Recommendation 1 United Nations Layout Key For Trade Documents
Recommendation 1
UNITED NATIONS LAYOUT KEY
FOR TRADE DOCUMENTS
This recommendation presents the United Nations Lay-
International Federation of Freight Forwarders Associa-
out Key for trade documents, the rules for the location of
tions (FIATA) and International Railway Transport Com-
codes used in this context and explains the United Nations
mittee (CIT).
System of Aligned Trade Documents.
I. BACKGROUND
Work on international trade facilitation is pursued by the
ECE Working Party assisted by a large number of inter-
1.
In October 1960 the Committee on the Development
national organizations, each responsible for special as-
of Trade of the Economic Commission for Europe de-
pects of a trade transaction.
cided to set up a Working Party to examine, among other
things, the possibility of drawing up recommendations
Co-operation between the ECE and UNCTAD secretari-
with a view to the possible reduction, simplification and
ats is especially close in this respect; and the present
standardization of external trade documents.
publication is distributed in the joint series of documents
issued by the two secretariats for information on interna-
2. The Working Party, at its first session in August 1961,
tional trade facilitation work.
agreed that in order to enable national standardization to
proceed in the various countries on similar lines it would
The present versions of the Recommendations on the
be useful to prepare an international model form which
Layout Key and the Location of Codes were adopted by
could contain all the data elements needed in various
the Working Party on Facilitation of International Trade
external trade documents and to set them out in certain
Procedures at its thirteenth session in March 1981.
defined spaces. Having agreed on paper size, form design
At the thirteenth session of the Working Party, repre-
principles and the list of items to be included, a draft
sentatives attended from:
model form was prepared and presented to Governments
and interested international organizations for comment.
Austria; Belgium; Bulgaria; Canada; Czechoslovakia;
Denmark; Finland; France; German Democratic Repub-
3.
In the light of the views expressed and after extensive
lic; Germany, Federal Republic of; Greece; Hungary;
consultations with experts, the Working Party in October
Italy; Netherlands; Norway; Poland; Romania; Sweden;
1962 agreed to put forward a revised model form drawn
Switzerland; Turkey; Union of Soviet Socialist Repub-
up on the basis of the discussion during that session.
lics; United Kingdom of Great Britain and Northern
Ireland; and United States of America. Representatives
4.
At its third session in October 1963, the Working
from Bangladesh, Japan and Kenya participated under
Party considered the replies from Governments and inter-
Article 11 of the Commission's terms of reference.
ested international organizations, and came to the con-
clusion that the revised model form could be used as a
The following specialized agencies and other intergov-
layout key for the simplification and standardization of
ernmental and non-governmental organizations were
documents used in export trade.
also represented:
5.
During the period 1963 to 1969 decisions or recom-
Inter-Governmental Maritime Consultative Organiza-
mendations to align various internationally-established
tion (IMCO); General Agreement on Tariffs and Trade
documents to what was then known as the ECE Layout
(GATT); European Economic Community (EEC); Cus-
Key were taken by the International Chamber of Shipping
toms Co-operation Council (CCC); Central Office for
(1963), the International Technical Conference on the
International Railway Transport (OCTI); International
Rationalization of Relations between Banks (1963), the
Chamber of Commerce (ICC); International Air Trans-
Universal Postal Union (1963), the Customs Co-opera-
port Association (IATA); International Union of Rail-
tion Council (1965), the International Federation of
ways (UIC); International Organization for Standardiza-
Freight Forwarders Associations (1967), the Central
tion (ISO); International Chamber of Shipping (ICS);
Office for International Railway Transport (1967) and
the International Road Transport Union (1969). During
Recommendation No. 1 adopted by the Working Party on Facilitation
this period, aligned series of forms based on the ECE
of International Trade Procedures, Geneva, March 1981
Layout Key were introduced in several member countries
ECE/TRADE/137 [Edition 96.1].
of the Economic Commission for Europe.
