International shipping documents for importers & exporters

When it comes to cross-border trade, paperwork can be either your greatest ally or your worst nightmare—depending on how well-prepared you are.

‍International shipping documents like invoices, packing lists, and bills of lading may not be the most thrilling part of the job, but they're a must for hassle-free customs clearance.

Nailing your documentation is the key to smooth sailing—literally.

Whether you're an importer or exporter, the last thing you want is a paperwork slip-up causing delays, fines, or, worst of all, your shipment getting sent back.

Imagine all that hard work going down the drain because of one missing paper.

Frustrating, right?

But don't sweat it—we've got your back.

In this blog post, we'll break down the must-have shipping documents for importers and exporters, explain why each one matters, and share some tips to help you handle it all like a seasoned pro.

Understanding import-export documentation

International shipping documents serve as a communication tool between various parties involved in a global supply chain, including shippers, carriers, customs authorities, and consignees.

There are three main categories of import-export documentation you'll encounter in international trade: commercial documents, transport documents, and customs documents.

• Commercial documents include invoices and packing lists, which detail the goods being shipped, their value, and the terms of the sale.‍
• Transport documents like the bill of lading or airway bill serve as a receipt for the goods and a contract between the shipper and the carrier.‍
• Customs documents—such as export licenses and customs declarations—are required for the goods to legally enter or leave a country.

You must ensure that your import-export documentation is accurate and complete for smooth customs clearance and trade compliance.

Missing or incorrect information can lead to serious consequences, including stuck shipments, fines, and additional storage fees, ultimately impacting profitability and cashflow.

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Learn more: Types of risks in international trade and how to mitigate them.

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What shipping documents are required for export?

If you're exporting items from India, you'll need a variety of international shipping documents to ensure compliance and facilitate smooth international transactions.

Here's a detailed overview of the key paperwork:

1. Export license

You'll need an export license—a government-issued authorization—to export certain types of goods. 

This document is a must for products that are subject to export controls or restrictions, such as high-tech equipment or sensitive materials. 

It ensures that the goods comply with national and international regulations and are authorized for export to the destination country.

2. Automated Export System (AES) filing

This is another mandatory document required for export in certain countries, such as the United States.

The AES—an electronic system to file export information with the government—includes details about the goods being exported, their destination, and the parties involved. It helps in preventing illegal exports and controlling exports of sensitive items.

3. Proforma invoice

It's the preliminary bill provided to the buyer, outlining the proposed transaction details. This document includes item descriptions, prices, payment terms, and estimated shipping costs. 

It serves as a formal quote that allows the buyer to understand the terms before the actual sale takes place.

Put simply, a proforma invoice sets the groundwork for the final commercial invoice.

4. Commercial invoice

One of the most critical documents in the export process—commercial invoices—enables customs authorities to determine the duties and taxes owed. It's the bill of sale for the goods being exported. 

It includes comprehensive details about the buyer and seller, a full description of the items being sold, quantities, unit prices, total value, and the terms of the sale, such as Incoterms.

5. Packing list

This one is an itemized document that provides a detailed breakdown of all the goods included in a shipment. It includes the weight, dimensions, and packaging details of each item and serves as a reference in the event of disputes or claims regarding lost or damaged goods. 

The packing list is crucial for customs clearance, as it allows authorities to verify the contents of the shipment.

6. Certificate of origin

This document certifies the country where the goods being exported were manufactured or produced. It's often required by customs authorities in the importing country to determine the applicable tariffs and duties. 

You'll need a certificate of origin if you're exporting goods under specific trade agreements that offer preferential treatment—such as reduced tariffs—based on the origin of the goods.

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7. Certificate of free sale

The certificate of free sale attests that the goods being exported are legally sold in the open market within the country of origin.

You must show it for certain products, such as pharmaceuticals, food, and cosmetics, to comply with health and safety regulations in the importing country. 

It assures the importing authorities that the products meet the necessary standards and are safe for consumption or use.

8. Shipper's Letter of Instruction (SLI)

Exporters must provide this document to their freight forwarder/carrier.

‍SLI contains detailed instructions on how the goods should be handled during transportation, including packaging requirements, handling instructions, and delivery details. It allows your carrier to act on your behalf in arranging transportation and preparing the necessary documentation.

9. Inland bill of lading

It's a contract between the shipper and the carrier for the transportation of goods over land that also serves as a receipt for the goods, outlining the terms of transportation, delivery details, and payment terms. 

This document comes in handy during the domestic leg of an export shipment when the goods need to be transported from the exporter's facility to the port of departure.

10. Ocean bill of lading

You'll need this if you're moving cargo by sea. It acts as a contract between the shipper and the ocean carrier, detailing the information about the cargo and the terms and conditions, routes, and delivery estimates for the shipment. 

The ocean bill of lading is also a document of title, meaning it can be transferred to another party, giving the holder legal ownership of the goods.

11. Air waybill

It's the same as the inland bill of lading, except it serves as the receipt and the contract for cargo transported by air. It includes details about the shipment, such as the weight, dimensions, and nature of the goods, as well as the terms of carriage.

Unlike the ocean bill of lading, the air waybill is non-negotiable, meaning it cannot be transferred to another party.

12. Dangerous goods forms

You must submit this declaration form if you're shipping hazardous items (flammable liquids, corrosive or toxic substances, radioactive materials).

This document ensures that your shipment complies with international safety regulations, detailing the nature of the cargo, its classification, packaging, and handling instructions.

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Also read: What is an Importer of Record and why do you need one?

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What shipping documents are required for import?

