Exporting isn't just about handing your cargo to a freight forwarder. Documents are the basis for customs clearance and payment collection — miss one and the whole shipment can get stuck.
Core Document Checklist
| Document | Issued By | Purpose |
|---|---|---|
| Commercial Invoice | Seller | Pricing, customs declaration, payment collection |
| Packing List | Seller | Details of each carton's contents, weight, volume |
| Bill of Lading (B/L) | Shipping line | Title document, basis for cargo release |
| Air Waybill (AWB) | Airline | Air transport document, not a title document |
| Certificate of Origin | CCPIT / Customs, etc. | Proves country of origin; some destinations offer tariff preferences |
| Customs Declaration | Seller / Customs broker | Export declaration |
| Insurance Policy | Insurance company | Basis for claims in case of loss |
| Inspection Certificate | Inspection agency | Proves quality or quantity meets requirements |
| Shipping Advice | Seller | Notifies buyer that goods have been shipped |
Why the B/L Matters Most
The B/L is a title document — whoever holds the original B/L has the right to take delivery of the cargo.
There are three common forms: Original B/L, Telex Release B/L, and Sea Waybill.
With telex release, the shipping line collects the original B/L and releases cargo directly to the named consignee — it's fast.
But once telex release is done, the seller loses the ability to control cargo through the document. Use it with caution before the balance payment is received.
Document Consistency Is Mandatory
Under a letter of credit, the description, quantity, amount, and dates on all documents must match the L/C.
Any discrepancy constitutes a non-compliance, and the bank has the right to refuse payment.
For customs declaration, the data on the invoice, packing list, and customs declaration form must corroborate each other.
Why You Can't Skip the Shipping Advice
The shipping advice is the seller's notice to the buyer that goods have been shipped.
The buyer needs it to arrange receipt, customs clearance, and — under terms where the buyer insures — to arrange insurance in time.
If the shipping advice is missed, the buyer may not have time to insure, and disputes can arise if loss occurs.
The notice should at minimum include the vessel name and voyage number or waybill number, shipment date, number of packages, and estimated time of arrival.
How to Use the Certificate of Origin
It proves the country of origin of the goods.
Some destination countries offer tariff preferences based on specific types of certificates of origin.
Whether a preference applies and which certificate is required is subject to the destination country's customs regulations.
Four Common Pitfalls
The invoice description doesn't match the B/L or customs declaration — customs exam will flag it immediately.
The consignee on the B/L is wrong — the container can't be picked up at the port of arrival.
The packing list quantity doesn't match actual — problems arise during unpacking verification.
The insurance policy date is later than the shipment date — claims may be denied.
