Accurate documentation is one of the most important elements in international logistics and customs clearance. Properly completed documentation will help your shipment reach its international destination on time and reduce the risk of it being delayed at customs.

Shipping-documents-filling To make sure your products get to their destination without any trouble, it’s essential to get your paperwork and shipping documentation right.

There will be two parts needing shipping documents in a whole international trade process. One is the export process at the loading port or airport, and the other is the import process at the destination port or airport.

Bill of Lading for the carrier
Packing List, Commercial Invoice, and other optional documents for the Customs Note: When cargo or freight arrives at the port of entry, it is the responsibility of the shipper or a designated agent to inform the importer of its arrival, usually the local agent of the carrier. However, proper notification does not always happen. Therefore, it is important to find out the scheduled arrival date of your import and follow-up. Prepare paper works as early as possible.

Carrier needed:

• Bill of Lading
• Ocean B/L for the ocean carrier, can be telex released for no bother sending the originals
• Airway B/L for the air carrier, delivered together with your cargo.

We have an article showing a guide to B/L, including the definition, a sample template with detailed explanation, and Q&A. Hope you can understand this document through it.

Customs needed
When your products arrive into your home country, a port via sea or an airport via air, the customs (i.e. Canada Border Services Agency and U.S. Customs and Border Protection) will not release the goods to you until the appropriate paperwork is filled out along with paying the necessary duties (if applicable – not all goods are dutiable).

The correct preparation and completion of the customs clearance procedures are critical, as heavy penalties may be applied if the correct procedures are not fulfilled. Don’t let false or late documentation problem cost your business time and money.

Packing List & Commercial Invoice These two shipping documents are mandatory for all types of international transport.

A Packing List will specify the volume, different types of products and quantity per type of product. This document often serves as the means for the recipient to verify that the items identified on the bill of lading are in fact delivered to the recipient.

A Commercial Invoice will specify the order value, types of products and consignee. This document serves for customs to determine the true value of goods when assessing customs duties.

Be prepared in a particular way to comply with the requirements of the import or export country. For example, a Quarantine Packing Declaration is a must for cargo into Australia.

Others Bill of Lading, Packing List and Commercial Invoice are the three kinds of paperwork used in every import process. Other paper works such as Certificate of Origin, Product Licenses, Product Certification, etc. are optional based on different kinds of products.

Besides the preparation of documents, the customs clearance for commercial cargo also involves and/or electronic submissions, the calculation (and usually the payment) of taxes, duties and goods and service tax.

Shipping documents are important to protecting all parties involved in the international trade process. If you’ve selected the right freight forwarder or logistics company, they should be right on the ball about the current shipping documentation requirements. Use their expertise to your advantage.