Core Documents
- Commercial invoice: buyer/seller, address, currency, Incoterm, payment terms.
- Packing list: dimensions, weight, carton count, pallets, packaging type.
- HS codes with accurate descriptions; align with invoice and labels.
- Bill of lading / airway bill: consignee, notify party, container/seal numbers.
Data Quality Rules
Keep data consistent across all documents: product name, material, HS code, quantity, and value. Avoid vague descriptions. Declare true value to prevent seizures. Match country of origin to factory location and ensure barcodes/labels align.
Certifications & Licenses
Depending on product and destination, attach CE/FCC/FDA, MSDS, phytosanitary/fumigation certificates, CITES permits, or import licenses. For batteries or hazardous materials, include UN38.3, MSDS, and dangerous goods declarations.
Coordination Tips
Share templates with the supplier and review drafts before cargo leaves the factory. Ask your forwarder or customs broker to pre-clear documents. Keep editable originals and signed PDF copies in a shared folder for audits and future reorders.