01
Initial Booking Request
MIAJ number acquisition and mandatory booking fields
The MIAJ number issued by the Kestrel booking system is to be used as the House Bill of Lading number. One MIAJ per Bill of Lading — no A, B, C suffixes are permitted.
How to Obtain a Booking / MIAJ Number
Agents without direct access to the Kestrel Multifreight system may obtain a booking/bill of lading number (MIAJ) through the online booking portal. Instructions are provided separately upon agent registration.
An MIAJ number will only be issued once all mandatory elements below have been completed. All segments should be filled in where possible.
Mandatory Booking Fields
| Field | Requirement | Notes |
|---|---|---|
| Destination | Mandatory | Final port of discharge |
| Shipper | Mandatory | Full name as per export documentation |
| Commodity | Mandatory | Accurate description required |
| Container Size / Type | Mandatory (if applicable) | e.g. 20ST, 40HC, LCL |
| Vessel | Mandatory | Intended vessel name |
| ETS (Estimated Time of Sailing) | Mandatory | From port of loading |
| ETA (Estimated Time of Arrival) | Mandatory | To gateway or final destination |
| Gateway / POD | Mandatory | See gateway routing tariff |
| Booking Number | Mandatory | Master carrier booking reference |
02
Gateway Documentation Requirements
Master B/L and House B/L for cargo transiting a Kestrel gateway
Kestrel operates through four gateway countries: USA (Miami / Port Everglades / Tampa) · Dominican Republic (Caucedo — FCL) · Trinidad (Point Lisas — FCL) · Halifax, Canada (FCL). Gateway routing is determined by the current ocean freight tariff.
Gateway — Master Bill of Lading
| MBL Field | Required Entry |
|---|---|
| Shipper | Origin Agent |
| Consignee | Gateway Agent |
| Notify Party | Kestrel Liner Agencies (Miami address + relevant gateway team contact) |
| Shipper's Ref. | Kestrel issued HBL (MIAJ) number |
| Container No. | As supplied by carrier/agent/transport provider |
| Seal Number | As above |
| Piece Count | As declared by exporter (FCL: include container size/type) |
| Special Clause | "Cargo in transit for shipment outside [Gateway Country] by Kestrel Liner Agencies LLC" |
| Bills of Lading | Seaway bills — no originals required for gateway release |
| Freight Terms | Determined by HBL terms (HBL CIF = agent pays master freight to gateway / HBL Ex Works = freight collect with special clause) |
Gateway — House Bill of Lading
Note: POD on the HBL must always indicate the Designated Gateway Port for insurance purposes with the ITIC Club.
| HBL Field | Required Entry |
|---|---|
| Shipper | As per instruction from booking party |
| Consignee | As above (consignee or notify must be in country of final destination) |
| POD | Designated Gateway Port (for ITIC Club insurance) |
| Final Destination | Final port of discharge |
| Piece Count (LCL) | Total piece count of consignment |
| Piece Count (FCL) | Number of containers + size/type + piece count |
| Freight Terms | Most Caribbean/Central American destinations require freighted bills for local customs |
| Bills of Lading | Express waybills unless instructed otherwise |
| Agent's Box | Must include name, address and contact details of final receiving agent |
03
Direct / Crosstrade Documentation
Direct delivery of FCL/LCL shipments to final destination with same master carrier
Freight Terms: For direct/crosstrade business — if HBL is prepaid, the Origin Agent pays master ocean freight. If HBL is freight collect, the Receiving Agent pays master ocean freight.
Direct / Crosstrade — Master B/L
| MBL Field | Required Entry |
|---|---|
| Shipper | Origin Agent |
| Consignee | Receiving Agent |
| Notify | Kestrel Liner Agencies (Miami address + relevant direct/crosstrade contact) |
| Shipper's Ref. | Kestrel issued HBL number |
| Container No. | As supplied by carrier/agent/transport provider |
| Seal Number | As above |
| Bills of Lading | Seaway bills (originals may be required in some Central/South American countries) |
| Freight Terms | See notation above per HBL terms |
Tropical Destinations: Direct shipments to Tropical destinations on different carriers require prior approval from Tropical — this step is mandatory.
