Import Documentation

The recurring document set

Commercial invoice, packing list, bill of lading or air waybill, certificate of origin, certificate of analysis, health or veterinary certificate where applicable, fumigation certificate, insurance certificate, and import permit or registration where the material is controlled.

Consistency is checked before content

Customs authorities compare documents against each other. A weight, description or lot reference that differs between invoice, packing list and bill of lading triggers examination regardless of whether the cargo itself is compliant.

What to verify

—Full destination-specific document list confirmed before shipment
—Product registration or import permit valid for the material and origin
—Health and veterinary certificate wording matching the importing authority's model
—Consistency of descriptions, weights and lot references across all documents

Typical risks

—Port detention and demurrage
—Re-export or destruction orders on non-compliant consignments
—Certificates issued in the wrong format for the destination

Common mistakes

—Shipping before the import permit is issued
—Assuming a certificate accepted in one market is accepted in another

Frequently asked questions

When should documentation be checked?

Before loading. Draft copies of every certificate should be reviewed and approved by the importer or its broker while the cargo can still be corrected at origin.