Most freight delays are documentation delays. Cargo rarely stops because a vessel is late; it stops because a description on the invoice does not match the packing list, a certificate is missing, or instructions arrive after the cut-off. This checklist sets out the documents commonly required on an international movement and the consistency checks worth running before booking.
Commercial documents
These establish what is being sold, to whom, on what terms and at what value. Customs authorities treat them as the primary evidence for the declaration, so they must agree with each other exactly.
- Commercial invoice: seller and buyer details, full goods description, quantities, unit and total value, currency, Incoterm with named place, country of origin and payment terms.
- Packing list: package count, type, marks and numbers, net and gross weight, and dimensions per package or pallet, matched line by line to the invoice.
- Purchase order or sales contract: the underlying commercial agreement, useful when valuation or terms are queried.
- Proforma invoice: issued before sale to support quotations, letters of credit or import permit applications.
Transport documents by mode
- Bill of lading (ocean): issued by the carrier or by the forwarder as a house bill. A negotiable original controls title to the cargo; a sea waybill or express release does not and speeds up delivery where no documentary payment is involved.
- Air waybill (air): a master air waybill from the airline and, on consolidated cargo, a house air waybill. Air waybills are never documents of title.
- CMR or road consignment note: for road movements, evidencing receipt, instructions and delivery.
- Rail consignment note: for rail and intermodal legs.
- Shipping instructions: your written instruction to us covering parties, description, terms and any special handling — the source document from which the transport document is drawn.
- Delivery order and proof of delivery: release at destination and signed evidence the consignee received the cargo.
Customs and regulatory documents
- Import or export declaration: filed by the licensed broker appointed for the jurisdiction, using the data we prepare and verify with you.
- Customs classification: the tariff code for each line, which drives duty, restrictions and any preference claim.
- Certificate of origin: ordinary or preferential, where a trade agreement or an importer's requirement calls for it.
- Import or export licence or permit: for controlled, restricted or quota goods.
- Health, phytosanitary or veterinary certificates: for food, plants, animal products and related goods.
- Fumigation and ISPM 15 treatment evidence: for solid wood packaging material.
- Power of attorney or clearance authorisation: authorising the broker to act for the declarant.
Cargo-specific documents
- Dangerous goods declaration: with the correct UN number, class, packing group and, for sea and air, the IMDG or IATA documentation and packing certificate.
- Safety data sheet: supporting the classification and handling requirements.
- Verified gross mass declaration: required for packed containers before loading on a vessel.
- Temperature or handling instructions: set points, pre-trip requirements and tolerances for reefer or sensitive cargo.
- Survey, lifting or route study reports: for out-of-gauge, heavy-lift and project cargo.
- Insurance certificate: where cover has been arranged, showing the insured value and terms.
Consistency checks before booking
Run these checks yourself before instructions go out. Each one is a common cause of a hold at origin or destination.
- Goods description is identical across invoice, packing list and transport document — and specific enough for a customs officer to classify.
- Weights and package counts reconcile between the packing list, the transport document and the physical cargo.
- Consignee, notify party and address details are complete, current and spelled the same on every document.
- The Incoterm includes the named place and matches the charges each party expects to bear.
- Values, currency and any discounts, freight or insurance elements are stated consistently with what will be declared.
- Origin claimed on the certificate is supportable, not simply the country of shipment.
- Every licence, permit or certificate is valid on the date of arrival, not only on the date of shipment.
- Whoever needs original documents at destination will receive them before the cargo does.
Getting documents to the right place on time
Documentation cut-offs sit ahead of physical cut-offs, and for ocean exports they can be several days ahead of vessel departure. Late corrections trigger amendment fees, manifest corrections or a rolled booking.
Where payment is by letter of credit, the documents must satisfy the credit exactly; a discrepancy delays payment even if the cargo arrives on time. Send us the credit terms early so the transport document is drafted to match.
