To ensure a smooth international shipping process, exporters and importers must be familiar with a comprehensive set of shipping documents required to get their goods from one country to another. These documents, whether in paper or electronic form, generally follow a standard format based on guidelines from the World Trade Organisation (WTO) and the International Chamber of Commerce (ICC). However, it is vital to note that additional documentation requirements may be imposed by governments, port authorities or other in certain cases. You can visit [Logistics 101] International Shipping Documents You Need to Know Vol. 1 (oocl.com) to find out more about international shipping documents. In this article, you will learn more information about some commonly required shipping documents. 

 

Packing List 

This document provides details about packaging, dimensions and weight of the goods being shipped. It helps in the identification of the cargo during inspection or receipt. In some cases, a Packing Declaration, which sets out the type of packing materials used to pack the goods inside the shipment, may accompany the packing list to confirm compliance with requirements related to pest prevention under special requirement.

Insurance Certificate 

An insurance certificate describes the insurance coverage for the goods being shipped, as well as the liability of the carrier or other parties involved in the contract.

Customs Declaration 

An Export or Import Customs Declaration lists the details of the goods being imported or exported. It is used for customs clearance and to calculate applicable duties or taxes. Customs authorities may require additional documentation in certain situations.

Certificate of Origin 

This certificate, issued in accordance with International Chamber of Commerce guidelines, declares that the goods being shipped are produced in a specific country. Customs authorities may require it to determine import eligibility and the payment of import taxes.

Health or Phytosanitary Certificate 

Certain items such as food, plants or plant products may require a health or phytosanitary certificate issued by the exporting country. It is used to verify compliance with health and food safety standards and ensure the absence of pets. The importing country may refuse entry to products without the required certificate.

Dangerous Goods Declaration 

When shipping dangerous goods, the shipper must adhere to the rules of the International Maritime Organization (IMO) regarding the packing, segregation and storage of such dangerous cargo. The declaration certifies that the goods have been correctly classified, packaged, and labelled. It also includes a Safety Data Sheet providing safety instructions for the goods.

Letter of Credit 

A letter of credit, also known as documentary credit, is a widely used form of payment in international trade. It serves as a bank guarantee that the buyer will pay the seller. In case of default by the buyer, the bank ensures payment for the goods.

Other Documents 

The list above is not exhaustive and there are various other documents that may be issued under different circumstances or for specific types of cargo. Examples include the Shipper's Letter of Instruction (SLI) or Interim Receipt, Verified Gross Mass (VGM), and Arrival Notice.

 

Finding Your Way through the Document Maze 

Navigating through the complexities of numerous shipping documents can be challenging. FreightSmart’s E-Customs Solution services are available to assist you in managing customs clearance requirements. Additionally, FreightSmart offers a convenient way to handle your Shipping Instructions and Bills of Lading. By accessing the Document tab in the Control Tower, you can efficiently manage and organize the documents associated with your cargoes and shipments.