Recommendation 1
1
United Nations Layout Key for Trade Documents
6. In April 1969, noting the progress made in the inter-
11. In 1975 an ad hoc Meeting noted that documents
national acceptance of these documents, the Economic
aligned on the ECE Layout Key had already been intro-
Commission for Europe adopted Resolution 4 (XXIV),
duced in many countries outside the ECE region, includ-
recommending, inter alia, “that consideration should be
ing countries with broad interest in world trade such as
given to the ECE Layout Key whenever documents used
Australia, Japan, and New Zealand, and that the intro-
in connection with international trade are being de-
duction of urgently needed common national systems had
signed”. The Commission also drew the attention of the
been facilitated by the availability of an international
Economic and Social Council to the practical value of the
standard.
work of simplification and standardization of procedures
and documents for international trade and the desirability
12. In 1978 the Committee on the Development of Trade
of coordinating that work on a world-wide basis.
noted with satisfaction “that the Layout Key for trade
documents agreed by ECE experts in 1963, and formally
7. Following these recommendations, many countries
recommended by Working Party on Facilitation of Inter-
created facilitation bodies to pursue this work at the
national Trade Procedures in 1973, had reached a level of
national level. Coordination of the facilitation work on a
world-wide acceptance that made it feasible and desirable
world-wide level was provided through the setting up of
to refer to it as the ‘United Nations Layout Key for Trade
a separate secretariat unit in UNCTAD (United Nations
Documents’.”
Conference on Trade and Development), having the
extension of the application of the Layout Key to the other
13. In 1979 the Working Party agreed that the Recom-
regions of the world as one of its main activities.
mendation on the Layout Key should be issued as a United
Nations sales publication and that the text should com-
8. Since the Layout Key was adopted in 1963, rapid
bine the provisions of the two Recommendations of 1973
progress in the field of automatic data processing (ADP)
referred to above. The Working Party also defined the
and data transmission has caused some concern that the
overall concept of the “United Nations system of aligned
development of documentation procedures to match new
trade documents” and agreed to incorporate a description
techniques might result in incompatibility between sys-
of the system in the publication.
tems applied in various areas of the world, and also that
the Layout Key might not be suitable for ADP applica-
14. Because of its flexibility of application, it has been
tions. On the basis of experience in several countries and
possible to use the Layout Key, without change, in a wider
organizations it was confirmed, however, that the Layout
context than was anticipated in 1963. However, in the
Key System was indeed suitable for these applications as
present version (1981) of the Layout Key, certain changes
well as for traditional methods, and it was felt that it
in field identifier terminology have been made, reflecting
would be justified and appropriate to recommend it as a
developments in the standardization of data elements. In
common basis for the presentation of documents for
addition, a certain up-dating of the explanatory notes has
international trade, whether these documents were to be
taken place.
processed by automated or by traditional, non-automated
methods.
II. SCOPE
9. In this context the Working Party noted that documents
15. The recommendation on a layout key for trade docu-
used in international trade increasingly served as a basis
ments aims at providing an international basis for the
for input into ADP systems or were obtained from such
standardization of documents used in international trade
systems. It therefore came to the conclusion that the
and transport and for visual display representations of
information contained in trade documents could sometimes
such documents.
be processed in the most rapid and economic way in ADP
systems if it were presented in coded form. Rules for the
location of coded data elements were then discussed and
III. FIELD OF APPLICATION
prepared.
16. The United Nations Layout Key for Trade Docu-
10. These developments, and a review of national and
ments, appended to this publication, is intended for
international progress in the alignment of trade docu-
application in the designing of documents related to the
ments, enabled Working Party on Facilitation of Interna-
various administrative, commercial, productive and dis-
tional Trade Procedures to adopt, in 1973, two Recom-
tributive activities constituting external trade, whether
mendations: Recommendation No. 1 on the ECE Layout
these documents are completed in handwriting, by me-
Key for Trade Documents (confirming the Layout Key
chanical means such as typewriters and automatic print-
adopted in 1963 and recommending that Governments
ers, or by reproduction methods. It applies to documents
and interested organizations pursue their efforts to align
describing individual consignments (or groupage con-
all documents used in external trade with that Layout
signments, e.g. container loads) rather than documents
Key), and Recommendation No. 2 on the Location of
listing the total load of a means of transport (e.g. Ship’s
Codes in Trade Documents.
Cargo Manifest); regarding the latter type of document,
2
Recommendation 1
United Nations Layout Key for Trade Documents
the Layout Key can be applied for the goods description
Code:
particulars. Although the Layout Key applies mainly to
1. a set of unambiguous rules specifying the manner in
documents used in trade with goods, it can also in relevant
which data may be represented in a discrete form (ISO
parts be applied to transactions not involving goods.
