Yes! You can use AI to fill out UPS Supply Chain Solutions Shipper’s Letter of Instruction / Air Waybill (Air Freight Services)

People often enter a trade name, omit the street address, or provide a P.O. Box instead of a complete physical address for the U.S. Principal Party in Interest (USPPI). This happens because shippers copy billing info or email signatures rather than the legal entity details required for export documentation. Missing or non-physical addresses can delay pickup, prevent AES/EEI filing, and trigger compliance questions. Use the USPPI’s full legal name and a complete physical address (street, city, state, ZIP) that matches your corporate/tax records.

A common error is leaving the EIN blank, entering a personal SSN, or using an internal company number that is not an IRS-issued EIN/ID. This typically occurs when the person completing the form is not in finance/compliance and doesn’t know which identifier is required. Incorrect EIN/ID can cause AES/EEI filing failures, customs delays, and potential penalties for inaccurate export reporting. Confirm the correct EIN (or other valid USPPI ID) from official tax documentation and enter it exactly as issued.

Shippers frequently provide only the consignee company name/address but omit a specific contact person and telephone number, or they enter a U.S.-formatted number for an international destination without country/area codes. This happens because the form visually emphasizes addresses, and contact fields are easy to overlook. Missing or invalid contact info can lead to delivery holds, failed delivery attempts, and customs clearance delays when authorities or the carrier need clarification. Always include a named consignee contact and a reachable phone number with the correct country code and extension if applicable.

Many people mistakenly list the freight forwarder, broker, or a warehouse as the “Ultimate Consignee,” or they duplicate the same party across consignee fields. This confusion is common because multiple logistics parties may be involved and the terms are not intuitive. Misidentifying the ultimate consignee can result in incorrect EEI reporting, misrouted shipments, and compliance issues (especially for controlled goods). Enter the true end recipient as the Ultimate Consignee, and use Intermediate Consignee only when there is a legitimate onward party receiving the goods before final delivery.

Users often check more than one service (e.g., Direct and Consolidated) or fail to select Door-to-Door vs. Airport-to-Airport, assuming UPS will choose. This happens because the form presents many checkboxes and the differences are not always understood. Conflicting or missing selections can cause rating errors, booking delays, and service that doesn’t match the required delivery timeline. Choose exactly the service and routing option that matches your quote/booking instructions, and confirm with your UPS SCS contact if unsure.

A frequent mistake is checking “Shipper Requests Insurance: Yes” but not entering an amount, or entering a declared value for carriage that doesn’t match the commercial invoice value. This occurs because shippers confuse “insurance amount” with “declared value for carriage,” or assume coverage is automatic. Inconsistencies can lead to underinsured shipments, claim denials, or additional charges and rework. Decide whether you need insurance, enter the requested insurance amount, and ensure the declared value for carriage is completed and aligned with your invoice and risk requirements.

People often select DDP when they do not intend to pay duties/taxes, or select DAP/Free Domicile without understanding who is responsible for clearance and charges. This happens because Incoterms are commonly misunderstood and the form provides limited guidance. The wrong selection can cause unexpected duty bills, clearance delays, and disputes with the consignee. Confirm the agreed Incoterm in your sales contract and select only the term that matches who will pay freight, duties, taxes, and clearance responsibilities.

Shippers frequently forget to select PREPAID/COLLECT/THIRD PARTY, or they select BILL TO THIRD PARTY but omit the third-party name/address and account number. This happens when the shipment is arranged quickly and billing details are handled by another team. If payment is unclear, the form states the shipper may be liable, and the shipment can be held until billing is resolved. Always select one payment method and ensure the corresponding account numbers and third-party billing details are complete and accurate.

A common compliance issue is leaving the AES Internal Transaction Number (ITN) blank when EEI was filed by the shipper, or failing to check the authorization box that allows the forwarder to file EEI on the shipper’s behalf. This happens because filers assume UPS will “handle AES” automatically or they don’t know whether EEI is required for the shipment. Missing ITN/authorization can stop export processing, delay departure, and create regulatory exposure. Determine who is filing EEI, provide the ITN if you filed, or explicitly authorize the forwarder to file and ensure all required data is supplied.

Users often provide vague descriptions (“parts,” “samples”), omit Schedule B/HTS numbers, leave ECCN/EAR99 blank (even though it is marked mandatory), or enter quantities/units that don’t match the Schedule B unit of measure. This happens because product classification is specialized and the form requests multiple compliance fields per line item. Incomplete or inconsistent commodity data can cause AES rejection, customs holds, incorrect duties, and export control violations. Use precise descriptions, correct Schedule B/HTS codes, enter ECCN or EAR99 for each line, and ensure quantity, UOM, weight (KGs), and value at port of export are consistent with the commercial invoice and packing list.

Shippers sometimes check “NO” for hazardous materials because the item seems harmless, or they check “YES” but fail to attach/prepare the required Dangerous Goods Declaration. This occurs because hazmat classification (e.g., batteries, aerosols, chemicals) is not obvious to non-specialists. Incorrect hazmat declarations can lead to shipment refusal, regulatory penalties, and serious safety risks. Verify hazmat status using SDS and applicable regulations, mark the hazmat field accurately, and include the Dangerous Goods Declaration and any required packaging/labels when applicable.