Getting documentation right is the difference between a shipment that clears customs smoothly and one that sits in a warehouse for three weeks. Here's the core checklist.
Commercial invoice. This is the primary document customs authorities use to assess duties and taxes. It needs to accurately describe the goods, quantity, value, and terms of sale — inconsistencies between the invoice and other documents are a common red flag.
Packing list. This details exactly what's in each package or container — weights, dimensions, and contents. Customs officials and freight handlers both rely on this to verify a shipment without opening every box.
Certificate of origin. Many destination countries require proof of where goods were manufactured, particularly when preferential trade agreements or tariffs are involved. Get this wrong and you risk paying duty rates you didn't need to.
Bill of lading or airway bill. This is your contract of carriage and proof of shipment — issued by the carrier, it's required for the buyer to take possession of goods at destination.
Product-specific certifications. Depending on category, you may need additional documentation: phytosanitary certificates for wood and agricultural products, CE marking declarations for electronics sold into the EU, or health certificates for food and pharmaceutical products.
Export license, where applicable. Certain goods and destination countries require an export license before shipment — this varies significantly by product category and is worth confirming early, not after goods are ready to ship.
The common thread across all of these: consistency. Every document should tell the same story — same quantities, same values, same product descriptions. Discrepancies, even innocent ones, are what trigger manual customs review and delay.