Direct / Crosstrade — House B/L
| HBL Field | Required Entry |
|---|---|
| Shipper | As per instruction from exporter/booking party |
| Consignee / Notify | As above |
| POD | Final port of discharge |
| DTHC | Must be shown as a figure on the bill of lading if applicable |
| Bills of Lading | Express seaway bills (unless local rules require originals) |
| Freight Terms | All Direct HBLs must show DTHC if applicable |
| Agent's Box | Must include name, address and contact of receiving agent |
Venezuela Special Instructions
| Port | Consignee / Notify |
|---|---|
| La Guaira | Consignee: Aduantir, Maiquetia, Edo. Vargas · Notify: Interlogistic, Valencia, Edo. Carabobo (Attn: Julio Villamil) |
| Maracaibo | Consignee: Interlaf Cargo, Maracaibo · Notify: Interlogistic, Valencia (Attn: Julio Villamil) |
04
Documentation / Manifest Submission
Distribution list, deadlines and subject line format
All documentation packs must be sent by email no later than 5 working days after vessel sailing. The email subject must state the vessel name, MIAJ number, and ETS & ETA to gateway or final destination. Late submissions may result in costs charged to the Origin Agent.
Documentation Pack Contents
Master Bill of Lading (MBL)
House Bill of Lading (HBL)
Freighted Manifest
Unfreighted Manifest
All documents must be complete with accurate freight terms and charges prior to submission. Freighted HBLs are required for Caribbean and Central/South American destinations for customs purposes.
Email Distribution List — By Service
| Service | Send To |
|---|---|
| Caucedo Gateway (DR) | caucedogateway@kestrel.com |
| Point Lisas Gateway (TT) | pointlisasgateway@kestrel.com + tt-docs@kestrel.com |
| USA Gateway — FCL | fclmiami@kestrel.com |
| USA Gateway — LCL | lclmiami@kestrel.com |
| Trinidad Direct | tt-docs@kestrel.com |
| Crosstrade / All Other Directs | crosstrade-docs@kestrel.com + email to final destination office per Agents List |
| Email Subject Format | Documentation Pack · [Vessel Name] · MIAJ [Number] · ETS [Date] · ETA [Date] |
05
Manifest / Bill Amendment Policy
Deadlines, fees and restrictions
Important: Any costs or charges incurred due to late submission of documents will be for the account of the Origin Agent. Freight amendments after cargo arrival at final destination are not guaranteed and any shortfall in uncollectable freight charges will be for the account of the Origin Agent.
Amendment Rules
| Rule | Requirement |
|---|---|
| Deadline | Must be received in writing no later than 48 hours prior to cargo arrival at final destination or gateway |
| Format | Same format as original document pack |
| Send To | Same email addresses as original documentation pack |
| Amendment Fee | USD $50.00 — payable by the freight-paying party for all amendments |
| Freight Amendments | Will not be accepted after cargo arrival at final destination |
06
ISF-5 Filing — US-Bound Cargo
Required elements and step-by-step process in AMS / Descartes
ISF-5 is required for all cargo entering or transiting a US port. It enhances CBP cargo targeting by requiring additional data prior to loading at the foreign port. Filed via Descartes / Import2000.
ISF-5 Required Data Elements
| Element | Description |
|---|---|
| Booking Party | Name and address of the party who initiated the cargo space reservation |
| Foreign Port of Unlading | Schedule K port code is permitted |
| Place of Delivery | Foreign location where carrier's responsibility for transport terminates |
| Ship-To Party | Name and address of first delivery party scheduled to physically receive the goods after CBP release |
| HTS Number | Harmonized Tariff Schedule commodity code — must be accurate |
Step-by-Step — ISF-5 in Descartes (AMS)
1
Set ISF-5 Filing Indicator
Under Manifest Data Entry tab → General Information tab. Set the ISF-5 Filing Indicator to YES. Confirm vessel code, voyage number, port of discharge and Bill of Lading number are correct.
2
Enter Commodity Codes & Weight
Click the Items tab. Enter the Harmonized Commodity Code (HTS number), Net Weight in KG, and Cash Value. Minimum one line item required per bill of lading.
e.g. HTS: 70161001 · Net Weight: 270 kg · Cash Value: 585
3
Enter Place of Delivery
Click the ISF-5 tab. Under Place of Delivery, click the L (Look Up) button and search for the final destination to obtain the destination code.
