The manual SI process on Hapag-Lloyd
SI submission on Hapag-Lloyd follows a multi-step process through the Online Business Suite at www.hapag-lloyd.com, with the New SI web form as the primary ICS2-ready channel.
- 01
Retrieve booking confirmation
Extract booking number, vessel/voyage, container allocation, port pair, and cut-off dates from the Online Business Suite or email booking confirmation. Hapag-Lloyd bookings use a single SCAC — HLCU — across all trades.
- 02
Choose the correct SI channel
For EU-bound cargo: use the New SI web form (mandatory for ICS2 compliance). For non-EU trades where New SI is not yet fully rolled out: eaSI PDF is acceptable. EDI (IFTMIN) via direct connection, INTTRA, Infor Nexus, or CargoSmart for high-volume TMS-integrated flows. Email to local Hapag-Lloyd offices is discouraged and triggers a Manual SI Fee in some geographies.
Pain pointeaSI does NOT carry ICS2-required fields. Using eaSI on an EU Customs booking can result in incomplete ICS2 filing and cargo denied loading under the 'No MRN / No Load' rule enforced since September 2024.
- 03
Complete mandatory SI fields
Populate: shipper, consignee, notify parties, port pairs (must match booking confirmation routing), container and seal numbers, package count and type, gross weight, cargo description (ICS2 demands explicit accuracy — 'freight all kinds' and 'general cargo' are not acceptable for EU-bound cargo), six-digit HS code, and document type selection (Original BL, Sea Waybill, or eBL).
Pain pointDocument type is selected at SI stage on Hapag-Lloyd, not at booking stage. This means forwarders can change between OBL, SWB, and eBL as long as the SI has not been processed — but it also means the decision is deferred and can be missed under time pressure.
- 04
Populate ICS2 data for EU-bound cargo
For EU, Norway, Northern Ireland, and Switzerland-bound shipments, the New SI form includes dedicated ICS2 fields: six-digit HS code, accurate cargo description, and Buyer and Seller data. Complete these fields within the SI form rather than transmitting ACL data separately. FROB cargo (remaining on board through EU port calls with a non-EU final destination) also requires ICS2 data.
- 05
Run Preview Before Submit
Use the Preview Before Submit feature (added August 2025) to review the full SI in a consolidated view. Edit any section in place and download the preview as PDF before final submission. This is the validation gate before the SI enters Hapag-Lloyd's backend.
- 06
Submit SI and track cut-off
Submit through the chosen channel. The SI must be submitted before the documentation cut-off — a per-booking, per-port deadline from the booking confirmation. Late submission triggers country-specific fees: USD 35/House BL Manifest Submission Fee (from April 2025) if Hapag-Lloyd must enter data on the customer's behalf, plus separate late filing surcharges by geography.
- 07
Handle amendments
Amendments before documentation cut-off are free on most Hapag-Lloyd tariffs — resubmit via the same channel (New SI, eaSI, or EDI). Amendments after cut-off but before sailing: USA USD 70/amendment, Germany EUR 100/document (from April 2025). Amendments after vessel departure: USA USD 130/amendment. Route amendments through digital channels to avoid Manual SI Fee surcharges.
Where Hapag-Lloyd SI errors happen
The most common Hapag-Lloyd SI rejection and rework triggers, based on published fee structures, portal behaviour, and observed operational patterns.
eaSI used for EU-bound cargo
CommoneaSI PDF lacks ICS2 fields (six-digit HS code, Buyer/Seller data, accurate cargo description). Submitting via eaSI on an EU Customs booking results in incomplete ENS filing, triggering 'No MRN / No Load' enforcement. Cargo is denied loading. Remediation: always use the New SI web form for EU-bound bookings.
ICS2 data missing or generic
CommonCargo description entered as 'general cargo' or 'FAK', Buyer/Seller fields left blank, HS code truncated below six digits. EU Customs rejects the ENS filing. The New SI form includes dedicated ICS2 fields specifically to prevent this — but ops teams accustomed to pre-ICS2 workflows may skip them. Remediation: populate all ICS2 fields with accurate, specific data before submission.
Late SI triggers manifest fee
OccasionalSI submitted via email after documentation cut-off. Hapag-Lloyd staff must manually enter data on the customer's behalf, triggering the Manifest Submission Fee at USD 35/House BL baseline (SMD code, from April 2025). Country surcharges layer on top: Italy USD 80/document for corrections (SMC code), India INR 3,750/BL. Remediation: submit through digital channels before cut-off.
