Export & import documents checklist for sea freight

The core four documents

Four documents sit at the center of almost every sea freight shipment, and each answers a different question. The commercial invoice states what the goods are worth — buyer, seller, values, currency and Incoterms — and customs on both sides use it to assess duty. The packing list says what is physically in the shipment: pieces, weights and dimensions per carton, so an inspector can find a specific carton without unpacking everything. The bill of lading is the carrier's contract and receipt, and the document of title your consignee needs to release the container. The certificate of origin, usually issued by a chamber of commerce, states where the goods were made and can reduce duty under preferential trade agreements.

We prepare and cross-check all four before the container sails, because an error discovered at destination costs far more to fix.

On the China side: the export declaration

Before a container leaves China it must clear export customs, and we file that declaration on your behalf. What we need from you is straightforward: accurate goods values, the correct HS codes for each product line, supplier details (company name, address and contact), and the consignee information exactly as it should appear on the bill of lading. If your supplier holds the export license, we ship under their declaration; if you buy ex-factory without one, we can arrange the export declaration through our own channels.

The declared value must match the commercial invoice, and the HS codes must match the goods — destination customs will compare the export declaration against your import entry, and mismatches are one of the most common triggers of inspection. Getting these three data points right at booking prevents nearly all declaration problems later.

On the destination side: the import entry

At destination, the import entry must be filed by a licensed local customs broker — requirements differ by country, and we prepare everything the broker needs. A few lane specifics worth knowing:

• United States: ISF '10+2' data must be filed with CBP before the container is loaded in China — late or missing ISF can mean fines and holds.
• European Union: the importer needs an EORI number registered before the entry is filed.
• Mexico: imports are cleared under a pedimento filed by a licensed Mexican broker — see our Mexico lanes.
• Australia & New Zealand: strict biosecurity — packaging must be clean and wooden crates must be ISPM-15 treated and stamped, especially on Australia lanes.
• Many African markets: certificates of origin (and sometimes pre-shipment inspection) are required for clearance.

Tell us the destination port at booking and we will confirm the exact document set for that lane.

Five mistakes that cause delays

Most customs delays trace back to a handful of repeat mistakes, and all of them are preventable at booking time:

1. Invoice value mismatches — the declared value on the import entry differs from the commercial invoice, triggering queries or inspections.
2. Wrong HS codes — classified too high to look compliant or too low to dodge duty; both roads end in penalties and reclassification.
3. Missing ISPM-15 treatment on wooden crates and pallets — Australian and New Zealand biosecurity will hold or re-export the container.
4. Late ISF filing — US-bound containers must have 10+2 data filed before loading, not after.
5. Consignee details that don't match the B/L — a different company name or address on the invoice versus the bill of lading stalls cargo release.

We check all five on every file before the container is loaded.

With DDP we run both ends

If you would rather not deal with customs at all, DDP (Delivered Duty Paid) puts both ends in our hands: we handle the export declaration in China and the destination clearance, and duties and taxes are paid before the goods reach your door. One contact owns the whole chain — documents, brokers, duties — which is why most first-time importers choose it.

Our DDP service is strongest on the USA and Canada lanes, where our broker relationships are established and we can quote door-to-door with duties included; on other lanes it is available case-by-case. Note that Guyana-bound cargo transships en route, so the same documentation discipline applies with one extra port in between. To compare prices under each Incoterm, see our cost guide.