Shipment document checklist

Use this as a preparation list, not a clearance approval. Mark the items you have reviewed; selections stay only on this page.

Commercial invoice

Seller/buyer, clear item descriptions, quantities, unit prices, currency, value and transaction terms. Check that totals match the order.

Packing list

Package numbers, contents per package, gross/net weights and outer dimensions. Distinguish pallets from cartons.

Importer & recipient details

Confirm the responsible importer, consignee, delivery address, postcode and reachable contact.

Commodity & classification information

Describe materials, function, brand/model and origin; include an HS code if already confirmed. Product name alone may not be sufficient.

Product-specific requirements

Ask the responsible customs professional which permits, tests or certificates apply to the actual goods. Confirm before dispatch.

Special-cargo declarations

Identify batteries, liquids, powders, magnets, fragile or oversized goods. Supply safety specifications requested by the carrier.

Shipping instructions

Origin and destination, cargo-ready date, pickup contact, requested Incoterm, delivery scope and approval contact.

Booking & transport references

After confirmation, retain the booking, waybill or bill-of-lading references, agreed charges and handover instructions.

Shipment document checklist

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□ Commercial invoice: Seller/buyer, clear item descriptions, quantities, unit prices, currency, value and transaction terms. Check that totals match the order.
□ Packing list: Package numbers, contents per package, gross/net weights and outer dimensions. Distinguish pallets from cartons.
□ Importer & recipient details: Confirm the responsible importer, consignee, delivery address, postcode and reachable contact.
□ Commodity & classification information: Describe materials, function, brand/model and origin; include an HS code if already confirmed. Product name alone may not be sufficient.
□ Product-specific requirements: Ask the responsible customs professional which permits, tests or certificates apply to the actual goods. Confirm before dispatch.
□ Special-cargo declarations: Identify batteries, liquids, powders, magnets, fragile or oversized goods. Supply safety specifications requested by the carrier.
□ Shipping instructions: Origin and destination, cargo-ready date, pickup contact, requested Incoterm, delivery scope and approval contact.
□ Booking & transport references: After confirmation, retain the booking, waybill or bill-of-lading references, agreed charges and handover instructions.

Contact

Keep the documents consistent

Compare the product names, quantities and package references across the invoice and packing list. Use clear commercial descriptions rather than labels such as “accessories” when the actual item can be identified.

Mark reviewed, not approved

A checked item means you have reviewed its preparation. The receiving team and relevant professionals still need to review the actual files and determine whether additional information is required.

Send a clear version

Keep a dated final version of each document and identify any revisions. The checklist download contains preparation notes, not uploaded attachments; send the actual documents through the agreed channel.

Shipment document checklist

Keep the documents consistent

Mark reviewed, not approved

Send a clear version

Your next shipment starts with a conversation.