Freight Document Checklist

Universal Export Documents

Every international shipment needs these regardless of mode or destination:

• Commercial Invoice — issued by the seller; must show: seller/buyer details, invoice number & date, HS code, unit price, total value, payment terms, country of origin • Packing List — issued by the seller alongside the invoice; shows: number of packages, gross/net weight, dimensions, marks and numbers • Bill of Lading (sea) / Air Waybill (air) — issued by the carrier; serves as receipt, transport contract, and (for negotiable B/L) title document

Sea Freight Specific

Additional documents required for ocean shipments:

• Bill of Lading (B/L) — Original, negotiable or seawaybill depending on payment terms • Container Release / Equipment Interchange Receipt — issued at origin port • Cargo Manifest — vessel's consolidated list of all cargoes • Freight Invoice — from the freight forwarder detailing all charges • Notice of Arrival (NOA) — sent to consignee by shipping line when vessel arrives

Air Freight Specific

• House Air Waybill (HAWB) — issued by the freight forwarder to the shipper • Master Air Waybill (MAWB) — issued by the airline to the forwarder; shipper doesn't normally receive this • Shipper's Declaration for Dangerous Goods — required for IATA DGR cargo • Consignment Security Declaration (CSD) — for cargo security compliance

Import Clearance Checklist

At destination, customs will require:

☑ Original Bill of Lading or Sea Waybill (or telex release) ☑ Commercial Invoice — showing correct HS codes ☑ Packing List ☑ Certificate of Origin (if claiming preferential duty rate) ☑ Import Licence (if applicable for controlled goods) ☑ Customs Entry / Import Declaration (prepared by broker) ☑ Bank release documents (if paying by LC) ☑ Phytosanitary Certificate (for plants/agricultural products) ☑ Health Certificate (for food, animal products) ☑ Free Sale Certificate (for regulated products like cosmetics)

Letters of Credit (LC) — Extra Documents

When payment is via Letter of Credit, the LC will specify exact documents required. Typical additions:

• Insurance Certificate or Policy — showing at least 110% of CIF value • Certificate of Origin (specific form depending on country) • Beneficiary's Certificate — confirming shipment on time and to specification • Inspection Certificate — from approved third-party inspector • Full Set Original B/L — consigned to order of issuing bank

Any discrepancy in an LC document presentation can cause the bank to refuse payment — be meticulous.

Document Retention Requirements

Keep copies of all shipping documents for:

• 5–7 years for customs records (most countries) • 3 years for VAT/GST reclaim records • Indefinitely for high-value or regulated goods

Store digital copies in your document management system. Many freight platforms (like Enqufy) store documents against each shipment automatically.