Accurate documentation is the backbone of smooth international trade. Missing or inconsistent paperwork is the single most common cause of customs delays, storage charges and held shipments. Use this checklist as a starting point.
Core commercial documents
- Commercial invoice: the bill for the goods, showing seller, buyer, description, value, quantity and Incoterm. Customs uses it to assess duty.
- Packing list: details the contents, weights and dimensions of each package. It must match the invoice exactly.
- Proforma invoice: a preliminary invoice issued before shipment, often used for the buyer to arrange payment or import permits.
Transport documents
- Bill of lading (sea) or air waybill (air): the carrier’s receipt and contract of carriage; the bill of lading can also serve as a document of title.
- Booking confirmation: evidence of your reserved space with the carrier.
Regulatory and origin documents
- Certificate of origin: states where the goods were produced; needed for duty preferences and many imports.
- Export/import licences or permits: required for controlled goods such as chemicals, food, pharmaceuticals and electronics.
- Inspection or conformity certificates: proof the goods meet destination standards.
- Insurance certificate: evidence of cargo cover, especially under CIF/CIP terms.
Tips to avoid delays
Keep every document consistent — the same descriptions, values, weights and party names across all paperwork. Classify goods with the correct HS code. Send documents to your forwarder early so issues are caught before the vessel sails, not after.
ShipX prepares and checks export and import documentation for clients every day. Share your shipment and we will give you a tailored document list for your goods and destination.