FAR 52.247-52—Clearance and Documentation Requirements-Shipments to DoD Air or Water Terminal Transshipment Points.
Plain-English Summary
FAR 52.247-52 sets the clearance and documentation rules for shipments consigned to Department of Defense (DoD) air or water terminal transshipment points for overseas movement. It covers when the contractor must obtain an Export Release, when the contractor must provide shipment data for a Transportation Control and Movement Document (TCMD), what information must be furnished for both processes, how movement documents must be annotated, and how copies of those documents must be distributed. The clause also addresses special timing rules, including the general 10-day advance requirement for water port shipments and the 5-day advance requirement for TCMD preparation, plus an exception when the contracting officer directs a shorter delivery period. In practice, this clause is about making sure DoD transportation offices have enough lead time and accurate data to plan, clear, and track cargo moving through military transshipment points. It is especially important for shipments involving classified material, hazardous materials, explosives, radioactive material, vehicles, and other cargo that can affect mode selection, security, and port handling. The clause also ties contractor performance to proper marking and documentation standards, including Transportation Control Numbers, consignor and consignee codes, export release numbers, and cubic measurements. For contractors, the practical effect is that shipping cannot be treated as a routine commercial move; it requires early coordination with the Government transportation office and careful document preparation to avoid delays, rejected shipments, or misrouting.
Key Rules
Applies to DoD transshipment shipments
This clause applies when shipments are consigned to DoD air or water terminal transshipment points for overseas destinations. It is included in solicitations and contracts only when those types of shipments are expected.
Export Release required for water ports
At least 10 days before shipping cargo to a water port, the contractor must obtain an Export Release from the Government transportation office for covered shipments. The requirement applies to all shipments of 10,000 pounds or more and to certain smaller shipments based on security classification, mode/space requirements, special handling, or hazardous cargo type.
Special categories trigger release
For shipments under 10,000 pounds, an Export Release is still required if the cargo is classified Top Secret, Secret, or Confidential; requires exclusive use of a vehicle; fills the visible capacity of a rail car or motor vehicle; is tendered as a carload or truckload despite being less than that; is going to an ammunition outloading port; or contains narcotics, perishable biological material, driveaway vehicles, certain explosives or dangerous articles, or radioactive material.
Do not order transport too early
The contractor is specifically cautioned not to order railway cars or motor vehicles for loading until the Export Release has been received. This prevents premature commitment of transportation resources before the Government has cleared the shipment.
Shorter delivery periods require notice
If the contracting officer directs delivery in less than 10 days, the contractor must advise the transportation office of the date the cargo will be ready for shipment. This preserves visibility and allows the Government to adjust clearance and movement planning.
TCMD data due 5 days ahead
At least 5 days before shipping cargo to either a water port or an airport, the contractor must provide the Government transportation office the information needed to prepare a TCMD. This requirement applies regardless of weight, security classification, or commodity description.
Required shipment data
When seeking an Export Release or providing TCMD information, the contractor must furnish shipment dates, number and type of containers, gross weight and cube, number of cars or trucks involved, Transportation Control Numbers, and the proper shipping name for dangerous substances. These data elements support routing, tracking, and safety compliance.
Movement documents must be annotated
All movement documents, including Government or commercial bills of lading, must be annotated with the TCN, consignor code, consignee code, transportation priority, Export Release number, valid shipping period, and cubic foot measurement of each shipment unit. The clause also specifies where these annotations must appear on the document.
Document distribution is mandatory
The contractor must mail a copy of the bill of lading or other movement document to the transshipment point and give a copy to the carrier for presentation with the shipment. This ensures the receiving terminal has advance notice and the carrier has the paperwork needed at delivery.
Responsibilities
Contracting Officer
May direct delivery within a shorter period than 10 days, which triggers the contractor’s duty to notify the transportation office of the cargo ready date. The contracting officer also determines whether the clause is included in the contract based on whether shipments will go to DoD air or water terminal transshipment points.
Government Transportation Office
Issues Export Releases, prepares or receives TCMD-related information, and uses the contractor’s shipment data to clear and track cargo moving through DoD transshipment points. It also receives advance notice when the contractor is operating under a shortened delivery schedule.
Contractor
Obtain Export Releases when required, provide TCMD data at least 5 days before shipment, avoid ordering rail cars or trucks before release is received, annotate all movement documents correctly, mail a copy of the movement document to the transshipment point, and provide a copy to the carrier for presentation at delivery.
Carrier
Carry the movement document provided by the contractor and present it to the transshipment point when delivering the shipment.
