Identify the parties
Use the agreed legal names, addresses and shipment contacts consistently.
Shipping documents guide
Get the shipment details aligned.
Understand common shipping documents and prepare a consistent set of information before dispatch.
01 / Document overview
Know what each document does.
| Document | Purpose | Details to check |
|---|---|---|
| Commercial invoice | Describes the sale and goods value. | Parties, goods, quantities, currency and transaction references. |
| Packing list | Describes how the goods are packed. | Package identifiers, contents, quantities, net/gross weights and dimensions. |
| Bill of lading / sea waybill | Records sea carriage arrangements. | Parties, cargo and routing; confirm the release procedure with the carrier. |
| Air waybill | Records an air shipment and carriage details. | Parties, route, pieces, weight and handling information. |
| Road consignment note / CMR | Records road carriage details; CMR applies where relevant. | Sender, carrier, consignee and goods information. |
| Certificate of origin | Provides origin information when needed. | Origin basis, issuing process and the transaction’s requirements. |
| Permits / product certificates | Address applicable cargo or market requirements. | Product coverage, validity, issuer and any required approvals. |
This overview is not a universal document list. Confirm the final requirements, format and submission arrangements for the goods, countries and transaction.
Reference: International Trade Administration — common export documents.
Reference: UNECE — road consignment notes and e-CMR.
Reference: International Trade Administration — special documents.
02 / Preparation checklist
Build one reliable set of details.
Keep a shipment reference that everyone can use. Make differences between item count, package count and pallet count explicit.
Describe the goods
Use clear product descriptions and references. Ask the relevant specialist to confirm classification information.
Count & measure
Confirm package count, marks, packed dimensions, units, and net and gross weight.
Align the transaction
Check invoice references, currency, value and the agreed delivery term and named place.
Assign document owners
Record who will prepare, approve and send each document and when it is needed.
Control revisions
Share a clearly dated final version. Tell the team when shipment details change.
03 / Final review
Check before the cargo moves.
Compare the documents
Look for mismatched names, package counts, descriptions, weights, units or references. Resolve differences with the document owner.
Confirm submission details
Ask who needs each document, in which format, and by what deadline. Confirm any original, certification or translation arrangements that apply.
Review changes together
If quantities, cargo or routing change, ask which documents need updating before the shipment proceeds.
A packing list explains the packages; it does not replace the commercial invoice. See the International Trade Administration’s packing list overview.
04 / Common questions
Make the handover easier.
Can I use the same document checklist for every destination?
Use it as a starting point, then confirm it for each shipment. Cargo, destination, origin, transaction terms and transport mode can change the requirements.
Should package weight include the packaging?
Clearly label net and gross figures. For cargo planning, gross weight includes its packaging. Use the same measurement basis across the shipment information.
Are scans always enough?
Confirm the accepted format with the receiving party and relevant carrier or clearance team. Do not assume a scan replaces an original or a specific electronic submission.
Where can I understand the terms on my quote?
Our shipping terms guide explains common abbreviations, Incoterms groups and the official SCAC lookup. Ask the quotation issuer to clarify any charge or service scope.