2382/IV-1974; 04.02.07).
17. The Layout Key is intended particularly as a basis for
2.the representation of an item of data established by a
the designing of aligned series of forms employing a
code or the representation of a character series established
master document in a reprographic one-run method of
by a coded character set (ISO 2382/IV-1974; 04.02.10).
document preparation; it can also be applied for the layout
3.the complete set of coded representations defined by a
of visual display presentation in ADP applications.
code or by a coded character set (ISO 2382/IV-1974;
04.0211).
IV. REVIEW PROCEDURES
Code box: an area, within a data field, designated for a
18. Since a large number of international and national
coded data entry (ECE; ISO DP 6760).
documents systems based on the Layout Key have been
introduced, a sufficient period of time has to be allowed
Coded data entry: a data entry expressed in code (ECE).
before any changes in the Layout Key affecting such
document systems are permitted. It has therefore been
Column: a field designed for the recording of data in
agreed that a period of at least three years will be allowed
vertical sequence (ISO DP 6760).
before any amendment enters into force.
Data: a representation of facts, concepts or instructions in
a formalized manner suitable for communication, inter-
V. REFERENCES
pretation, or processing by humans or automatic means
(ISO 2382/I-1974; 01.01.01).
Writing paper and certain classes of printed matter –
Trimmed sizes – A and B series, ISO 216-1975;
Data carrier: a data medium that is designed for storage
Forms design sheet and layout chart, ISO 3535-1977;
and/or transportation of data (ISO DP 6760).
Continuous forms used for information processing –
Data entry: data entered on a data carrier (ECE; ISO DP
Sized and sprocket feed holes, ISO 2784-1974.
7670).
Data field: an area designated for a specified data entry
VI. TERMINOLOGY
(ECE).
19. Some terms used in this publication are defined
Descriptive data entry: a data entry expressed in plain
below, with the source of the definition indicated within
language or in an abbreviated manner (ISO DP 6760).
brackets. “ECE means that the definition originates
within the ECE; “ISO” or “ISO DP” means that it has
Document: a data carrier and the data recorded on it, that
been adopted or proposed for adoption as international
is generally permanent and that can be read by man or
standard; the number is that of the corresponding ISO
machine.
standard or draft proposal.
Document code: a document identifier expressed in code
(ECE; ISO DP 6760).
A-sizes: a series of trimmed paper sizes as specified in ISO
216-1974 (ISO DP 6760). Note: These are paper sizes in
Document identifier: a text or code that specifies the
which the relationship of the longer side to the shorter
function of a document (ECE; ISO DP 6760).
side of the trimmer paper is equal to the ratio between the
diagonal and the side of a square (√2:1 = 1 414:1000).
Document name: the title of a document expressed in
plain language (ECE; ISO DP 6760).
Address field: an area on a form or envelope reserved for
Field code: a field identifier expressed in code (ECE).
a name and/or address (ISO DP 6760).
Field heading : a field identifier expressed in plain lan-
Character: a member of a set of elements upon which
guage, full or abbreviated (ECE; ISO DP 6760).
agreement has been reached and that is used for the
organization, control or representation of data (ISO 2382/
Field identifier: a text or code specifying the nature of the
IV-1974; 04.02.01).
data in a data field (ISO DP 6760).
Form: a data carrier designed to carry a visible record of
Character spacing (“Pitch”): distance between corre-
data entries (ECE; ISO DP 6760).
sponding points of the stroke center lines of adjacent
characters on the same line (ISO DP 6760). Note: Width
Forms design sheet: an application of a layout chart,
space for office machines.
intended as an aid for the placing of rules and other pre-
Recommendation 1
3
United Nations Layout Key for Trade Documents
printed matter in the designing of forms containing
same top and left-hand margins, which places the layout
margin indicators and a network of lines indicating the
in the same relative position vis-à-vis the top and left-
location of printed rules (ECE; cf. ISO 3535-1977).
hand paper edges; the resulting common image area
measures 183 x 262 mm.