4
Enter Foreign Port of Unlading
Use the Look Up button again to search for the numeric destination code for the foreign port of unlading.
5
Enter Ship-To Party
Under Ship-To Code, click Edit Party and enter the final consignee's full address including company name, street, city, country, and contact details.
6
Enter Booking Party
Under Booking Party Code, click Edit Party and enter the original shipper's information including company name, address, and country.
7
Save and Submit
Once all information is complete, save the bill of lading as normal and submit.
8
Confirm Acceptance — Status Code 3Z
After submission, verify the bill receives status code 3Z under Disposition Messages. This confirms CBP acceptance.
✓ Accepted status = 3Z
07
Mandatory Elements Checklist
8 rules that must be followed on every Kestrel shipment
All agents are required to verify these 8 mandatory elements on every shipment before submitting documentation to Kestrel. Non-compliance may result in delays and costs charged to the Origin Agent.
1
Consignee Information
Must include both phone number and email address for contact verification.
2
Place of Delivery Compliance
At least one of either the Consignee or Notify Party must be located in the Place of Delivery.
3
Master Bill Notify Party
Must be listed as Kestrel Liner Agencies (Miami), including full contact details.
4
Master B/L Consignment Policy
For destinations where Kestrel has its own agents, cargo must be consigned and notified directly to Kestrel agents.
⚠ Exceptions: Haiti, Venezuela and Bahamas — consign to the receiver with the agent as notify.
5
Freight Terms — Direct Shipments
Direct/Crosstrade: If HBL is prepaid, the Origin Agent pays master ocean freight. If HBL is freight collect, the Receiving Agent pays master ocean freight.
Gateway MBL: Freight terms are determined by HBL terms (HBL CIF = agent pays master freight to gateway / HBL Ex Works = freight collect with special clause).
Gateway MBL: Freight terms are determined by HBL terms (HBL CIF = agent pays master freight to gateway / HBL Ex Works = freight collect with special clause).
6
Documentation Accuracy & Timeline
All documentation, including House Bills of Lading and Manifests, must be complete and reflect accurate freight terms and charges prior to shipment.
7
Shipper-Owned Container (SOC) Clause
All Shipper-Owned Containers must be clearly declared in both the MBL and HBL in the Description of Goods section. See Section 8 for full policy.
⚠ Failure to declare may result in delays, compliance issues, or additional charges.
8
Tropical Destination Direct Shipments
MBL must be prepaid including destination charges, either at origin or elsewhere by Kestrel. MBL must be consigned to the actual consignee with the agent at destination as the Notify Party.
08
Shipper-Owned Containers (SOC) Declaration Policy
Mandatory compliance requirement for all SOC shipments
⚠ SOC Declaration — Mandatory on All Shipments
To ensure transparency and compliance with carrier and customs requirements, all shipments involving Shipper-Owned Containers (SOC) must adhere to the following policy:
1
Declare on Both MBL and HBL
Shipper-Owned Containers must be clearly declared in both the Master Bill of Lading (MBL) and the House Bill of Lading (HBL). Declaration on only one document is not sufficient.
2
Location in Document
The declaration must appear in the Description of Goods section of both MBL and HBL.
Description of Goods → "SHIPPER-OWNED CONTAINER"
3
Explicit Wording Required
The description must explicitly state that the container is "Shipper-Owned". Abbreviated or implied references are not acceptable.
Failure to declare SOC status may result in cargo delays, compliance issues, or additional charges. Any such costs will be for the account of the Origin Agent.
📞
Important Links & Contacts
All gateway, documentation and support contacts
Point Lisas Gateway (TT)
Point Lisas Operations
Crosstrade Docs
Crosstrade Documentation
+ final destination office per Agents List
Miami Customer Care
Customer Service — Miami
📞 +1 786 220 1650
9505 NW 108th Ave, Medley FL 33178
California Support
Customer Service — California
📞 +1 213 328 6800
This SOP is also available as a PDF document for offline reference and printing.
⬇ Download PDF SOP
UK Headquarters
New Kestrel House
📍 Unit 23/24 M11 Business Link, Parsonage Lane, Stansted, Essex CM24 8GF
📞 +44 1279 818888
US Headquarters — Miami
Kestrel Miami Office
📍 9505 NW 108th Avenue, Medley, Miami, Florida 33178
📞 +1 786 220 1650