The Complete Shipping Documents Checklist for Every Shipment

Document management is the operational backbone of international shipping. A single missing or incorrect document can trigger customs holds, port demurrage, and costly delays. Use this checklist to ensure every shipment is fully prepared.

Core Documents (Required for Every Shipment)

✅ Commercial Invoice

The primary customs and payment document. Must include:

• Seller and buyer details (name, address, country)
• Invoice number and date
• HS codes for each commodity
• Unit prices, quantities, and total value in currency
• Country of origin
• Incoterms (e.g., FOB Shanghai, Incoterms 2020)
• Payment terms
• Shipping marks and container number

✅ Packing List

A detailed breakdown of every package in the shipment:

• Number of packages (cartons, pallets, crates)
• Gross weight and net weight per package
• Dimensions (L × W × H) per package
• Total CBM
• Package marks and numbers
• Contents description

The packing list must match the commercial invoice exactly — discrepancies trigger customs holds.

✅ Bill of Lading (B/L) or Sea Waybill

Issued by the carrier after loading. The B/L is a document of title (required for LC transactions). The sea waybill is non-negotiable (sufficient for non-LC shipments).

Check: Ensure shipper, consignee, notify party, port details, and cargo description are all accurate before approving the draft B/L.

Export Documents

✅ Export Customs Declaration / Export License

Most countries require exporters to file an export declaration with customs authorities. In some countries, certain commodities require a specific export license (e.g., dual-use goods, arms, certain chemicals, antiques).

✅ Certificate of Origin (COO)

Certifies the country where goods were manufactured. Required when:

• Claiming preferential tariff rates under a free trade agreement
• The importing country requires it as a standard practice
• Goods are subject to anti-dumping duties and origin must be verified

Types: Non-preferential (general COO issued by Chamber of Commerce) or Preferential (Form A, EUR.1, APTA, etc. for FTA eligibility).

Import Documents

✅ Import License / Import Permit

Required for controlled commodities: pharmaceuticals, food products, chemicals, weapons, electronics with radio frequency, certain textiles and apparel. Check your specific commodity and destination country requirements before shipping.

✅ Arrival Notice / Pre-Alert

The carrier's destination agent sends an arrival notice when the vessel is in transit. Use this to initiate customs clearance pre-arrival.

Specialized Documents by Product Type

Financial Documents (for LC Transactions)

When payment is by Letter of Credit (LC):

• Draft / Bill of Exchange
• Insurance Certificate or Policy
• All documents listed above, prepared strictly according to LC terms and conditions

LC presentations require 100% document compliance — even minor discrepancies (e.g., "co." vs "company") result in discrepancies and payment delays.

Pre-Shipment Document Checklist

Before your cargo is collected:

• Commercial Invoice issued, reviewed, and approved
• Packing list matches invoice and physical cargo
• HS codes verified for each commodity
• Export license obtained (if required)
• Dangerous goods declared (if applicable)
• Fumigation completed and certificate obtained (if wooden pallets)
• COO applied for (if required at destination)

Before approving the draft B/L:

• Shipper name/address exactly matches COO and invoice
• Consignee name exactly matches LC or buyer's import authority
• Port of loading and discharge are correct
• Cargo description, HS codes, weight, and CBM are accurate
• Notify party details are complete

Systematic document preparation before each shipment is the single most effective way to avoid costly customs delays.