Documents Required for International Shipping: Complete List

Proforma Invoice is basically the inquiry form that you receive from an international prospect requesting a quotation or any information regarding your products. It contains the details like buyer and seller, goods description, a harmonized system of classification, price, payment term, currency, delivery details, and expiry date of the quote.

Importance: It is important for financing, application of import license, and opening the letter of credit.

The commercial invoice is the official proof of sale. It is the receipt of the purchase containing the complete details of the transaction and shipping terms. It also includes information like the purchase order number, customer reference number, marine insurance information, and additional banking and payment information.

Importance: It is important for providing most information regarding the international shipment and for clearing customs.

Purchase Order is the official confirmation of receiving an order. It contains detailed information, involved parties, transaction date, product type, and payment details.

Importance: It is an important document for understanding the owner and the customer regarding the product, cost, and delivery.

Packing List is the shipping document that contains the detailed list of the shipment. It includes information like height, net and gross weight, imperial and metric measurements, package type, and safety measures. It must also identify any unique marks appearing on the packages and indicate any special instructions required to ensure the safety of goods.

Importance: The freight forwarder needs to create bills of landing for the bank to make the payment under the letter of credit and for the customs officials to inspect the packed items. It may also be used in case of any disputes between the shipper and the carrier.

Bill of Landing is the official contract between the business owner or the shipper and the freight carrier. This document confirms the receipt of goods signed by an authorized carrier representative on receiving the shipment and contains information like item details, shipping destination, and package handling.

Bills of Landing are of three types:

◆ Inland Bill is the contract between the shipper and the exporter, consigned to the carrier of international goods.

◆ Ocean Bill is for the goods shipped by ocean vessels serving as a title document and contract of carriage. 

◆ Airway Bill is for the goods shipped by planes serving as the contract of carriage between the shipper and airline carrier.

Importance: It is important to fully understand the information regarding shipments to ensure that they are legally received.

Certificate of Origin is the document certified by a semi-official organization like the consultant office or the chamber of commerce declaring the origin country of the goods manufactured.

It is the exporter’s responsibility to provide the certificate of origin as per the laws, rules, and regulations of the destination country. For certain cases, you might have to provide a country-specific origination certificate in addition to the generic certificate of origin.

Importance: The treaty agreements for international trade need to ensure the export eligibility of goods. 

Letter of Credit is a payment guarantee issued by a credit-worthy bank to assure the shipper that if the customer fails to clear the payment method, the bank will take the responsibility to pay and close the transaction.

Importance:  It is important as a monetary guarantee to ensure a safe form of economic transaction.

Shipper’s Letter of Instructions is the document that contains all the necessary information to handle the shipment and ensure a successful transaction.

Importance: It is essential to provide the forwarder with a written record of instructions that must be followed while handling the package.

Export License is the official and legal document issued by the government allowing the shipper to ship specific items in particular quantities. This document is usually required in certain specific cases but can be mandatory for certain countries.

Importance:  It is important to export certain goods that might have some legal bindings successfully.

Dangerous Goods Form is the document required to be included with your shipment if your products are considered dangerous because of certain hazardous materials that they may contain. 

Importance: It is important to warn the carrier of the dangerous goods to assign someone trained to handle the shipment of such hazardous materials.