Post-sailing amendment fee escalation
CommonUS tariff: USD 70/amendment between documentation cut-off and sailing becomes USD 130/amendment from the next calendar day after vessel departure. Germany: EUR 100/document after documentation closing (from April 2025). Multiple rounds of corrections at post-sailing rates create material cost that could have been avoided with pre-cut-off batching. Remediation: batch all corrections into the pre-sailing window.
UACU container prefix confusion
OccasionalForwarder's TMS fails to auto-map a UACU-prefixed container (from the UASC-era fleet) to HLCU for SI filing. SI submitted with incorrect carrier reference or container data. UACU is a container prefix, not a SCAC — the operative SCAC is HLCU for all BL and customs purposes. Remediation: map all UACU containers to HLCU for SI, BL, and customs submissions.
Document type not selected at SI stage
OccasionalSI submitted without explicit BL type selection. The default may not match the shipper's LC requirements, trade-specific rules (e.g., Original BL mandatory for Costa Rica), or consignee expectations. Unlike MSC's irrevocable-at-booking model, Hapag-Lloyd defers document type to SI stage — which creates flexibility but also a gap where the decision can be missed. Remediation: confirm document type (OBL, SWB, or eBL) with all parties before SI submission.
Email SI triggers Manual SI Fee
CommonSI submitted via email to local Hapag-Lloyd office instead of through OBS, EDI, or API. Manual processing fees apply in some geographies — Germany charges EUR 100/document from April 2025 for manual (non-EDI) SI submission. Remediation: route all SIs through digital channels.
How Expedion agents handle Hapag-Lloyd SIs
Expedion agents automate the end-to-end Hapag-Lloyd SI workflow, from booking data extraction through carrier acceptance.
Agents default to the New SI web form for all EU-bound and regulatory-sensitive bookings. eaSI is used only for non-EU bookings where the New SI form is not yet fully rolled out. Email submission is never used.
Agents enforce the six-digit HS code minimum, accurate cargo description, and Buyer/Seller data for EU-bound cargo. The Preview Before Submit step catches field-level errors before the SI enters Hapag-Lloyd's backend.
Agents pull booking data from the forwarder's TMS or booking confirmation email, map it onto Hapag-Lloyd's mandatory field set, and verify port pairs, container/seal numbers, and cargo details against source documents.
Agents track amendments against per-country fee thresholds. Pre-cut-off free amendments are prioritised. Post-cutoff or post-sailing amendments are surfaced to the reviewer with the country-specific fee pre-calculated (USA: USD 70 pre-sailing, USD 130 post-departure; Germany: EUR 100 post-closing).
Agents auto-map UACU-prefixed containers from the UASC-era fleet to HLCU for SI filing, BL generation, and invoice reconciliation — no special-case legacy handling required from the forwarder.
Agents flag any mismatch between the booking-level document type expectation and the SI-level selection before submission. The default follows the shipper's standing preference (Original BL, Sea Waybill, or eBL via WAVE BL or iQAX).
Agents extract per-booking documentation cut-off times from the booking confirmation and surface deadline warnings to the ops team before the window closes.
All SIs and amendments are routed through OBS or EDI to avoid the Manual SI Fee (EUR 100/document in Germany from April 2025) and the Manifest Submission Fee (USD 35/House BL from April 2025).
Hapag-Lloyd SI portal and fee details
Key details for ops teams submitting shipping instructions on Hapag-Lloyd shipments. Fees are per-country — figures shown are validated examples from published Hapag-Lloyd local charges.
| Detail | Value | Notes |
|---|---|---|
| SI Portal | Online Business Suite — New SI web form | Primary, ICS2-ready |
| Legacy channel | eaSI PDF | Not suitable for EU-bound cargo (no ICS2 fields) |
| EDI Channels | Direct EDI (IFTMIN), INTTRA (e2open), Infor Nexus, CargoSmart | Standard for high-volume TMS-integrated flows |
| Email SI | Discouraged | Triggers Manual SI Fee in some geographies |
| Manual SI Fee (Germany) | EUR 100/document | From April 2025, for non-EDI submission |
| Manifest Submission Fee | USD 35/House BL | SMD code, from April 2025 — if Hapag-Lloyd files House BL data |
| Manifest Correction Fee (Italy) | USD 80/document | SMC code, for late filings or corrections |
| Manifest Documentation Fee (India) | INR 3,750/BL | Since March 2021 |
| SI Amendment pre-sailing (USA) | USD 70/amendment | Between documentation cut-off and sailing |
| SI Amendment post-departure (USA) | USD 130/amendment | From next calendar day after vessel departure |
| SI Amendment post-closing (Germany) | EUR 100/document | L006, effective April 2025 |
| ICS2 enforcement | No MRN / No Load | Since September 2024 |
| HS code minimum | Six digits | ICS2 mandatory for EU-bound cargo |
| Document type selection | At SI stage (not booking stage) | Can change between OBL, SWB, eBL until SI is processed |
| Preview Before Submit | Available | Added August 2025 — consolidated review before final submission |
TMS compatibility for Hapag-Lloyd SI
Expedion agents submit Hapag-Lloyd SIs from within your existing TMS. For CargoWise users, agents exchange data via the eAdaptor and submit through the Online Business Suite or EDI. For GoFreight, agents use the REST API for forwarder-side data exchange with Hapag-Lloyd's DCSA-aligned API handling the carrier-side integration. For Magaya, agents use Magaya Connect's carrier API mapping.
