Imagine how much your business could gain by expanding into international markets. You can claim previously underserved markets, building brand recognition before any major competitors swoop in. You can also potentially take advantage of favorable exchange rates, depending on what countries you’re shipping to. It’s a financially lucrative proposition for many business owners.
International ecommerce requires an understanding of the many important shipping documents to include with your packages, from legal documents that grant permission for exporting and importing to other documents covering topics like insurance, shipping instructions, and ownership of the goods sold.
It may sound like a lot, but the process is straightforward if you know what documents you need. Here’s a list of essential shipping documents to reference when sending merchandise overseas.
Essential shipping documents for international shipping
- Packing list
- Proforma invoice
- Commercial invoice
- Bill of lading
- Air waybill
- Certificate of origin
- Export packing list
- Export declaration
- Customs declaration
- Import/export licenses
- Insurance certificate
- Shipper’s letter of instructions
- Letter of credit
- Dangerous goods declaration
- Consular invoice
When shipping internationally, your ecommerce business needs accurate documentation for smooth customs clearance and regulatory compliance. Here are 15 essential international shipping documents to prepare:
1. Packing list
A packing list provides a detailed breakdown of your package contents, including dimensions, weights, and item descriptions. This important shipping document helps customs officials and logistics partners verify the shipment.
2. Proforma invoice
As a seller, you provide a preliminary invoice to outline the transaction details before the goods ship. This may include the items shipped, the prices, and the payment due date. Depending on your destination country, customs officials may accept a proforma invoice to pre-approve your shipment. It’s also smart to submit a proforma invoice to your buyer for securing payment agreements.
3. Commercial invoice
This serves as an official document detailing the transaction, including the buyer, seller, and shipment value. While not unique to international trade, customs authorities use commercial invoices to assess the value of the shipped goods and levy customs duties.
4. Bill of lading
A bill of lading (BOL) is a legal document that serves as a contract between the shipper and carrier. It serves as proof of shipment, a receipt, and a title of ownership for the goods shipped.
A BOL may include a straight bill, which is used for non-negotiable shipments where you cannot transfer the merchandise to third parties like a freight forwarder. If you’re shipping by sea, your BOL will include an ocean bill (i.e., the shipping carrier and the vessel transporting your merchandise). In some cases, you may need to provide a physical document called an original bill of lading. This document grants the consignee or their agent the right to claim the shipment.
5. Air waybill
You use an air waybill when shipping goods via aircraft. It’s a non-negotiable document, meaning you cannot alter its terms. It provides detailed information about the shipment, including the names of the relevant parties (shipper and recipient), descriptions of the packed items, flight details, and any relevant handling instructions.
6. Certificate of origin
A certificate of origin declares the shipped items’ manufacturer and country of origin, which determines duty rates. When shipping between countries with free trade agreements—such as countries within the Eurozone—your shipment may travel duty-free. But in other cases, the goods sold could be subject to tariffs (duties levied on imported goods), which the shipper must pay.
7. Export packing list
Packing lists are required shipping documents for anyone engaging in international freight shipping. They enable freight carriers to verify the cargo they’re exporting or importing. Export packing lists include packaging details, like the names of the shipped items and their value, and detailed information about the shipment’s contents and weight. If the package contains dry ice for temperature control (say, if you’re shipping frozen food), this should be noted in a packing list.
8. Export declaration
An electronic export information (EEI) form is a US-specific document required for international shipments exceeding $2,500 in value or containing restricted goods. If you’re shipping goods valued below $2,500, you can get customs clearance without an EEI.
9. Customs declaration
A customs declaration form legally declares the goods and shipping terms to customs authorities and includes details on a shipment’s contents, origin, and worth. Customs declarations ensure legal entry of goods into the shipping destination, and incomplete forms can lead to potential delays.
10. Import/export licenses
In order to transport your goods across international borders, you may need an import license, an export license, or both. If you’re shipping regulated goods like electronics, food, or pharmaceuticals—or any sort of hazardous materials—you’ll need these licenses whether or not your shipped items are subject to tariffs. The customs office of the country to which you’re shipping goods issues import licenses. The country you’re shipping from issues export licenses—they prevent prohibited goods, such as endangered agricultural species, from leaving the country.
11. Insurance certificate
A certificate of insurance (COI) provides proof of coverage for goods during transit and protects all parties against financial loss from damages or theft. You’re unlikely to need insurance for customs purposes, but if you’re shipping high-value items, an insurance certificate might be the most important document you procure.
12. Shipper’s letter of instructions
A shipper’s letter of instructions (SLI) is a detailed document that provides instructions to the carrier, or its freight forwarder, about proper handling of the shipment. As a vendor, you’d use this shipping document to help ensure the utmost care for your merchandise during transit. For instance, you’d use your SLI to ensure a package is kept at a certain temperature till its final destination.
13. Letter of credit
Your bank issues a letter of credit to guarantee payment to the seller once all terms are met. You don’t need a letter of credit to comply with import or export laws, but many shippers leverage one for financial security in international transactions.
14. Dangerous goods declaration
If you’re shipping hazardous materials, you need additional documents beyond the standard customs declarations and packing slip. A dangerous goods declaration is an important document that details the hazardous materials in your shipment. Provide the most accurate information you can to ensure safe handling and compliance with international transport regulations.
15. Consular invoice
Some countries require imports to be certified by their national consulate. A consular invoice contains all the information about your shipment, from the value of the merchandise to where the goods originated.
Shipping documents FAQ
Who prepares shipping documents?
In a commercial transaction, the seller prepares shipping documents. This is sometimes done in collaboration with their shipping vendor.
Who issues shipping documents?
National governments issue shipping documents like import licenses and export licenses, shippers issues, packing slips, and customs declarations, and insurance companies issue relevant insurance documentation.
How do you know which shipping documents you need?
To get a better sense of what shipping documents you’ll need to procure, consider the following questions: Are your goods regulated items, like electronics, hazardous materials, or perishables? Does the country you’re shipping to require documents such as a consular invoice or import license? Does your home country have a free trade agreement with your destination country, or will you need to pay tariffs?