Gripper margin: a margin parallel to an edge of a form
providing space for grippers in printing or duplicating
21. Spacing measurements – The basic spacing meas-
machines (ISO DP 6760).
urements of the Layout Key (1/6 in or 4.24 mm for line
spacing and 1/10 in or 2.54 mm for character spacing)
Image area: a predetermined area within which informa-
correspond to the line and character spacings utilized in
tion can be entered for subsequent reproduction, storage
the majority of machines used for completion of forms,
or transmission (ISO DP 6760).
such as typewriters, computer high-speed printers and
other automated character-producing equipment and also
ISO-sizes: paper sizes specified in ISO 216-1975 (ISO DP
with optical character recognition devices.
6760; cf A-sizes).
22. Margins and design principles – A top (gripper)
Layout chart: a sheet provided with scales and other
margin of 10 mm and a left-hand (filing) margin of 20
indicators conforming to the characteristics of the major-
mm have been reserved. The design is based on ISO
ity of character-printing machines in general office and
3535-1975 “Forms Design Sheet and Layout Chart”,
data-processing use (ECE; ISO 3535-1977).
using standard column widths suitable for pre-set standard
Layout key: a pro-forma document used for indicating
tabulating positions.
spaces reserved for certain statements appearing in docu-
23. Design considerations – Generally, the design of the
ments in an integrated system (ECE; ISO DP 6422).
Layout Key is based on the “box design” principle. Care
Line spacing: the distance between two adjacent base-
has been taken to place recipient addresses in an area
lines (ECE; ISO DP 6760).
acceptable to postal authorities for use with window
envelopes. In placing the other data elements included in
Margin: the space between an edge of the form and its
the Layout Key, consideration has been given to argu-
adjacent image area (ISO DP 6760).
ments of a technical, legal, commercial, administrative
and practical nature put forward by the various interested
Master: a document prepared for the purpose of produc-
parties consulted. An area for “free disposal” at the lower
ing other documents, by duplicating or copying its data,
part of the format is intended to cater to more particular
completely or in relevant parts (ECE).
needs in individual applications.
One-run method: the use of a reproduction process to
24. Application principles – The following principles
transfer all or part of the information recorded on a master
apply for the designing of forms on the basis of the Layout
on one or more forms constituting an aligned series (ECE;
Key:
ISO DP 6760).
24.1. Data elements specified in the Layout Key should
Ordinal data entry: data entry intended for identification
be placed in the corresponding space in the form under
of an individual document or an item, or for classification
design.
and sorting, but not as a quantity for calculation (ECE).
24.2. Data elements not specified in the Layout Key
Quantitative data entry: numerical data entry which can
should be placed in the “free disposal area”.
be used as a quantity for calculation (ECE).
24.3. Data elements specified in the Layout Key but not
Top margin: a margin along the upper edge of the form
required in the form under design can be disregarded and
(ISO DP 6760).
the corresponding space used for other purposes in the
Trimmed size: the final dimensions of a sheet of paper
same way as the “free disposal area”, as set out in 24.2
(ISO 4046-1978).
above.
24.4. The use of the area for free disposal (any space
VII. DESCRIPTION
made available under point 24.3 above) may be subject to
particular design considerations if the form is to be
20. Paper size – The paper size for the Layout Key is the
included in an aligned series or otherwise used in a one-
international ISO size A4 (210 x 297 mm, 8 1/3 x 11 2/3 in),
run application. Before any “in-house” data elements can
with provision for ISO size A5L (148 x 210 mm) for
be included in a reproducible master at company level, the
certain postal forms and for the equivalent sizes specified
designer has to take into account, and place in their proper
for continuous forms in ISO 2784-1974. In some coun-
locations, all relevant items appearing in any interna-
tries, particularly in North America, the paper size 216 x
tional, sectoral or national layout key or standard form
280 mm (8 1/2 x 11 in) is commonly used. Where this size
which would apply to the aligned series under design.
is used, alignment can be achieved by maintaining the
Only such annotations, stamps and similar entries which
4
Recommendation 1
United Nations Layout Key for Trade Documents
are made after the initial one-run completion of the form
goods are to be delivered, if it differs from the (mail)
can be placed without these considerations.
address of the consignee.
24.5. If any free space is used for the expansion of other
Transport details
data fields, it should be taken into account that this may
This field is reserved for a description of the transport,
create problems for trading partners whose automated
including places involved in the chain of transport, modes
office procedures might be based on aligned documents.
and means of transport, etc.
