Essential Shipping Documents Required for Import Export

Sanidhya Negi / November 16, 2024

Shipping items internationally can be an excellent way to expand your business and reach new markets. However, the process involves more than just packing and shipping, it requires proper shipping documents to comply with regulations in both the origin and destination countries. These documents play a key role in ensuring smooth customs clearance and prevent delays.

Whether you’re a seasoned exporter or shipping documents internationally for the first time, understanding the necessary paperwork is essential for hassle-free transactions. This blog outlines the essential shipping documents needed to ship items internationally that will help you navigate the process with ease and efficiency.

What Do You Mean By a Shipping Document?

Shipping documents are essential records needed to move items from one place to another. These documents include forms, certificates, and details like item descriptions, quantity, price, shipping date, delivery address, and method.

The required shipping documents can vary based on factors like shipping methods, destinations, and goods. Some of the common ones are waybills, commercial invoices, packing lists, and certificates of origin.

These documents ensure packages are delivered to the right address on time. They guide couriers in efficient routing and are crucial for international shipments to meet customs regulations. Accurate shipping documents also streamline customs clearance and ensure faster deliveries.

List of Documents needed for Shipping Items Internationally

When you send documents internationally, having the right shipping paperwork is crucial for a smooth process. Here’s a detailed explanation of the key documents in the shipping.

Proforma Invoice: A proforma invoice is like a quote or preliminary bill sent to international buyers before the actual purchase. It helps buyers arrange necessary finances and prepare documentation like import licenses. It typically includes details such as buyer and seller information, item descriptions, item value, HS codes, payment terms, delivery details, and the currency used. It also mentions the date of issuance and expiration.

Commercial Invoice: The commercial invoice is a critical document for international shipping as it serves as proof of sale and is essential for customs clearance. It is quite similar to a proforma invoice, however, it includes additional details like order numbers, freight forwarder information, payment details, shipment terms, and the country of origin. This document ensures smooth communication and compliance during the shipping process.

Certificates of Origin: This document declares the manufacturing country of the shipped goods. It is often mandatory for international shipments to meet the importing country’s customs regulations. Certificates of Origin includes the shipper’s and buyer’s details, exporting carrier information, the origin of the goods, and the authorized signature certifying its validity.

Export Packing List: The export packing list is an itemized document that details all goods in the shipment along with their specifications. It is often used to issue other key documents, such as the bill of lading and letter of credit. The packing list includes information such as the shipping address, contact details, item quantities, weights, and packaging types. This document is vital for customs clearance and resolving disputes between shippers and carriers.

Certificate of Free Sale: This document is necessary for specific products like food, cosmetics, and medical devices. It confirms that the goods are legally sold in the country of origin and meet regulatory standards. This document assures importing countries that the products are safe and comply with export rules.

Shipper’s Letter of Instruction: This document provides detailed instructions for freight forwarders to ensure smooth transportation of international shipments. It includes the shipper’s and freight forwarder’s contact information, packaging details, special handling requirements, freight type, insurance information, and any exporting restrictions. Clear instructions streamline the shipping process.

Inland Bill of Lading: The inland bill of lading is a transportation contract for goods moved via road, rail, or inland waterways. It serves as proof that the goods were picked up and states their destination. This document includes details like item descriptions, values, origin, and terms of transportation.

Air Waybill: The air waybill is a non-negotiable contract of carriage for goods transported by air. It serves as proof of shipment and outlines the agreement between the seller and the carrier. Key details included in an airway are the shipper’s and consignee’s contact information, flight date, declared value, and the destination airport.

Ocean Bill of Lading: For goods shipped across international waters, the ocean bill of lading acts as a contract between the exporter and shipping carrier. It ensures that goods are delivered to the buyer, and the seller gets paid. This document includes the item description, shipment value, destination, and routing instructions.

IEC Code: The Importer Exporter Code (IEC) is a unique identification number required for customs clearance and international trade. This code, issued by trade authorities, helps track goods, regulate trade, and facilitate smoother transactions. Businesses can obtain the IEC code by applying to the respective regulatory body with the necessary documents.

Letter of Credit: A letter of credit is a financial document issued by a bank to guarantee payment to the exporter. It provides security to both buyers and sellers which ensures that payments are made once the terms of the agreement are met. This document is commonly used in international trade for secure transactions.

Arrival Notice: The arrival notice informs the recipient about the cargo’s arrival at the destination. It includes important details such as the commodity description, customs charges, and the contact information of the freight carrier. This document ensures timely collection and smooth customs processing.

Insurance Certificate: The insurance certificate confirms that the goods are covered against potential risks during transit. Issued by an insurance company, it ensures liability coverage for loss or damage and provides peace of mind to exporters.

Dock/Warehouse Receipt: This document proves that the shipment has been received by the carrier and includes key information about the goods, such as size, weight, dimensions, and packaging details. It serves as a reference for handling and transport.

Customs Declaration Form: A customs declaration form is mandatory for declaring the contents, value, and origin of the goods during import or export. This document helps calculate duties and taxes while ensuring compliance with customs regulations. It typically includes the shipper’s details, item descriptions, harmonized codes, and the purpose of the shipment.

Essential Document For Shipping Heavy or Hazardous Items

Shipping large or hazardous items requires special attention to ensure safety and compliance. Beyond the standard shipping paperwork, here are two critical documents you need.

Dangerous Goods Declaration: This document confirms that hazardous materials are properly packed, labeled, and documented according to safety rules. It includes important details like the shipper’s and receiver’s information, air waybill number, shipment type, and the description of the hazardous items. This description covers the name, classification, quantity, packaging type, and any required authorizations, along with handling instructions for safe transportation.

Emergency Response Information: This document provides clear instructions on what to do if there’s an incident involving hazardous materials. It includes details about the material’s name, potential health risks, fire or explosion hazards, and safety steps to handle emergencies like spills or fires. It also outlines basic first aid measures to protect people and manage the situation effectively.

Conclusion

Proper documentation is the backbone of international shipping that ensures compliance with regulations and smooth customs clearance. It minimizes risks, prevents delays, and facilitates seamless movement of goods across borders. Understanding and preparing the required shipping documents are vital steps for successful international trade, helping businesses avoid legal and financial challenges.

Bigship simplifies international shipping by managing all customs documentation and facilitating shipments to more than 220 global destinations. With their expert support, businesses can focus on growth without worrying about complex paperwork. 

Sign up with Bigship today and experience hassle-free shipping for your international couriers!

FAQs

Ques: What is the list of documents required for shipping documents internationally?

Ans: The list of documents required for shipping documents are:

• Proforma Invoice
• Export Packaging List
• Commercial Invoice
• IEC Code
• Certificates of Origin
• Airway Bill
• Customs Declaration Form

Ques: What is the essential document needed for every shipment?

Ans: The list of essential documents needed for every shipment includes a commercial invoice, a packaging list, and a bill of lading.