Full TMS compatibility details are on the Hapag-Lloyd overview page.
Related pages
Hapag-Lloyd carrier pages: Overview · Booking · Bill of lading · Documentation · Tracking & visibility
SI across carriers: Maersk shipping instructions · MSC shipping instructions · CMA CGM shipping instructions · ONE shipping instructions · COSCO shipping instructions · Evergreen shipping instructions
Solutions: SI automation
Glossary: Shipping Instruction · HS Code · ICS2
Frequently asked questions
What channels does Hapag-Lloyd accept for SI submission?
Hapag-Lloyd accepts SIs through four channels: the New SI web form in the Online Business Suite (primary, ICS2-ready), eaSI PDF (legacy, not suitable for EU-bound cargo), EDI via IFTMIN through direct connection, INTTRA, Infor Nexus, or CargoSmart, and email to local offices (discouraged — triggers Manual SI Fee in some geographies). Expedion agents default to the New SI web form for EU-bound cargo and digital channels for all other trades.
Why must EU-bound SIs use the New SI form instead of eaSI?
The eaSI PDF does not carry ICS2-required fields (six-digit HS code, accurate cargo description, Buyer/Seller data). EU Customs requires these fields for Entry Summary Declaration (ENS) filing under the ICS2 Release 3 framework, active since June 2024. Hapag-Lloyd enforces 'No MRN / No Load' since September 2024 — without a valid Movement Reference Number from EU Customs, cargo will not be loaded. The New SI web form includes dedicated ICS2 fields so the data flows through in the correct format.
What is Hapag-Lloyd's 'No MRN / No Load' rule?
Since September 2024, Hapag-Lloyd will not load cargo bound for the EU, Norway, Northern Ireland, or Switzerland unless a valid Movement Reference Number has been obtained from EU Customs through the ICS2 framework. The rule applies to import cargo, EU-origin export cargo, and FROB (Foreign Remaining On Board) cargo transiting through EU ports. The New SI form includes the ICS2-required fields; eaSI does not.
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 — typically when the customer submits SI data via email rather than through digital channels. Country-specific surcharges layer on top: Italy applies a USD 80/document correction fee (SMC code) for late filings, and India charges INR 3,750/BL since March 2021.
What is Hapag-Lloyd's SI amendment fee structure?
Amendment fees are per-country, not global. Amendments before documentation cut-off are free on most tariffs. After cut-off, fees apply: USA charges USD 70/amendment between cut-off and sailing, rising to USD 130/amendment from the day after departure. Germany charges EUR 100/document for late SI amendments from April 2025. Spain charges EUR 40/BL for telex release or switch to Sea Waybill post departure. Italy charges EUR 75/document for switch from Original BL to Sea Waybill post departure.
Can I change the BL type after SI submission?
On Hapag-Lloyd, document type (Original BL, Sea Waybill, or eBL) is selected at SI stage, not at booking stage. This differs from MSC's irrevocable-at-booking model. A forwarder can change between OBL, SWB, and eBL as long as the SI has not yet been processed, by resubmitting the New SI form or by submitting a fresh eaSI. After processing, changes require a BL amendment through the BLDA tool and may incur country-specific fees.
Is INTTRA still available for Hapag-Lloyd SI submission?
Yes. Hapag-Lloyd lists INTTRA (now part of e2open) as an active EDI channel alongside Infor Nexus and CargoSmart. Forwarders with existing INTTRA integrations can continue to submit IFTMIN messages for Hapag-Lloyd SI. EDI is the most efficient channel for high-volume, consistent-template SI flows, though it is the least forgiving for mapping errors since rejections come as EDI responses rather than UI validation messages.