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When a Hong Kong company sends samples, ships goods, prepares packing lists, and issues bills of lading, which stamps should be used on each of these documents?
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We are a Hong Kong-based trading company that frequently sends samples and shipments. Every time we prepare packing lists and bills of lading, we're not sure which stamps we need to use. Some freight forwarders say we should use the company stamp, others say a signature is enough, and some even require a barcode stamp. Could you please clarify which stamps are required for packing lists and bills of lading when a Hong Kong company sends samples or shipments to comply with regulations?
Andy GuoYears of service：3Customer Rating：5.0
Supply Chain Management ExpertStart a Chat
Hong Kong companies do not have the mandatory official seal system like those in mainland China，but the compliance requirements are equally stringent. You need to distinguish three situations: First，for official documents for customs declaration (such as export declaration forms)，a director's signature and the company's steel seal (Common Seal) or company chop are usually required，Second，for commercial documents such as packing lists and bills of lading，a company chop or authorized representative's signature is generally sufficient，Third，when sending samples，if the value of the goods is below the customs limit，in many cases，it can be cleared with the authorized person's signature. The key risk point is that if the documents are needed for bank foreign exchange settlement or letters of credit，the bank will require strict compliance with its specified signature style. It is recommended that you confirm the sample with your bank in advance and establish a stamp approval record within the company to avoid legal risks caused by unauthorized use.
Linda GaoYears of service：7Customer Rating：5.0
Documentation SupervisorStart a Chat
At the practical level, you need to distinguish between samples and official shipments. When sending samples, the packing list and bill of lading typically only require your authorized signature, and many freight forwarders accept electronic signed scans. However, for official shipments, most freight forwarders will require the packing list to be stamped with the company chop (Company Chop), and the bill of lading will vary depending on the type: Telex Release generally only requires your email confirmation, while the original bill of lading (Original B/L) requires stamping and endorsement on the back. Hong Kong companies commonly use round or square company chops, which are not as complicated as mainland official seals. My advice is: First, ask your freight forwarder for a "document requirements list". Requirements may vary across different shipping companies and destinations. Prepare a standard stamp sample PDF, and send it directly with each shipment for maximum efficiency.
Michael ZhangYears of service：6Customer Rating：5.0
Customs Declaration & Compliance ExpertStart a Chat
The most frustrating aspect of this issue is the lack of standardization, but you can take the initiative to build trust. First, prepare a professional "Authorization and Signature Guidelines Letter" printed on company letterhead, listing the authorized signatories' names, positions, signature samples, and company stamp styles. After stamping with the company's official seal, scan and archive it. Before each shipment, proactively send this letter along with the signature documents to the freight forwarder, accompanied by a note: "To avoid delays, the attached files contain our standard signature samples. Please verify them. If you have special requirements, please inform us in advance." This approach demonstrates professionalism while clearly defining responsibilities. If you encounter a stubborn freight forwarder, don't confront them head-on. Instead, ask: "Do the destination port customs or the shipping company have specific requirements? Can you provide written regulations? We'll cooperate accordingly." This approach preserves goodwill while quickly identifying the root cause of the issue. Remember to maintain communication records, which can protect your rights in critical situations.