If they receive documents containing data fields larger
than those set out in the United Nations Layout Key or in
Date, Reference No., etc.
related data standards, they may be unable to accommo-
date the corresponding data entries in their own systems;
If not otherwise specified, “date” means the date of issue
in that case appropriate measures should be taken for co-
of the document in which it appears. The reference
ordination between trading partners concerned.
number is a number or designation preferably common
throughout each set of documents. It can be the same as
25. The field identifiers in the Layout Key indicate the
order number, invoice number, etc. In this field, other
general nature of the information to be contained in the
dates and numbers can be entered, either at the time of the
fields. The data fields can be further sub-divided observ-
completion of document, or later in the procedure by
ing certain practices which have emerged in the develop-
parties to whom the documents are handed over. The
ment of various international documents. As examples,
sequence of these items can be modified.
it is possible to provide space for the exporter’s agent in
the bottom part of the exporter field, the field for transport
Buyer (if other than consignee) or other address
details can be sub-divided to accommodate the various
Often goods are sent to one address and documents to
data elements specifying places of the itinerary, modes
another. In such cases, the consignee field is used for the
and means of transport, etc. The depth of the “goods
goods address required, inter alia, in transport docu-
description” area can be adjusted to the average need by
ments, whereas the alternative address field is used for the
raising or lowering the dotted line as required. The order
address to which documents, such as invoices, are sent
can be reversed between the two data elements sets “gross
(buyer’s address).
weight – cube” and “net quantity – value”.
Country details
26. If, when drafting a document in accordance with the
Layout Key, there is any doubt about which deviations are
Information on country of origin, country whence con-
permissible within the framework of the Layout Key, it is
signed (country of provenance) and country of destination
advisable to contact either the national facilitation body,
may be required for statistical and other purposes. If any
if any, or the secretariat of the Economic Commission for
of these items are not required, the space left may be used
Europe, or UNCTAD’s Special Programme on Trade
for other purposes, e.g. indication of licence number; it
Facilitation (FALPRO) both in the Palais des Nations at
can also – in such cases – be added to the field for terms
Geneva, Switzerland.
of delivery and payment.
Terms of delivery and payment
VIII. DATA ELEMENTS
This space may be freely used for the purpose indicated,
27. The field headings of the Layout Key are listed below.
normally specifying time of delivery, terms of delivery,
The remarks are intended to explain the nature of the data
terms of payment, insurance details, etc.
to be entered in the corresponding data fields.
Shipping marks and container numbers
Consignor (Exporter)
This field is intended for the particulars needed to identify
This field is intended to show the name and address of the
goods (and freight containers) and to relate them to the
sender of goods or the originator of the documents, as the
documents, preferably in accordance with the UN/ECE/
case may be.
FAL Recommendation No. 15, “Simpler Shipping Marks”.
If goods are marked with the consignee address, this
Consignee
should be indicated by an expression such as “Addressed
to consignee”, or preferably – by entering the full address
The field for the name and address of the consignee has
as shown on the goods.
been located in conformity with international postal
specifications so as to allow the use of window envelopes.
Number and kind of packages
Notify or delivery address
No particular column width has been reserved for these
If in maritime transport the goods are consigned “to
data elements, as it would have to be wide enough to
order”, a notifying address may be required. If not, this
accommodate a maximum number of packages which
space can be used for specifying the address where the
would only rarely appear and would thus, in more cases,
Recommendation 1
5
United Nations Layout Key for Trade Documents
unnecessarily reduce the space for description of goods. It
Location of document code:
is recommended that a typing layout be used that clearly
separates this information from the goods description.
– The document code should be placed immediately
before the document name or should take its place.
Description of goods
Location of field code (tag):
This field is intended for a description of the goods in
common trade terms, if possible using terminology of the
– If a data field code is used, it is important to avoid
applicable Customs or freight tariffs. For detailed speci-
confusion with coded data entries. The field tag
fications of articles, the “free disposal” area should be
should therefore be placed before the field heading
used.
(data element name) or should take its place starting
at the top left-hand corner of the data field.
