INTERPRET INFORMATION

ON DOCUMENTS USED
IN
OPERATIONS, DESPATCH
AND TRANSPORT OFFICES
Section 12
Objective 3
Ayanna Charles-Ford
INTRODUCTION
■ Almost all of the paper documents used in the factory
office are prepared on pre-printed forms, which makes
them easy to complete and read. Increasingly, computer
software and electronic documents are used in many
offices for several of these documents.

■ Delivery documents for example, need to be completed

accurately by the clerk involved with the task.
OVERVIEW

1. Delivery schedules 8. Manifest

2. Destination sheets 9. Export licences
3. Delivery notes 10.Import licences
4. Bills of lading 11.Advice note
5. Customs forms 12.Certificate of freight
6. Insurance certificates 13.Freight note
7. Airway bills
Document title Purpose
Delivery schedules To provide the delivery driver
with information about the
deliveries they have to make
Destination sheets These show the deliveries
planned by all of the company
vehicles on a particular day
Delivery notes To be signed by someone at
the receiving company as
proof of delivery
Bills of lading Used in a similar way to
delivery notes when goods are
transported by sea
Custom forms Used by customs to decide if
any duty must be paid
Information contained
Times and locations of a
delivery schedule, and the
route to take to minimise
doubling back at any point
Details of the vehicles being
used. Registration numbers,
description of goods being
delivered, names of drivers
and assistants
Name and address of
consignee, list of items
delivered
Similar to delivery note, but
they include the name of the
company that operates the
ship
Consignor’s and consignee’s
names and addresses.
Description and a valuation of
the goods
Document title Purpose
Insurance certificates Goods being transported need
to be insured against loss or
damage
Airway bills Similar to delivery notes and
bills of lading. These are
issued by the airline and act
as a receipt for items that are
sent by air freight
Manifest List of all goods being carried
on a ship or aeroplane
Export licences Needed for certain types of
goods that the government
wants to control, for example,
works of art
Import licences The government may wish to
restrict the import of certain
types of goods, such as
weapons
Information contained
Names and addresses of
consignor and consignee.
Name of insurance company.
Value of goods
Names and addresses of
consignor and consignee. List
of goods to be carried.
Signature of person receiving
the goods
Summary of all items on
individual bills of lading or
airway bills
Name of exporting business
and consignee. Details of
goods
Volume of imports allowed
Document title Purpose
Advice notes A notes sent to the customer
stating when goods are
expected to be delivered. This
gives them time to plan to
receive the delivery
Certificate of origin Shows which country goods
being imported came from
and enables customs to
decide whether any duties or
taxes are payable
Freight note A document produced by the
carrier stating the cost of
transporting goods
Information contained
Similar to a delivery note but
with a delivery date included
Details of goods, consignor
and consignee plus the name
of the country of origin
List of goods to be
transported, name and
address of payee and amount
charged
REFERENCES

■ Carysforth, C. et al (2012), Office Administration for

CSEC – A Caribbean Examinations Council Study
Guide, Nelson Thornes UK.
■ Jacob, A. (2014), Office Administration for CSEC,
Nelson Thornes, UK.
■ Ramtahal, F. (2013). Office Administration, (2nd ed.)
Caribbean Educational Publishers Trinidad.