International shipping documents describe who is trading, what is being shipped, how it is packed and where it is going. Incomplete or inconsistent documents can delay export handling, customs clearance, cargo release and delivery. The exact requirements depend on the product and destination. Importers should ask their destination customs broker to review product-specific requirements before shipment.
Commercial invoice
The commercial invoice normally identifies:
- Seller and buyer legal names and addresses
- Invoice number and date
- Product description
- Quantity and unit price
- Total value and currency
- Incoterm and agreed location
- Country of origin when required
- Payment or trade information relevant to the transaction
Use a clear product description. “Parts,” “accessories,” “gift” or “sample” may not provide enough information for customs assessment.
Packing list
The packing list explains how the goods are packed. It commonly includes:
- Number and type of packages
- Shipping marks
- Contents of each carton, pallet or crate
- Net and gross weight
- External package dimensions
- Total volume
The invoice and packing list should agree. Package quantities, weights and descriptions should not conflict.
Bill of lading or air waybill
For ocean freight, the bill of lading records the carrier movement and shipment parties. For air freight, an air waybill performs a related transport-document function.
Draft details should be checked carefully before final issuance:
- Shipper
- Consignee
- Notify party
- Port or airport of loading
- Port or airport of discharge
- Cargo description
- Package count
- Gross weight and measurement
- Freight terms
The required release method should be confirmed before arrival. Depending on the shipment, this may involve an original bill, telex release, sea waybill or electronic release procedure.
Export customs information in China
The exporter and customs agent may need product, value, quantity and classification information for export declaration. Responsibility depends on the Incoterm and commercial arrangement.
Under an EXW-style collection, confirm whether the supplier can provide the necessary export information. Under FOB, confirm which origin services and charges the supplier is handling.
Product-specific documents
Some goods may require additional documents or approvals, such as:
- Safety data sheet for relevant chemical products
- Battery test documentation
- Fumigation or treatment certificate
- Phytosanitary or health documents
- Certificate of origin
- Product compliance certificates
- Import permits
- Dangerous-goods declaration
- Brand authorisation or intellectual-property evidence
Not every document applies to every shipment. Requirements depend on the exact product, material, use, value and destination.
Wooden packaging information
Importers should identify pallets, crates, dunnage and supports made from solid wood. Some destinations require treatment, compliant marks or a packaging declaration.
Unidentified timber can create inspection, treatment or disposal costs. Photograph the finished packaging and confirm the destination requirements before collection.
Cargo insurance information
If insurance is required, provide the cargo value, product description, packing, route and required coverage. Do not assume that carrier liability equals the commercial value of the cargo.
Pre-departure document check
Before the goods leave China, confirm that:
- Buyer and seller names are correct.
- Product descriptions are specific and consistent.
- Package counts match the physical cargo.
- Gross weights and dimensions use the final packing data.
- Cargo value and currency are correct.
- Destination broker has reviewed product-specific requirements.
- Timber, batteries or restricted materials have been disclosed.
- Consignee and notify-party details are approved.
- Required certificates are available.
- Copies are stored where the importer and broker can access them.
Who should review the documents?
The supplier prepares core commercial information, the China-side forwarder coordinates transport and export handoff, and the destination customs broker assesses import requirements. These parties should work from consistent product and packing information.
Send your shipment details to TengYoda or use our China freight quote checklist.
