In international logistics, a documentation error can be costly: customs delays, delivery interruptions, fines, or even lost shipments. Whether you’re importing or exporting by sea, air, or land (excluding express couriers like DHL), mastering the required documentation is absolutely critical.
Here’s DocShipper’s comprehensive guide to help you understand, anticipate, and manage all the key documents.
The 11 Essential Documents You Must Know
1. Proforma Invoice
The proforma invoice is the first formal document issued in an international transaction. While it is not legally binding in accounting terms, it serves as a structured international quotation. It allows the buyer to initiate key procedures such as opening a letter of credit, applying for import licenses, or securing foreign currency. It should include a full description of the goods, quantities, unit prices, Incoterms, payment terms, delivery method, applicable currency, and expiration date. It plays a key role in both logistical and financial planning.
2. Commercial Invoice
The commercial invoice is one of the most critical documents in international trade. It formalizes the sale between exporter and importer and is required by customs to assess duties and taxes, and by banks in cases involving letters of credit or documentary collections. It must detail the parties involved, full product description, HS code, Incoterm, value (FOB/CIF), payment terms, beneficiary bank details, and purchase order reference. Mistakes can result in customs blocks or payment refusal.
DocShipper Tip
When dealing with a letter of credit, even a small error (like a typo or abbreviation) on your invoice can result in non-payment. Always have it reviewed by an expert.
3. Packing List
The packing list complements the commercial invoice. While it has no financial value, it describes the physical contents of the shipment. Each box or pallet should be listed with dimensions, net/gross weight, markings, and contents. It is essential for the freight forwarder to prepare the bill of lading, for customs to perform inspections, and for insurers in the event of damage or loss. A clear packing list ensures full traceability, especially for consolidated (LCL) cargo.
DocShipper info
Good to know: Many insurers require the packing list to process damage claims. Without it, compensation could be denied.
4. Certificate of Origin (CO)
The certificate of origin certifies the country in which the goods were manufactured or underwent substantial transformation. Many customs authorities require it to apply preferential duties under trade agreements or simply to verify origin. It can be generic or linked to a specific trade agreement (EUR.1, ATR, FORM A). It is usually issued by the Chamber of Commerce in paper or digital form. Missing it can lead to higher duties or denial of entry.
5. Free Sale Certificate
This document is often required for regulated products like cosmetics, dietary supplements, medical devices, or food. It confirms that the product is legally sold in its country of origin and complies with local health regulations. Usually issued by health ministries or authorized bodies, it is requested by foreign customs or health agencies.
6. Shipper’s Letter of Instruction (SLI)
The SLI is a key operational document that gives your freight forwarder the authority to handle the shipment. It outlines shipping instructions, freight mode, Incoterm, pick-up/delivery addresses, packaging info, and any export declarations (e.g., via the AES – Automated Export System). It may also serve as a limited power of attorney. If anything goes wrong, the SLI helps clarify responsibility.
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7. Air Waybill (AWB)
The AWB is the air freight transport document issued by the airline or freight forwarder. It serves as a contract of carriage, proof of receipt, and delivery note. It includes shipper and consignee details, cargo description, weight, departure and destination airports, and terms of transport. Unlike ocean bills of lading, AWBs are non-negotiable and do not represent ownership of the goods.
8. Bill of Lading (B/L)
The bill of lading is essential for sea freight. It serves three functions: contract of carriage, receipt of goods onboard, and negotiable title of ownership. It may be straight (non-transferable) or negotiable (to order), in which case it can be transferred through banking channels, particularly when using a letter of credit. Without the original B/L, goods cannot be claimed at the destination port. It is also key in dispute resolution.
9. CMR (Road Transport Document)
Used for international road transport, especially across Europe and Eurasia, the CMR is based on the CMR Convention (1956). It defines the carrier’s liability and serves as a contract of carriage. It includes the shipper, carrier, consignee, goods description, quantity, weight, pick-up and delivery locations. It is vital for legal compliance, claims, or roadside inspections.
10. Dangerous Goods Declaration
Transporting hazardous goods requires specific documentation. IATA (for air) or IMO (for sea) forms detail the cargo’s hazards, safety procedures, labeling, and handling conditions. These must be filled out by certified personnel. Any mistake can pose serious safety risks and lead to penalties or shipment rejection.
11. Bank Draft (Documentary Collection)
A bank draft allows the seller to request payment from the buyer’s bank. When paired with a documentary collection, shipment documents (invoice, B/L, CO, etc.) are handed over only upon payment or acceptance. It offers a secure, though less complex, alternative to letters of credit.
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Additional Documents (Depending on the Case)
- Insurance Certificate – Proves the goods are covered against loss/damage, especially under CIF or CIP terms.
- Product Specification Sheet – Details composition, dimensions, tolerances, and use. Required for technical or regulatory purposes.
- Certificate of Conformity (COC) – Confirms the goods meet standards in the importing country. Often mandatory (e.g., SONCAP, PVOC, SABER).
- Safety Data Sheet (SDS/MSDS) – Required for chemicals or hazardous goods. Lists handling risks, storage instructions, emergency procedures.
- Phytosanitary Certificate – Issued by health authorities for agricultural/plant-based goods to ensure they are pest-free.
- Import/Export License – Required for restricted goods (weapons, medicine, cryptography, etc.). Lack of it can block shipments.
- Letter of Credit (L/C) – A secure payment instrument issued by the buyer’s bank that requires strict document compliance.
- Delivery Note / POD – Signed by the consignee to confirm receipt. Can trigger invoicing or serve as proof in disputes.
Proof of Payment (SWIFT / TT Copy) – Confirms payment was made. Often needed to release goods or complete documentation.
In Summary: Why DocShipper Prioritizes Document Accuracy
In global trade, even a minor documentation error can turn a smooth operation into a costly mess. At DocShipper, we make documentation accuracy a core priority. Our teams verify, prepare, and submit each document with precision, accounting for all customs, banking, and regulatory requirements.
Our mission? To anticipate every possible friction and ensure your shipments move smoothly—from origin to final delivery.
FAQ – All documents you need to import/export
At minimum : commercial invoice, packing list, bill of lading (B/L), and certificate of origin. Depending on the product and destination, you may also need insurance certificates, SDS, or a certificate of conformity.
