The manual documentation process on Hapag-Lloyd
Hapag-Lloyd shipments generate four document types beyond SI and BL that ops teams must produce and submit on carrier-specific deadlines.
- 01
Calculate VGM
Determine the verified gross mass using Method 1 (weigh the packed, sealed container on calibrated equipment) or Method 2 (sum cargo items, packaging, dunnage, and securing equipment, then add the container's tare weight). The VGM declaration must include the numerical weight, unit of measurement, and the declaring party. The shipper named on the BL is responsible under the SOLAS amendment effective July 2016.
- 02
Submit VGM through OBS or EDI
Submit through the OBS webVGM form, VGM Excel template upload, or EDI VERMAS (direct, INTTRA, Infor Nexus, or CargoSmart). API submission is also available through the Hapag-Lloyd Developer Portal at api-portal.hlag.com. Manual submission via email or fax triggers the Manual Transmission Fee: EUR 50/container in Germany, USD 50/container minimum across Europe (since July 2016).
Pain pointVGM cut-offs are per-terminal, published on Hapag-Lloyd local info pages. Missed cut-off means the container is not loaded and the cost falls on the shipper. No single global VGM deadline exists.
- 03
Flag DG at booking stage
Tick the DG flag on the booking form. Enter IMO class, UN number, and per-container DG details. DG classification review by the local Hapag-Lloyd office follows. Hapag-Lloyd publishes a standard Multimodal Dangerous Goods Form (MDGF) template meeting SOLAS 74 Ch. VII and MARPOL 73/78 requirements.
- 04
Submit MDGF and await classification
Submit the MDGF with full IMDG-compliant data. The local Hapag-Lloyd office reviews against IMDG Code, national regulations, and vessel configuration. Acceptance or rejection issued. DG handling surcharges apply at US ports: Los Angeles USD 10, Mobile USD 400, Savannah USD 110, Tacoma USD 15 per container. Inland DG surcharges range from USD 175–280 depending on mode of transport.
Pain pointHapag-Lloyd does NOT publish a DG approval SLA. Unlike Maersk's published 4-working-hour target, there is no committed turnaround time. US FIO fines are aggressive: USD 15,000 for DG misdeclaration (since November 2020), USD 4,500–9,000 for non-DG misdeclaration.
- 05
Prepare advance manifest data
For US-bound cargo: AMS 24-hour rule (carrier master manifest). For EU-bound cargo: populate ICS2 data via the New SI form (six-digit HS code, accurate cargo description, Buyer/Seller data). For Canada-bound: ACI preparation. For Japan: AFR filing. For China: CCAM. For Mexico: MX-SAT.
Pain pointNVOCCs have a separate house BL filing obligation. Hapag-Lloyd's carrier-side filing covers only master BL data. Manifest Submission Fee (USD 35/House BL, SMD code) applies from April 2025 if Hapag-Lloyd files House BL data on the customer's behalf.
- 06
Handle ICS2 'No MRN / No Load'
Without a valid Movement Reference Number from EU Customs, Hapag-Lloyd will not load the cargo. This enforcement has been active since September 2024. The New SI form includes ICS2-specific fields so a complete submission delivers the ENS data without separate ACL transmission. The rule applies to EU-bound imports, EU-origin exports, and FROB cargo transiting through EU ports.
- 07
Monitor arrival notice publication
Arrival notices are issued by the destination Hapag-Lloyd office and delivered by email or through the consignee's OBS access (where the consignee is registered). The pre-arrival notification window is destination-specific — Hapag-Lloyd does not publish a global arrival notice SLA.
Pain pointNo published arrival notice pre-arrival window. Timing depends on destination port and local office process. Consignees not registered on OBS receive arrival notices only by email.
- 08
Generate pre-alert to consignee
Parse the arrival notice for vessel/voyage, ETA, container numbers, outstanding freight and local charges. Generate the forwarder's branded pre-alert and initiate customs clearance preparation, delivery order requests, and last-mile coordination.
Where Hapag-Lloyd documentation errors happen
The most common Hapag-Lloyd documentation failures across VGM, DG, advance manifest, and arrival notice workflows.
Manual VGM fee triggered
CommonVGM submitted via email or fax instead of OBS webVGM, EDI VERMAS, or API. Hapag-Lloyd charges EUR 50/container in Germany, USD 50/container minimum across Europe (since July 2016). Remediation: route all VGM through digital channels.
VGM misdeclaration fine
OccasionalTerminal-detected weight discrepancy between declared VGM and actual weight. Spain charges USD 200/container (THO charge). SOLAS regime fines vary by port authority and can be substantially higher. Remediation: cross-check VGM against SI gross weight and actual scale reading before submission.