Commodity number
Location of coded data entries:
When appropriate the applicable number of the relevant
statistical commodity list or Customs tariff should be
– In box-type data fields, coded data entries should be
given, since at least the first digits of these numbers are
placed in the top right-hand corner of the box. A
in most cases used globally.
short vertical line can be used to separate the code
box from the rest of the data field.
Gross weight (mass)
– In column-type data fields, coded data entries should
The gross weight (mass) is intended for transport and
be placed in vertical order under the field code (tag)
other cargo-handling purposes. It is shown in the same
column as net quantity, but can be separated by using a
and, where necessary, should be preceded by an
ordinal number (item number).
“tier” layout or otherwise by placing it on another level.
29. When ordinal and quantitative data entries (such as
Cube
dates, weights, quantities, values, container number) are
This field is intended for indicating the cubic space
represented in a form which can be used directly as coded
required for the goods under transport. It should be
input into ADP systems, it is not necessary to repeat them
located beside the gross weight.
in a special code box.
Net quantity
30. Examples of the application of these rules for the
This column shows net weight and supplementary quan-
location of codes are given on the previous page.
tities required, inter alia, for statistical purposes as speci-
fied in the relevant commodity list or Customs tariff.
X. THE UNITED NATIONS SYSTEM OF
ALIGNED TRADE DOCUMENTS
Value
This indication of value is intended mainly for statistical
31. The United Nations Layout Key serves as the basis for
purposes. In most countries export statistics are based on
the creation of subsidiary international and national
FOB value and import statistics on CIF value.
layout keys, internationally or nationally established stand-
ard forms and – ultimately – aligned masters and forms
Free disposal
used at company level.
This area can be used at discretion for such additional
information as cannot be accommodated within the speci-
32. Such “derived” layout keys and forms can be success-
fied fields. Individual space requirements determine the
fully aligned only if certain rules are observed, taking into
exact location of the dividing dotted line.
account a hierarchic structure of interdependence and
relations on a number of levels, which can be presented
Authentication (Signature)
graphically as illustrated below and further explained in
Besides signature or other proof of authentication, infor-
the notes that follow. In the illustration, interrupted lines
mation may be entered in this field regarding the place
(---) depict layout keys which serve as the basis for the
where the document is signed or otherwise authenticated,
design of forms but cannot themselves be used as opera-
date of authentication, etc.
tional documents, whereas a full line indicates national
masters, to be used for the completion of forms, and
standard or other aligned forms to be used as operational
IX. RULES FOR THE LOCATION
documents.
OF CODES
33. In principle, no form can be designed without taking
28. In all cases where document codes, data field codes
into account the existence of a layout key, master or
(tags) and coded data entries are to be shown in docu-
standard form at a higher level; conversely, it would be
ments used in international trade, the following rules for
possible for a company to design an aligned form directly
their location should be applied:
on the basis of the United Nations Layout Key if there
6
Recommendation 1
United Nations Layout Key for Trade Documents
Examples
DOCUMENT CODE
710 BILL OF LADING
or
710
BILL OF LADING
BOX TYPE DATA FIELDS
Field heading:
Field code:
Date of document
BN
Descriptive entry:
Coded entry:
930205
5 February 1993
Final document:
BN
Date of document
930205
5 February 1993
COLUMN TYPE DATA FIELDS
1492
8260 Container No.
8154 Container
7224 No.
6292 Gross Weight
Item
Type/Size
of packages
001
EACU1234567
1020
1
8 050
002
EFGU8902345
2040
1
3 100
003
IJKU6789012
1540
1
5 200
Ordinal entries
Quantity entries
(Sorting) (Identification) (Classification)
(Calculation)
NOTE: The examples are given as illustrations only and do not specify any precise dimensions for the various
boxes and columns. Numeric identifiers (tags) from the ECE/UNCTAD Trade Data Elements Directory
are used as examples of field codes.
Recommendation 1
7
United Nations Layout Key for Trade Documents
were no applicable mandatory layout keys, masters or
mandatory) which present data elements in accordance
standard forms on the intermediate levels.
with the United Nations Layout Key, and direct the layout
of further data elements required in relevant treaties,
34. In the following paragraphs the levels illustrated
conventions, protocols, and similar agreements. These
above are described and examples given of applications at
forms do not, in principle, permit any deviation in design.
these levels.
