Shipping delays can cost businesses thousands of dollars, especially when documents are incomplete or inaccurate. For importers, exporters, and logistics operators, having the right paperwork is the fastest way to ensure smooth claims and avoid shipment disputes.

This checklist outlines everything shippers must prepare when working with marine cargo insurance Singapore policies, from transit documents to inspection reports.

1. Bill of Lading (B/L)

The most essential document in any shipment.
It provides proof of cargo receipt, contract terms, and ownership transfer.
Ensure the details match the commercial invoice exactly, as discrepancies may slow down claims.

2. Commercial Invoice

Lists the cargo’s value, product description, and payment terms.
Insurers use it to assess loss amounts and verify shipment legitimacy.

3. Packing List

Breaks down the shipment into quantities, weights, and box numbers.
This document helps surveyors determine whether packaging contributed to damage, a critical factor during marine cargo insurance Singapore claims investigations.

4. Certificate of Insurance

Issued by the insurer or broker, this confirms coverage and policy limits.
PCMI’s marine insurance team ensures certificates match trade terms (FOB, CIF, DAP) and shipment value accurately.

5. Purchase Order or Sales Contract

Shows the terms agreed between buyer and seller.
Underwriters use this to verify liability, delivery terms, and risk transfer points.

6. Cargo Photos Before Dispatch

Provide clear photos taken before loading.
This reduces disputes by proving the cargo was in good condition prior to shipment.
For practical claim scenarios, refer to how marine cargo insurance secures businesses, useful for understanding pre-loading risks.

7. Survey Report (If Applicable)

For high-value or fragile cargo, a pre-shipment survey is recommended.
A surveyor’s report strengthens your claim by providing independent condition verification.

8. Delivery Order (D/O)

Issued at the destination port, confirming the consignee is authorised to collect the cargo.
Missing D/Os commonly delay inspection and claims processing.

9. Arrival Notice

Sent by carriers to alert consignees of shipment arrival.
If there are delays or damage, the timing on this notice is used to validate loss reports.

10. Damage or Shortage Report

In the event of loss, immediately document:

• Missing items

• Visible damage

• Seal tampering

• Packaging issues

This is one of the most important documents in the claims flow.
For further guidance, PCMI supports shippers through their insurance claims assistance service to minimise disputes.

11. Police Report (For Theft or Major Incidents)

Required when theft, pilferage, or criminal activity is suspected.
Submit within 24 hours whenever possible.

12. Repair or Replacement Estimates

If the cargo is damaged, provide quotations from suppliers, repair centres, or manufacturers.
This helps insurers determine the appropriate compensation amount.

13. Carrier or Warehouse Incident Note

Get written confirmation from warehouse staff, port operators, or carriers when loss occurs under their custody.
This document prevents liability disputes between parties.

14. Temperature or GPS Log (For Sensitive Cargo)

For perishables, pharmaceuticals, and time-sensitive shipments, attach temperature logs or tracking reports.
Claims often depend on verifying storage conditions.

Why This Checklist Matters

Missing or inaccurate documents slow down claims, increase disputes, and reduce payout chances.
Shippers who work with licensed brokers see smoother handling because documentation is validated before submission.

For more insights, review marine insurance industry trends 2025 to understand why documentation standards are tightening across Singapore ports.

Businesses that manage frequent imports or exports also benefit from structuring policies with PCMI’s marine insurance broker solutions.

Conclusion: Strong Documentation Protects Your Cargo and Your Cash Flow

A complete set of documents is the best defence against delays, disputes, and rejected claims.
With rising shipping risks, marine cargo insurance Singapore is most effective when supported by accurate, timely paperwork.

To review your cargo policy or assess your claim readiness, chat with PCMI on WhatsApp and connect with a licensed marine insurance adviser today.

FAQs on Marine Cargo Insurance Singapore

1. What documents are required to file a marine cargo claim?
Typically the B/L, commercial invoice, packing list, photos, survey reports, and incident notes.

2. How fast should incidents be reported?
Immediately, delays can reduce payout or void coverage under certain policies.

3. Does marine cargo insurance cover storage at ports?
Only if the policy includes warehouse-to-warehouse or named storage extensions.

4. Can I insure only certain shipments?
Yes. You can choose annual policies or per-shipment coverage depending on volume.