Missed VGM cut-off
OccasionalPer-terminal VGM deadline passed. Container denied loading, with the cost falling on the shipper. Cut-offs are published on Hapag-Lloyd local info pages and vary by port. Remediation: extract per-terminal cut-off from booking confirmation and submit VGM well in advance.
DG misdeclaration (US FIO)
OccasionalIncorrectly declared DG cargo at US origin. FIO fine: USD 15,000 per DG misdeclaration (since November 2020). Non-DG misdeclaration: USD 4,500–9,000. Fines apply when misdeclaration is discovered after gate-in. Remediation: cross-check DG declaration against SI, booking, and actual cargo classification before gate-in.
DG approval delay
OccasionalHapag-Lloyd does not publish a DG approval SLA. Booking confirmation timeline is at risk for DG cargo if classification review is initiated late. Remediation: flag DG at booking stage and initiate classification immediately — not at the documentation stage.
ICS2 data gap
Common'No MRN / No Load' enforcement since September 2024. Missing or generic cargo description, truncated HS code, blank Buyer/Seller fields cause ENS rejection. Remediation: use the New SI form (never eaSI) for EU-bound cargo and populate all ICS2-specific fields.
NVOCC manifest filing gap
OccasionalForwarder assumes Hapag-Lloyd's carrier-side filing covers house BL data. It does not — NVOCCs must file house-level data directly to customs authorities. Manifest Submission Fee (USD 35/House BL) incurred if Hapag-Lloyd files on the customer's behalf (from April 2025). Remediation: maintain a separate house BL filing workflow.
Arrival notice charges surprise
OccasionalOutstanding freight or local charges on the arrival notice that the forwarder did not anticipate. Charges must be settled before cargo release, delaying delivery and starting the demurrage clock. Remediation: track outstanding charges throughout the shipment lifecycle.
How Expedion agents handle Hapag-Lloyd documentation
Expedion agents automate all four Hapag-Lloyd documentation sub-workflows: VGM, DG, advance manifest, and arrival notices.
Agents submit VGM through OBS webVGM, EDI VERMAS, or API — avoiding the Manual Transmission Fee (EUR 50/container Germany, USD 50/container Europe minimum). Declared VGM is reconciled against SI gross weight and terminal-weighed values before submission.
Agents extract per-terminal VGM deadlines from booking confirmations and surface missed-cut-off risk before the deadline. Each active shipment's cut-off is tracked individually.
Agents pre-validate the MDGF against Hapag-Lloyd's acceptance rules (UN number, proper shipping name, hazard class, packing group, emergency contact). On high-fine trades (US FIO at USD 15,000 for DG misdeclaration), an additional cargo-description consistency check runs against the SI.
Agents default to the New SI form for EU-bound cargo (never eaSI). Six-digit HS code, accurate cargo description, and Buyer/Seller data are enforced. Missing ICS2 fields are surfaced before the documentation cut-off rather than at gate-in.
When the forwarder opts for Hapag-Lloyd to file House BL data on their behalf, agents factor the Manifest Submission Fee (USD 35/House BL from April 2025) into cost visibility. Country-specific surcharges (Italy USD 80/document, India INR 3,750/BL) are included.
Agents reconcile Hapag-Lloyd's arrival notice against the DCSA T&T vessel-arrival milestone. Consignee pre-alerts go out on the earlier of the two events rather than waiting for both to align.
Agents verify VGM matches SI gross weight, DG declaration matches booking hazard flags, manifest data matches BL details, and pre-alert content matches BL party and cargo information. Mismatches are caught before submission.
Hapag-Lloyd documentation fees and deadlines
Published fee and deadline data across documented geographies. Fees are per-country — figures shown are validated examples from Hapag-Lloyd local charges tariffs.