Models of standard forms are often included in such
agreements and are named in accordance with the docu-
International specialized or sectoral layout keys
mentary function which they fulfil.
35. These are intergovernmental or non-governmental
standards (mainly optional) which present data elements
Examples
in accordance with the United Nations Layout Key and
– Rail Consignment Note (1980) under the CIM Con-
direct the layout of further data elements common to the
vention;
special application or sector for which the layout key is
intended.
– TIR Carnet (1975);
36. Specialized or sectoral layout keys serve as the basis
– GSP Certificate (1971);
for the design of aligned forms for use in a special
application or sector, and are suitable for a one-run
– Movement Certificate EUR 1 (1975).
system.
National layout keys
Examples
38. These are nationally-recommended standards (man-
– Aligned Invoice Layout Key for International Trade
datory or voluntary) which present data elements in
(UN/ECE/FAL/Rec. No. 6, 1976);
accordance with the United Nations Layout Key (taking
– ICS Standard Bill of Lading (1972);
into account relevant specialized and sectoral layout keys
and standard forms), and which direct the layout of any
– CCC Layout Keys for Goods Declarations (1965,
further nationally-required data elements with a view to
1977).
establishing national aligned series of trade documents.
Aligned international standard forms
39. National layout keys (with or without national series
37. These are internationally-established forms (mostly
of aligned forms) are often adopted as National Standards
United Nations
Layout Key
INTERNATIONAL APPLICATIONS:
International
International
Sectoral Layout Key
Standard Form
NATIONAL APPLICATIONS:
National
National
Layout Key
Master
National
Standard Form
APPLICATIONS AT COMPANY LEVEL:
Company masters and forms
8
Recommendation 1
United Nations Layout Key for Trade Documents
by national standards bodies; they may be prescribed by
Aligned national standard forms
government regulation for certain applications.
41. These are nationally standardized forms which present
Examples
data elements in accordance with the United Nations
Layout Key and which are adapted to the needs of the
– “Trade documentation: Layout Key for the designing of
relevant country.
forms” (Swedish national standard SIS 614110, 1970);
42. National standard forms are often based both on
– “Unified System of Documentation. System of docu-
national layout keys/masters and on specialized or sectoral
mentation on foreign trade. Standard Form”. (USSR
layout keys, and are designed for use within an aligned
State Standard, GOST 6.2-1973)
series of trade documents.
National masters
Examples
40. These are nationally-recommended standards
– National Customs entry forms;
(mandatory or voluntary) which present data elements in
– National Standards for commercial invoices.
accordance with the United Nations Layout Key (taking
into account relevant specialized and sectoral layout keys
Aligned company masters and forms
and standard forms) and which include further required
data elements. They serve as the basis for aligned series
43. In practical applications, a company using the one-
of trade documents; copies of masters can be used directly
run method for completion of trade documents establishes
for the production of documents: such copies are called
a company master to cover all relevant forms needed for
a trade transaction. In countries where a national master
“master forms”. National masters (with or without national
has been established, the master form can, in principle, be
series of aligned forms) can be adopted as National
used as the company master. The forms needed for a trade
Standards by national standards bodies; they may be
transaction include - in addition to mandatory interna-
prescribed by government regulation for certain
tional and national standard forms - a number of other
applications.
forms, adapted to the particular needs of the company
Examples
concerned, with company name and logotype pre-printed
and sometimes reflecting other company characteristics.
– “United States Standard Master for International Trade”
The detailed design of these “company forms” is left to the
(National Committee on International Trade Docu-
discretion of the issuing company. Some forms intended
mentation, 1970);
for general application, such as commercial invoices,
– “Master Document” (Indian Institute for Foreign Trade,
bills of lading, etc., are commercially available in aligned
1978).
neutral versions.
Recommendation 1
9
10
United Nations Layout Key for Trade Documents
Consignor (Exporter)
Date; Reference No. etc.
Consignee
Buyer (if other than original consignee) or other address
Country whence consigned
Notify or delivery address
Country of origin
Country of destination
Transport details
Terms of delivery and payment
Shipping marks; Container No. Number & kind of packages; Goods description
Commodity No. Gross weight
Cube
Net quantity
Value
Place and date of issue; Authentication
Recommendation 1
11
