When shipping internationally, you may need to provide certain documents to ensure your goods can be shipped to other countries. This process is complicated and time-consuming for most small and medium-sized enterprises, but ensuring that the data on these documents is accurate and complete is crucial to ensuring smooth customs clearance. You can also contact Hongocean Freight Forwarding; we help you ship globally and save time. In this guide, we share some examples of documents you may need to help your goods arrive at their destination on time.
Commercial Invoice
- Describes the nature of the goods, quantity, unit price, total price, place of origin, and other detailed information.
- Used for customs clearance, tax calculation, and international trade settlement.
Packing List
- Lists the detailed packaging information of the goods, such as packaging type, size, weight, and number of pieces.
- Used for customs inspection and consignee goods counting.
Bill of Lading (B/L)
- Ocean freight: Ocean Bill of Lading.
- Air freight: Airway Bill.
- A contract of carriage between the carrier and the shipper and the document for collecting goods is required.
Customs Power of Attorney
- A document authorizing a customs broker or freight forwarder to handle customs clearance on behalf of the shipper.
Freight Forwarder’s Instructions
- A formal agreement that stipulates the conditions and responsibilities for transporting goods.
Certificate of Origin (C/O)
- A document that certifies the place of production or manufacture of goods.
- In some countries, this document may be required to provide tariff preferences due to trade agreements.
Insurance Certificate
- Proof of purchase that the goods are insured during transport.
- Protects high-value or fragile goods and allows for compensation in the event of loss.
Customs Declaration
- Submitted to the customs authorities of the exporting and importing countries to specify the type, quantity, and value of goods.
- It must be filled in accurately to avoid customs clearance or deductions.
Letter of Credit (L/C)
- If payment is made by letter of credit, this document is an essential document on which the bank will base its payment to the seller.
Dangerous Goods Declaration (DGD)
- A declaration for transporting dangerous goods that complies with international maritime or air transport standards.
- It is usually accompanied by a Safety Data Sheet (SDS).
Import License
- Some countries require an import license for specific goods, such as medicines, food, weapons, etc.
Health Certificate
- It is mainly used for food, agricultural products, and animal and plant products.
- It certifies that the goods meet the hygiene and quarantine standards of the importing country.
Inspection Certificate
- Some goods (such as machinery and equipment, chemicals) may require a certificate of inspection.
- A third-party inspection agency usually issues it.
Shipping Notice
- The shipper sends a shipping notice to the consignee or importer to notify them of the shipment.
- It includes the mode of transport and the estimated time of arrival.
Other documents (as required)
- Tax documents: e.g., VAT invoice.
- Special permits: e.g., export permits for strategic goods.
- Packaging certificates: some goods must meet the importing country’s packaging requirements.
Confirming that the above documents are complete and accurate can speed up customs clearance and reduce risks during the shipping process. If the required documents still need to be included, working with a freight forwarder or professional customs broker is recommended to ensure smooth delivery of the goods.