| Item | Fee / Deadline | Geography | Source |
|---|---|---|---|
| Manual VGM Transmission Fee | EUR 50/container | Germany | Hapag-Lloyd Germany local charges PDF |
| Manual VGM Transmission Fee | USD 50/container (Europe minimum) | Europe-wide | Hapag-Lloyd Europe VGM advisory (July 2016) |
| VGM misdeclaration | USD 200/container (THO) | Spain | Hapag-Lloyd Spain local charges PDF |
| VGM cut-off | Per-terminal | Global | Hapag-Lloyd local info pages |
| DG surcharge (US, port-specific) | LA USD 10 · Mobile USD 400 · Savannah USD 110 · Tacoma USD 15 | USA | Hapag-Lloyd USA tariff |
| Inland DG surcharge | USD 175–280 depending on MOT | USA | Hapag-Lloyd USA tariff |
| DG misdeclaration fine (FIO) | USD 15,000 per DG misdeclaration | USA | Hapag-Lloyd USA tariff (B19.01, since Nov 2020) |
| Non-DG misdeclaration fine (FIO) | USD 4,500–9,000 | USA | Hapag-Lloyd USA tariff |
| DG approval SLA | Not published | Global | -- |
| Manifest Submission Fee (SMD) | USD 35/House BL | Global baseline | From April 2025 |
| Manifest Correction Fee (SMC) | USD 80/document | Italy | Hapag-Lloyd Italy local charges PDF |
| Manifest Documentation Fee | INR 3,750/BL | India | Since March 2021 |
| ICS2 enforcement | No MRN / No Load | EU + Norway + Switzerland + NI | Since September 2024 |
| Arrival notice SLA | Not published | Global | -- |
TMS compatibility for Hapag-Lloyd documentation
Expedion agents manage Hapag-Lloyd documentation workflows from within your existing TMS. For CargoWise users, agents submit VGM and DG data via the eAdaptor integration (EDI VERMAS) and pull arrival notice data through the carrier visibility layer. For GoFreight, agents use the REST API for VGM submission and DG data exchange. For Magaya, agents use Magaya Connect's carrier API mapping. Hapag-Lloyd's own API Developer Portal at api-portal.hlag.com provides additional VGM and tracking integration paths.
Full TMS compatibility details are on the Hapag-Lloyd overview page.
Related pages
Hapag-Lloyd carrier pages: Overview · Booking · Shipping instructions · Bill of lading · Tracking & visibility
Documentation across carriers: Maersk documentation · MSC documentation · CMA CGM documentation · ONE documentation · COSCO documentation · Evergreen documentation
Solutions: Documentation automation
Glossary: VGM · Dangerous Goods · ICS2
Frequently asked questions
What VGM submission channels does Hapag-Lloyd support?
Hapag-Lloyd accepts VGM through the OBS webVGM form, VGM Excel template upload, EDI VERMAS (direct, INTTRA, Infor Nexus, or CargoSmart), and API via the Developer Portal at api-portal.hlag.com. Manual submission via email or fax triggers the Manual Transmission Fee — EUR 50/container in Germany, USD 50/container minimum across Europe. Expedion agents route all VGM through digital channels to avoid the manual fee.
What is the Manual VGM Transmission Fee?
Manual (non-electronic) VGM submission costs EUR 50 per container in Germany and USD 50 per container as a Europe-wide minimum (since July 2016). The fee is applied in local currency by each European office. VGM submitted through the OBS webVGM form, EDI VERMAS, or API avoids this fee entirely.
Does Hapag-Lloyd publish a DG approval SLA?
No. Hapag-Lloyd does not publish a DG approval turnaround time commitment. DG declarations are reviewed by local offices against IMDG Code, national regulations, and vessel configuration. Unlike Maersk's published 4-working-hour Case Management SLA, there is no equivalent time commitment. Expedion agents track DG approval status proactively and escalate when turnaround exceeds expected norms.
What is the DG misdeclaration fine in the US?
Hapag-Lloyd's US FIO (Fines for Incorrect Declaration of Cargo at Origin) schedule charges USD 15,000 per DG misdeclaration (B19.01, in effect since November 2020). Non-DG cargo misdeclaration fines range from USD 4,500 to USD 9,000. These fines apply when misdeclaration is discovered after gate-in at the terminal.
How does Hapag-Lloyd handle ICS2 advance manifest data?
Hapag-Lloyd began lodging Entry Summary Declarations into ICS2 from September 2024, enforcing 'No MRN / No Load' — without a valid Movement Reference Number, cargo will not be loaded. The New SI web form includes ICS2-specific fields (six-digit HS code, accurate cargo description, Buyer/Seller data) so customers do not need to separately transmit ACL data. The rule applies to EU, Norway, Switzerland, and Northern Ireland-bound cargo, plus FROB cargo transiting EU ports.
What is the Manifest Submission Fee?
From 1 April 2025, Hapag-Lloyd charges a Security Manifest Documentation Fee (SMD code) of USD 35 per House BL when Hapag-Lloyd files House BL data on the customer's behalf. Country-specific surcharges layer on top: Italy applies a USD 80/document correction fee (SMC code) for late filings or corrections, and India charges INR 3,750/BL (since March 2021). NVOCCs who file their own house-level data to customs authorities directly are not subject to this fee.
What triggers a VGM misdeclaration charge?
A VGM misdeclaration charge is triggered when the terminal detects a weight discrepancy between the declared VGM and the actual container weight. In Spain, Hapag-Lloyd applies a USD 200/container THO charge for terminal-detected discrepancies. Other port authorities may impose their own SOLAS-regime fines. Expedion agents reconcile VGM against SI gross weight and scale readings before submission to minimise misdeclaration risk.