Shipping Documents

Essential documents for international shipping, including bills of lading, commercial invoices, and packing lists.

No one likes complicated paperwork. However, if you’re planning on exporting products from China, preparing the right paperwork is key to ensuring they reach their destination.

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.
International commerce relies on documentation that fulfills the criterion and regulations set by the country of origin and the destination country. It’s critical to be prepared with detailed information about your shipment. If required, you will need to obtain proper licensing for your products as well.

The documentation process of international shipping is a vitally important part of assuring smooth international transactions. International shipping documents decide the fate of your shipment, if not properly done, which could lead to shipments being delayed or held at the customs.

The exact documents required may vary depending on factors such as the shipping method, delivery destination, and type of goods. However, most shipments will require bills of lading / air waybills, commercial invoices, packing lists, and certificates of origin.

Bills of Lading (B/L)

A bill of lading is a legal document issued by a carrier to a shipper that details the type, quantity, and destination of the goods being shipped. It serves as a receipt for the goods and a contract of carriage.

Bills of lading are used for sea freight shipments and can be either straight or order, depending on the terms of the shipment. A straight bill of lading is non-negotiable and is made out to a specific consignee, while an order bill of lading is negotiable and can be transferred to another party by endorsement.

A bill of lading (BOL) is the official contract between the shipper or owner of goods and the freight carrier. It’s the document used to confirm receipt of goods for shipment, and can only be signed by an authorized representative of the carrier upon receipt in order for the shipment to be released. A BOL will include detailed information about the shipping destination, the goods included, and how they should be handled.

A BOL is the most important shipping document in international shipping and must be included no matter the form of transportation. It’s important to fully understand all the detailed information to be included to assure shipments are legally received.

For more information about Bill of Lading, please refer to our Bill of Lading Guide.

Air Waybill

An air waybill is a document issued by an airline to acknowledge receipt of cargo for shipment. It serves as a contract between the shipper and the airline and contains information about the shipment, including the origin, destination, and contents.

Air waybills are used for air freight shipments and are typically non-negotiable, meaning they cannot be transferred to another party. They are important for tracking and managing air shipments and are required for customs clearance.

Air waybills are typically issued in multiple copies, with one copy retained by the shipper, one copy retained by the airline, and one copy provided to the consignee. They may also include additional information such as special handling instructions or hazardous materials declarations.

Overall, air waybills are essential documents for air freight shipments and play a crucial role in ensuring the smooth transportation of goods by air.

For more information about air waybills, please refer to our Air Waybill Guide.

Packing List

A packing list is a detailed inventory of the items being shipped, including quantities, weights, dimensions, and other relevant information. It helps ensure that all items are properly accounted for during the shipping process and is useful for customs clearance and inventory management.

A packing list typically includes the following information:

- Description of the goods being shipped

- Quantity of each item

- Weight and dimensions of each item

- Total weight and volume of the shipment

- Any special handling instructions or requirements

Having an accurate and detailed packing list is essential for smooth shipping and customs clearance. It helps ensure that all items are properly accounted for and can help prevent delays or issues during the shipping process.

For more information about packing lists, please refer to our Packing List Guide.

Commercial Invoice

A commercial invoice is a document that lists the goods being shipped, their quantities, and their values. It serves as a sales receipt and is required for customs clearance.

Commercial invoices are typically issued by the seller and must include detailed information about the goods being shipped, including descriptions, quantities, unit prices, and total values.

For more information about commercial invoices, please refer to our Commercial Invoice Guide.

Certificate of Origin

A certificate of origin is a document that certifies the country of manufacture, production, or growth of the goods being shipped. It is often required for customs clearance and trade compliance.

For more information about certificates of origin, please refer to our Certificate of Origin Guide.

Purchase order

A purchase order is a document issued by a buyer to a seller that indicates the types, quantities, and agreed prices for products or services. It serves as a binding contract between the buyer and the seller.

Purchase orders are typically used in business-to-business transactions and help ensure that both parties have a clear understanding of the terms of the sale.

For more information about purchase orders, please refer to our Purchase Order Guide.

Letter of Credit

A letter of credit is a financial document issued by a bank that guarantees payment to a seller once certain conditions are met. It is commonly used in international trade to provide security for both the buyer and the seller.

Letters of credit can be either revocable or irrevocable, with irrevocable letters of credit being more common in international trade. They typically require the seller to provide specific documentation, such as a bill of lading or commercial invoice, to the bank in order to receive payment.

International trade is complex due to varying rules and regulations by country, so a Letter of Credit with its monetary guarantee has become one of the safest forms of economic transaction.

For more information about letters of credit, please refer to our Letter of Credit Guide.

Insurance Certificate

An insurance certificate is a document that provides proof of insurance coverage for goods being shipped. It outlines the terms and conditions of the insurance policy and serves as a legal document in case of loss or damage during transit.

For more information about insurance certificates, please refer to our Insurance Certificate Guide.

Export License

An export license is a government-issued document that authorizes the export of specific goods or technologies from a country. It is required for certain items that are subject to export controls due to their strategic, economic, or security significance.

An Export License may be required to export certain goods, so it’s crucial to verify whether it’s required for a shipment.

Sea Waybill

A sea waybill is a non-negotiable document issued by a carrier to a shipper that details the type, quantity, and destination of the goods being shipped. It serves as a receipt for the goods and a contract of carriage.

A Sea Waybill is also a transport contract. However, the Sea Waybill is not needed for cargo delivery and will only be handed out as a cargo receipt. Moreover, a Sea Waybill is not negotiable and cannot be assigned to any third party.

Sea waybills are used for sea freight shipments and are typically non-negotiable, meaning they cannot be transferred to another party. They are important for tracking and managing sea shipments and are required for customs clearance.

For more information about sea waybills, please refer to our Sea Waybill Guide.

Arrival Notice

An arrival notice is a document sent by the carrier to the consignee informing them of the arrival of the shipment at the destination port. It includes relevant details such as the commodity description, sailing details, destination country related to customs charges and the contact details of the ocean freight carrier. It is issued by the ocean freight carrier’s destination agent to the consignee and to parties that might be needed to notify as mentioned on the Bill of Lading.