Because even the fastest shipment can be delayed by a missing paper.

1. Commercial Invoice

What it is:
A commercial invoice is the official bill sent from the seller (exporter) to the buyer (importer). It includes key details about the transaction.

Why it matters:
This is the primary document used by customs authorities to determine the value of goods, assess duties, and verify shipment details.

Key elements:

• Seller and buyer information
• Product description and quantity
• Value of the goods
• Incoterms (e.g., FOB, CIF)
• Country of origin

2. Packing List

What it is:
A detailed list of the contents of the shipment. Think of it as the shipment’s blueprint.

Why it matters:
Customs and warehouse teams use it to verify contents, match items to the invoice, and inspect packages without opening everything.

Key elements:

• Weight and dimensions
• Package number and content description
• Total number of packages

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3. Bill of Lading (B/L) or Air Waybill (AWB)

What it is:
These are transportation contracts between the shipper and the carrier.

• Bill of Lading (B/L) is used for ocean freight
• Air Waybill (AWB) is used for air cargo

Why it matters:
These act as proof that the carrier has received the goods and agrees to transport them. The B/L can also serve as a title of ownership in some cases.

Key elements:

• Shipper and consignee details
• Port of loading and destination
• Shipping terms
• Container or airway bill number

4. Certificate of Origin (COO)

What it is:
An official document declaring the country where the goods were manufactured.

Why it matters:
It helps customs decide if the goods qualify for preferential duty rates under trade agreements like USMCA or EU-Japan EPA.

Issued by:
A chamber of commerce or government-authorized body.

5. Import/Export License

What it is:
A legal permit that authorizes the shipment of goods across borders. Not every product needs it — but for certain categories (e.g., electronics, chemicals, defense items), it’s mandatory.

Why it matters:
It ensures that the trade complies with national laws and international regulations.

Tip:
Always check your country’s restricted items list before shipping.

6. Proforma Invoice

What it is:
A preliminary invoice shared by the seller before the actual sale is finalized. It’s like a formal quote with all the shipment details.

Why it matters:
Importers use this to apply for foreign exchange, open letters of credit, or secure import licenses.

Includes:

• Price of goods
• Freight costs
• Insurance details
• Estimated delivery date

7. Insurance Certificate

What it is:
Proof that the cargo is insured during its journey, whether by sea, land, or air.

Why it matters:
In case of damage, theft, or loss in transit, this document helps file a claim with the insurer. Under terms like CIF (Cost, Insurance & Freight), the seller is required to provide this certificate.

8. Customs Declaration / Entry Summary

What it is:
A formal statement made to the importing country’s customs authority declaring details about the shipment.

Why it matters:
This form ensures your goods are cleared legally and helps customs authorities assess duties and inspect cargo if needed.

Filed by:
Usually the importer or their customs broker.

In international trade, documents move before goods do. If even one is missing, your shipment might be stuck at the border — leading to delays, fees, and strained business relationships.

Mastering these documents is not just about compliance, it’s about Building trust, Avoiding disruptions, and Enabling smooth trade.

📌 Remember: In logistics, paperwork is power.

Author: Bhavik Khandelwal