How to Issue a Switch BL: Process, Required Documents, and Fee Checks

A safe switch bill workflow is simple to describe and hard to execute. Preserve all factual shipment particulars, control the original set, and show the true place and date of issue. Use telex or sea waybill for speed. Document every decision on a single timeline.

Step 1. Authority verification

Requirement: The requester proves they are the lawful holder of the complete original set.

Why it matters: Bills are commonly issued in sets of three as a practice. The exact number is contractual, not a legal mandate. If the originals are scattered, a switch risks multiple valid bills in circulation and misdelivery.

Docs to collect: Scans of all originals, a signed statement of control, authorizations from endorsing parties for negotiable bills, and company identity documents.

LSP action: Do not proceed until you confirm control of the full set issued on this shipment. If the requester says the originals are in transit, do not switch on trust. Require security as described in Step 4.

Reject: Vague claims about originals, partial sets, or unverifiable authority.

In TRADLINX Ocean Visibility: Upload the authorization letters and company identity documents to the same BL record.

Step 2. Legitimate purpose screening

Requirement: The purpose must be commercial and legitimate, not sanctions or tariff evasion.

What to ask: Why do parties change. Is this a resale or trading confidentiality case. Is the routing passing through high-risk hubs. Are there L/C constraints that prohibit alternatives like telex or sea waybill.

Screening: Run sanctions and denied party checks on shipper, new consignee, and intermediaries. Verify business registration. Escalate any red flag to compliance and record the decision.

Note: If the destination must change, use the carrier’s Change of Destination service. A switch does not change the discharge port.

In TRADLINX Ocean Visibility: Attach KYC and denied-party screening results to the BL, record the reviewer and time, and add a short note with the business rationale. If the destination must change, add a note that this will be handled as Change of Destination, not a switch.

Step 3. Surrender and cancel the originals

Requirement: All original bills are surrendered and marked cancelled before you issue a switch, or adequate security is in place per Step 4.

Best practice: Receive the set, stamp and scan as “Cancelled,” retain copies for the file. For electronic bills, follow the platform’s controlled amendment path to avoid creating a second set.

Reject: Refusal or inability to surrender, unknown location of originals, or a set already in the consignee’s hands without carrier control.

In TRADLINX Ocean Visibility: Add a time-stamped note that originals were surrendered and attach the cancellation scans.

Step 4. Letter of indemnity security

Requirement: If originals are not yet surrendered, obtain an LOI that covers misdelivery and related risks. Bank participation is strongly recommended and is often required by owners.

Scope: The LOI should cover at least the cargo value plus costs and legal fees and must not be used to justify false particulars. An LOI does not restore P&I cover for antedated or otherwise false bills.

Verify: Confirm the bank’s participation independently. Do not accept promises to send an LOI later.

Reject: No LOI, weak wording, unverified countersignature, or insufficient cover.

In TRADLINX Ocean Visibility: Store the LOI file, record bank verification details, and add an approval note from compliance and operations. If you use a checklist, tick “LOI verified” and link the email or call log you used for bank confirmation.

Step 5. Confirm changed fields only

Rule: The switch must keep factual shipment particulars identical to the original. That includes place of receipt, port of loading, port of discharge, shipped-on-board date, vessel, voyage, marks, packages, quantity, and weight. Dangerous goods details, reefer settings, and OOG dimensions remain the same.

Allowed changes: Shipper, consignee, and notify can change with documentation and screening. Minor description clarifications may be accepted with carrier approval. Do not alter the substance of the cargo.

Dating: Keep the original shipped-on-board date. Show the true place and date of issue for the switch. Do not ante-date or post-date to meet L/C terms.

Reject: Any request to alter loading port, discharge port, on-board date, vessel, voyage, quantity, or weight.

In TRADLINX Ocean Visibility: Add a comparison note that confirms no change to POL, POD, shipped on board date, vessel, voyage, marks, packages, quantity, weight, DG, reefer, and OOG. Flag any difference before issuance.

Step 6. Issuance and distribution

Issue: With approvals recorded, issue the switch and create a timestamped record. Send the new bill to the requester and record that the original set is cancelled and retained as evidence.

Fees: Amendment and reissuance fees are region specific and change frequently. Always check the local carrier tariff before you quote.

In TRADLINX Ocean Visibility: Log the issuance event with true place and date, attach the carrier fee quote, and link the internal approval note. Record who sent the new BL, how it was sent, and the time sent.

Step 7. Real-time tracking documentation

Principle: The safest switch is one you can prove end to end. A single timeline that links screening, surrender, issuance, and release reduces dispute risk and shortens investigations.

Phase 1. Before the request

Snapshot the original BL: POL, POD, vessel, voyage, shipped-on-board date, packages, quantity, weight, marks.
Attach KYC and denied-party checks for all parties with reviewer and timestamp.
Record original set status. For e-B/Ls, capture the platform’s status.

Phase 2. At the request

Log who requested the switch, how, and when.
Confirm non-negotiables will remain identical. If the destination must change, route to Change of Destination rather than a switch.
Capture carrier approval and fee quote. Link the message or document.
Record the true place and date you will issue the switch and who signs.

Phase 3. After issuance

Attach the cancelled originals and the issued switch with timestamps.
Track arrival, customs release, pick up, and POD events on the same timeline.
Note any L/C presentation or bank instructions and attach proofs.

Evidence pack checklist

Original BL snapshot and cancellation scans or e-B/L status
Issued switch BL showing true place and date of issue
KYC and screening results for all parties
Carrier approval and fee quote
LOI with bank participation if originals were not surrendered
Release confirmation and pickup proof
Export the timeline and store the linked files with the job record

In TRADLINX Ocean Visibility: Track arrival, release, pickup, and POD on the same timeline. Export an evidence pack PDF that includes the baseline snapshot, screening results, LOI, cancelled originals, carrier approval, issuance details, and release confirmation.

Make every switch provable

TRADLINX Ocean Visibility gives you a single place to see carrier events, add accountable notes, attach documents, share live status, and export the history when you need evidence.

One timeline across carriers with key milestones like gate in, vessel departure and arrival, delivery, and empty return
Attach files and add notes at each step so approvals and rationale live with the shipment
Share or export live data to reduce back-and-forth and support audits
Integrate events to your ERP or TMS by API and automate exception workflows

Why overpay for visibility? TRADLINX saves you 40% with transparent per–Master B/L pricing. Get 99% accuracy, 12 updates daily, and 80% ETA accuracy improvements, trusted by 83,000+ logistics teams and global leaders like Samsung and LG Chem.