Commercial documents reviewed at a port terminal — illustrative image

Required documents

The documents needed at each stage of import, export and customs clearance. Print this page or use it as a checklist before contacting us.

Core commercial documents

These appear in almost every import or export file and form the basis of the customs declaration.

Proforma invoiceWith full description, quantity, unit and total value, delivery term, payment method and validity period.
Commercial invoiceIssued by the seller and consistent with the proforma and the order registration. Discrepancies in value or description are the most common cause of a detained file.
Packing listPackage count and numbering, precise contents of each package, net and gross weights, dimensions and shipping marks.
Certificate of originIssued by the chamber of commerce at origin. Where preferential tariffs apply, the specific form for that agreement is required.
Purchase contractWhere one exists, particularly for machinery, production lines and staged contracts.

Transport documents

The transport document differs by mode and governs title to, or the right to receive, the goods at destination.

Bill of ladingFor sea freight. The original is negotiable; without it, or a telex release, the cargo will not be handed over at destination.
Air waybillFor air freight. Non-negotiable; the goods are released to the consignee named in the document.
CMR consignment noteFor international road transport, together with a TIR carnet on the applicable corridors.
Rail consignment noteFor rail freight, in line with the regulations of the corridor and the countries transited.
Cargo insurance policyWith cover appropriate to the mode and the nature of the goods. Under CIF and CIP the seller provides it.
Inspection certificateWhere required by regulation or agreed in the contract, issued by an inspection company acceptable to both parties.

Customs documents and permits

This section has the greatest effect on clearance speed and should be settled before the goods ship.

Order registrationWith a valid number matching the description, tariff code, value and country of origin shown in the commercial documents.
Tariff classificationDetermined by the structure, material, function and technical specification of the goods, not by their trade name.
Permits from related authoritiesAccording to the commodity: health, food and drug, standards, agriculture, atomic energy or other relevant bodies.
Standards certificateFor goods subject to mandatory standards, issued before release on the basis of sampling from the consignment.
Warehouse receiptIssued by the warehouse or customs area once the goods have been discharged.
Payment and currency documentsAccording to the agreed payment method and the currency regulations in force.
Catalogue and technical specificationFor machinery, equipment and technical goods. Providing these shortens classification and assessment.

Commodity-specific documents

Some consignments need dedicated paperwork on top of the standard set.

Dangerous goodsDangerous goods declaration, safety data sheet, and packing and labelling compliant with the rules of the mode used.
Temperature-controlled cargoTemperature instructions, a temperature log for the journey and, where required, a health certificate.
Food and agricultural productsHealth certificate, plant or animal quarantine certificate and a certificate of analysis.
Pharmaceuticals and medical devicesFood and drug authority permit, certificate of manufacture and, in some cases, batch release certification.
Machinery and production linesItemised parts list, layout drawing, year of manufacture and, where needed, a technical inspection report.
Out-of-gauge cargoDimension and weight drawings, lashing plan, route study and transit permits.

Export documents

For exporters, the following are commonly required alongside the commercial documents.

Export declarationPrepared and lodged at the customs office of origin with supporting documents.
Certificate of originIssued by the chamber of commerce in the form required by the destination country.
Quantity and quality inspection certificateWhere requested by the buyer or required by destination regulations.
Health or quarantine certificateFor food, agricultural and animal products, according to destination requirements.
Currency repatriation documentsIn line with the currency regulations in force and the agreed payment method.

The exact set of documents depends on the commodity, its tariff classification, the country of origin and the mode of transport. The items below are the most common; your particular goods may require more. Verify the requirements before you buy.

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