Categories
Products
Get Quotes
Related Articles
Glossary of International Trade Terms
The Complete Guide to Global B2B Marketplace
Beginner's Guide to International Trade
  1. Resources
  2. Learning
  3. International Trade Basics

International Trade Documentation - Checklist for Exporters and Importers

Commonly used trade documents to help you prevent shipment delays, penalties, demurrage charges, customs holds, and payment disputes.

The commercial invoice

The commercial invoice is the primary document in any international trade transaction. It is the seller's bill to the buyer, used by customs authorities to assess duties, by banks to process payment, and by insurers to establish cargo value. It must be accurate, complete, and consistent with all other shipping documents.

A commercial invoice generally contains:

  • Full legal names and addresses of exporter and importer
  • Invoice date and number
  • Purchase order number or contract reference
  • Specific description of goods
  • HS code of goods
  • Quantity
  • Unit price and total price, in the agreed currency
  • Incoterm and named place
  • Payment terms
  • Country of origin of goods
  • Gross and net weight; dimensions
  • Bank details for payment

Common mistakes when issuing commercial invoice

  • under-invoicing to reduce duty
  • inconsistent descriptions between invoice, packing list, and other shipping documents
  • wrong currency
  • missing or incorrect Incoterm

Packing list

The packing list supplements the commercial invoice with a physical breakdown of the shipment:

  • Number of Carton/package
  • Contents of each carton with part numbers or item descriptions
  • Quantity per carton
  • Net weight and gross weight per carton
  • Dimensions per carton

The packing list must exactly match the quantities on the commercial invoice. Customs uses it to physically verify the shipment during inspection.

Bill of Lading

A legally binding document issued by a carrier that serves three functions: a receipt for goods shipped, a contract of carriage between shipper and carrier, and a document of title that transfers ownership of the cargo. 

Bill of Lading discrepancies are among the most common causes of delays, payment disputes, and extra costs in international trade. Carefully review the draft B/L against the LC terms, the commercial invoice, and the packing list before approving it for issuance.

Common mistakes when issuing Bill of Lading

  • Incorrect description of goods
  • Wrong ports

Air Waybill

A non-negotiable freight document issued by an airline or freight forwarder for air cargo. It is a receipt for the goods, evidence of the contract of carriage, and a delivery instruction.

Common Air Waybill errors

  • Shipper/Consignee Details Do Not Match Commercial Invoice.
  • Incorrect product description
  • Incorrect chargeable weight

Certificate of origin

The certificate of origin certifies where goods were produced. The most important points for documentation purposes:

  • The Certificate of origin must be issued by an authorised body - i.e. the chamber of commerce in the exporting country, or a government customs authorities.
  • The description of goods on the Certificate of origin must match the commercial invoice.

Export license

Certain goods require a government-issued export license before they may be shipped. This includes:

  • Military and dual-use goods
  • Technology export controls
  • Controlled substances and precursor chemicals

Related