Consignor Activity / Directing Activity
Be identified on movement documents through the correct consignor code, which links the shipment to the Government activity directing the movement.
Practical Implications
Contractors need to build in lead time. The 10-day Export Release rule for water ports and the 5-day TCMD rule for both air and water ports mean shipping schedules must be planned well before pickup or tender.
The clause is easy to miss on small shipments. Even shipments under 10,000 pounds can require Export Release if they are classified, hazardous, radioactive, vehicle-related, or otherwise specially handled.
Document accuracy matters as much as timing. Missing or incorrect TCNs, consignee/consignor codes, shipping periods, or cubic measurements can delay acceptance at the transshipment point or disrupt DoD tracking.
Do not commit transportation resources too early. Ordering rail cars or trucks before receiving the Export Release can create avoidable cost, schedule, and compliance problems.
The contractor must manage both Government and carrier copies of the paperwork. Failing to mail the document to the transshipment point or provide it to the carrier can cause delivery problems even when the shipment itself is otherwise ready.
Official Regulatory Text
As prescribed in 47.305-6 (f)(2) , insert the following clause in solicitations and contracts when shipments will be consigned to DoD air or water terminal transshipment points: Clearance and Documentation Requirements-Shipments to DoD Air or Water Terminal Transshipment Points (Feb 2006) All shipments to water or air ports for transshipment to overseas destinations are subject to the following requirements unless clearance and documentation requirements have been expressly delegated to the Contractor: (a) At least 10 days before shipping cargo to a water port, the Contractor shall obtain an Export Release from the Government transportation office for- (1) Each shipment weighing 10,000 pounds or more; and (2) Each shipment weighing less than 10,000 pounds; if the cargo either- (i) Is classified Top Secret , Secret , or CONFIDENTIAL ; (ii) Will require exclusive use of a motor vehicle; (iii) Will occupy full visible capacity of a railway car or motor vehicle; (iv) Is less than a carload or truckload, but will be tendered as a carload or truckload; or (v) Is to be shipped to an ammunition outloading port for water shipment; or (3) Each shipment weighing less than 10,000 pounds if the cargo consists of- (i) Narcotics; (ii) Perishable biological material; (iii) Vehicles to be offered for driveaway service; (iv) Explosives, ammunition, poisons or other dangerous articles classified as class 1, division 1.1 , 1.2 , 1.3 , 1.4 ; class 2, division 2.3; and class 6, division 6.1 ; or (v) Radioactive material, as defined in 49 CFR 173.403 , class 7. (b) The Contractor is cautioned not to order railway cars or motor vehicles for loading until an Export Release has been received. (c) If the Contracting Officer directs delivery within a shorter period than 10 days, the Contractor shall advise the transportation office of the date on which the cargo will be ready for shipment. (d) At least 5 days before shipping cargo to either a water port or an airport (regardless of the weight, security classification, or the commodity description), the Contractor shall provide the Government transportation office the information shown in paragraph (e) of this clause to permit preparation of a Transportation Control and Movement Document (TCMD). (e) When applying for the Export Release in paragraph (a) of this clause or when providing information for preparation of the TCMD in accordance with paragraph (d) of this clause, the Contractor shall furnish the- (1) Proposed date or dates of shipment; (2) Number and type of containers; (3) Gross weight and cube of the shipment; (4) Number of cars or trucks that will be involved; (5) Transportation Control Number(s) (TCN) as required for marking under MIL-STD-129 or Federal Standard 123; and (6) Proper shipping name as specified in 46 CFR 146.05 for all items classified as dangerous substances as required for marking under MIL-STD-129. (f) All movement documents (Government or commercial bills of lading or other delivery documents) shall be annotated by the Contractor with the- (1) Transportation Control Number, Consignor Code of activity directing the shipment; i.e., cognizant contract administration office, purchasing office when contract administration has been retained, or a Contractor specifically delegated transportation responsibilities under DoD 4500.9-R, Defense Transportation Regulation, responsibilities in the contract, whichever is appropriate, Consignee Code, and Transportation Priority for each shipment unit; (2) Export Release Number and valid shipping period, if stated (if expired, the Contractor shall request a renewal); and (3) Cubic foot measurement of each shipment unit. (g) All annotations on the movement documents shall be made in the "Description of Articles" space except, on Government bills of lading the Export Release number and shipping period shall be entered in the space entitled "Route Order/Release No." (h) The Contractor shall- (1) Mail a copy of the bill of lading or other movement document to the transshipment point; and (2) Give a copy of the bill of lading or other movement document to the carrier for presentation to the transshipment point with delivery of the shipment. (End of clause)