This code determines duties, tariffs, admissibility, and regulatory requirements. Using the wrong HS code can create major problems at the border.

Common HS code issues include:

• Selecting a generic code that is not specific to the product
• Using a code that applies to the wrong material or purpose
• Applying domestic codes that do not translate properly to international standards
• Only verifying the first six digits instead of all digits required for the specific country

When an HS code does not align with the product description or value, the shipment may be stopped until customs officers determine the proper classification. This can take hours or even days depending on the port.

Service First Logistics works with shippers to validate HS codes in advance. We confirm that codes are current, accurate, and matched to the correct product attributes. This significantly reduces the risk of compliance errors and duty disputes.

Document 4: Incoterms

Incoterms define the responsibilities between the buyer and seller. They clarify who handles transportation, who pays duties and taxes, and who is responsible if something goes wrong in transit. These terms have legal and financial implications that customs authorities must verify.

Common Incoterm problems include:

• Missing Incoterms on the invoice
• Incorrect Incoterms for the transaction
• Incoterms that conflict with the contract or purchase order
• Outdated terms that no longer match current regulations

Customs agencies look for clear, correct Incoterms so they know which party is liable for duties and import requirements. If the term is missing, vague, or wrong, the shipment may be held until clarification is provided.

Service First Logistics ensures that each shipment includes the correct Incoterm and that it aligns with the purchase agreement. This verification prevents confusion at the border and streamlines the customs process.

How Service First Logistics Eliminates the Risk of Documentation Errors

Service First Logistics Companies takes a proactive approach that reduces delays and strengthens the reliability of your supply chain. Our process includes:

• A full documentation audit before freight departs
• Cross comparison of all primary shipping documents
• Verification of HS codes, values, descriptions, and consignee data
• Communication with shippers to correct issues before they become problems
• Coordination with carriers to ensure documentation is consistent and complete

This attention to detail keeps freight moving and prevents the costly interruptions that many shippers face.

Final Thoughts

Shipping delays caused by paperwork errors are completely avoidable. The four documents listed above are responsible for the majority of customs holds, yet they are also the easiest to correct when reviewed early. By partnering with Service First Logistics, shippers gain a team that understands regulatory complexity, anticipates potential issues, and resolves errors before freight reaches the border.

A smooth supply chain starts with accurate documentation. Let Service First Logistics help you achieve a compliant, friction free shipping experience.