Just like exporters, importers too need to manage a significant amount of paperwork to ensure a smooth transaction. 

While many of the documents required for import are similar to those for exports—such as the commercial invoice, bill of lading, and certificate of origin—there are a few additional prerequisites specifically tailored to the import process. 

This includes:

1. Import license

The import permit or import license is the key prerequisite if you want to bring goods from other nations to yours. It's issued by the government of the importing country and grants permission to bring in specific goods. 

That said, the necessity for this shipping document varies depending on the product type and the country's regulations.

For example, importing items like pharmaceuticals, chemicals, or food products may require this license to ensure that they meet national safety and quality standards.

2. Customs invoice

This one's quite similar to the commercial invoice, but it's only used by the customs department to assess duties and taxes on imported items. It includes detailed information about the goods, their value, and the country of origin. 

3. Customs bond

In some cases, you'll also need to submit a customs bond—a financial guarantee that ensures the payment of any duties, taxes, and penalties associated with your shipment.

This bond protects the government in case you fail to meet your financial obligations.

4. Import declaration

It's a mandatory document that you or your customs broker must submit to the customs authorities. It provides a comprehensive overview of the goods being imported, including their value, quantity, and classification under the Harmonized System (HS) code.

It's crucial for customs clearance and ensures that the importer complies with all regulations, including the payment of duties and taxes.

5. Inspection certificate

An inspection certificate isn't a major requirement. But you may need to submit one to confirm that you meet the importing country's standards and specifications.

It's issued by a third-party inspection agency after a thorough examination of your cargo.

It verifies that the products are in good condition, comply with the buyer's requirements, and are safe to import.

For example, machinery, electronics, and textiles might require an inspection certificate to ensure they function properly and meet the necessary quality standards.

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Trading internationally can be expensive in more ways than one. Learn how customs duty adds up to your overall cost and how you can calculate it. 

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Additional international shipping documents

Other than those listed in the above sections, some importers and exporters may need to deal with a little extra paperwork, depending on a case-by-case basis.

Here's a rundown of these additional import-export documents:

1. Health and safety certificate

Suppose you're importing food products, pharmaceuticals, and other items that could impact public health.

In that case, you'll need to submit several health and safety certificates to confirm that they meet your country's health and safety regulations. 

These certificates are typically issued by the relevant health authorities in the country of origin and are necessary for customs clearance.

Without them, your cargo may be subject to additional inspections, delays, or even rejection by the customs authorities.

2. Insurance certificate

As the name suggests, this document is proof that the imported goods are insured against potential risks during transit, such as damage, loss, or theft.

It includes details about the coverage, such as the type of insurance, the value of the goods, and the conditions under which the policy will pay out if something goes wrong during transportation and/or storage.

3. Phytosanitary certificate

You'll need to provide a phytosanitary certificate if you're exporting or importing plants or plant products. This document certifies that your cargo has been inspected and is free from pests and diseases—crucial for compliance with agricultural regulations. 

It's issued by the relevant agricultural authority in the country of origin, verifying that the plants meet the standards of the importing country. 

4. Tips for managing shipping documents

When it comes to managing international shipping documents, it's essential to stay organized and keep track of all the necessary paperwork. Here are some tips to help you do just that:

5. Create a filing system

Keep all import-export documentation organized by categorizing them into folders or files based on type and shipment.

Use a consistent naming convention and date your files for easy retrieval. Store physical documents in a secure, accessible location, and ensure that digital copies are backed up to prevent loss.

6. Use a document tracker

Implement document management software to streamline the handling of shipping paperwork. This software can help you organize, search, and retrieve documents quickly.

Look for features like version control, secure access, and automated backups to enhance efficiency and security.

7. Store your paperwork

Retain your international shipping documents for the required period as per regulatory requirements and company policies.

The US Customs and Border Protection agency requires importers to keep records for at least five years.

This helps in resolving disputes, handling audits, and ensuring compliance with legal requirements.

8. Make shipping paperless

Digitizing your import-export documentation offers several benefits. It reduces the risk of physical document loss, improves accessibility, and speeds up retrieval and sharing.

With online copies, you can easily search and manage files, making your shipping processes more efficient and reducing the administrative burden.

These additional steps, if implemented strategically, can help you efficiently manage everything while maintaining compliance and effortless accessibility—a must for smooth international trade operations.

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Going global sounds exciting, right?

But let's be real—international trade comes with its own set of headaches. Cashflow is one of the biggest. Traditional bank loans are slow and full of paperwork, and there's no guarantee you'll get approved.

That's frustrating when every minute counts in the fast-paced world of borderless eCommerce.

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FAQs on international shipping documents

1. What paperwork do I need to ship internationally?

To ship internationally, you typically need a commercial invoice, packing list, bill of lading, and any necessary customs forms.

Specific documents depend on the destination country and the nature of the goods.

2. How does invoice financing help with international trade?

Invoice financing provides quick access to cash by allowing you to convert unpaid invoices into immediate funds.

This helps maintain cashflow while waiting for international buyers to pay.

3. What happens if I don't have the right shipping documents?

Without the right documents, your shipment could face delays, penalties, or even be denied entry at the destination country's customs.

4. How quickly can I get funds through invoice financing?

With Stenn's invoice financing, you can typically receive funds within 48 hours after submitting your invoices and required documents.

5. Are traditional bank loans effective for international trade?

Traditional bank loans often involve lengthy approval processes and rigid terms that may not align with the fast-paced demands of international trade.

Alternative financing offers a faster, more flexible route.

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