List of Documents for Shipping Goods Abroad (International)

You want to send goods abroad? Here are the important documents that must be prepared so that the process of shipping your cargo is not problematic.

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What problems occur when documents are incomplete? If you experience delays or even unwanted notifications of "Package Detained at Customs" for international shipping.

Therefore, ENSURE that cargo is shipped with all required documents. 

So, what documents need to be included?

The article below will provide a comprehensive picture of:

• Common documents used in international shipping, 
• Contents of documents that need to be included, until
• Potential additional costs.

Read to the end to learn everything about the most common shipping documents for domestic, international, and dangerous goods shipments.

What are Documents for Shipping Abroad?

Shipping documents are a collection of important documents required for the transportation of goods from one location to another. 

Sometimes shipping documents are also referred to as transport documents. 

Basically, these documents consist of records, forms, and relevant certificates, these documents provide information about the goods being shipped. 

This information includes description and specification of goods, quantity, price, date of shipment, recipient's address, and method of shipping.

Required documents vary depending on factors such as the method of shipment, destination of shipment, and type of goods. 

However, documents generally required involve shipping letter, commercial invoice, packing list, and certificate of origin.

Because these documents provide information about the goods being shipped, of course these documents will help ensure that packages are shipped on time and to the correct address. 

These documents will help the shipping service determine how to route the package and send it in the most efficient way.

Additionally, these documents are also important in international shipping to ensure that the package complies with import regulations of countries through which the package travels. 

Ensuring the completeness of required documents with correct information will simplify the customs clearance process and enable fast international shipping.

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International Shipping Documents Abroad 

Image: Freepik

Cross-border or international shipping requires various documents, with specific requirements depending on:

• Nature of goods being shipped.
• Mode of transportation chosen.
• Destination of shipment.
• Complex legal and regulatory framework of the receiving country.

Below are the export documents generally required in most countries:

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1. Pro forma Invoice

Image: Freepik

Proforma Invoice is an estimated invoice or initial billing document sent to international prospects.

According to trade.gov Pro Forma Invoice is an offer in invoice format that is often requested by buyers for various purposes. 

For example, a buyer might need a pro forma invoice to apply for import license, contract for pre-shipment inspection, open letter of credit, or arrange transfer of hard currency. 

Basically, Proforma Invoice functions as an offer before the actual purchase, so the recipient can prepare the budget and required documents, such as import license.

This information is important because pro forma invoice serves as an initial document that provides an overview of the transaction value before the official purchase is made.

This document describes the goods purchased, weight of shipment, and related transportation costs. 

Proforma Invoice should include the following details:

• Buyer and seller information
• Description of goods
• Value of goods
• Harmonized System (HS) code for goods
• Payment & invoice payment terms
• Shipping details
• Currency used
• Expiration date

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Also read: 7 Types of Heavy Equipment and How to Ship Them

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2. Commercial Invoice

As the name suggests, a commercial invoice provides details about the goods sold to the buyer. 

According to Freight Right Commercial Invoice is one of the most important documents which means must be present in international trade. 

Why so? Because this document functions as a sales contract and proof of transaction issued by the seller to the buyer.

Which ultimately Commercial Invoice will function as a legal document between exporter and international buyer. Additionally, this invoice informs government agencies about the value of goods shipped so customs duty can be calculated. 

Image: Freepik

In fact, commercial invoice is also used in accounting, so it helps buyers and sellers to track their respective finances.

Commercial invoice is similar to a regular invoice, but there are some additional details important for customs clearance. These details include:

• Buyer and seller information
• Details of shipping company
• Banking and payment information
• Shipping line
• Description of goods
• Quantity of goods
• Country of origin
• Harmonized System (HS) code
• Value of goods
• Total weight
• Shipping terms

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3. Export Packing List

Export packing list is a detailed record containing a comprehensive list of all goods included in the shipment, along with important details about each item. 

According to Pro Connect Logistics Packing List contains detailed information about the shipment, such as how goods are packaged, dimensions, weight, and destination details. 

This document not only has value in itself, but is also useful for creating other important documents such as bill of lading and letter of credit. 

Image: Freepik

Packing List is important because it allows customers and other parties involved to visualize the contents of the shipment. This makes it an important document in the shipping process.

And also if you are doing international shipping, export packing list is very important for smooth customs clearance, functioning as a basic document. 

Additionally, in case of dispute between shipper and carrier, this document can be used as a reference.

Export packing list includes important information, including:

• Order date, shipping address, and contact information
• Detailed inventory of goods being shipped
• List of goods not available or out of stock
• Quantity for each item
• SKU or UPC number
• PO number or slip number
• Dimensions and weight of goods
• Type of packaging used
• Safety measures

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4. Certificates of Origin

Certificates of origin are documents required for most international shipments, functioning to determine the origin of goods being shipped. 

This document helps determine whether additional customs documents are required and can affect duties and other taxes.

Image: Freepik

This certificate must comply with the provisions set by the rules and regulations of the country of import destination and requires certification from the consulate office.

Although not required by all countries, some countries like China and countries in the European Union require the presence of CO.

Certificates of origin should include the following details:

• Name and address of shipper
• Name and address of buyer
• Information of export carrier
• Country of manufacture
• Number of packages
• Date of export
• Description of goods
• Quantity and unit of measure
• Weight
• Signature of authorized personnel

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5. Certificate of Free Sale

Image: Freepik

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Certificate of Free Sale can also be called an export certificate, this document functions as proof that the goods being shipped are sold or distributed legally in the market and there are no restrictions on them in the country of origin. 

Certificate of free sale shows that the goods have been approved by the relevant regulatory authorities and are eligible for export.

This document is generally required for certain types of products such as cosmetics, food products, medical devices, and biological products.

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6. Shipper's Letter of Instruction

This document contains specific instructions for transporting international shipments. Usually this document is given to freight forwarding companies, Shipper's letter of instruction will include details such as:

• Name and contact information of shipper/exporter
• Name and contact information of freight forwarding company
• Details of goods being shipped
• Weight and dimensions of goods
• Type of packaging
• Special handling requirements
• Export restrictions (if any)
• Type of shipping
• Insurance information
• Documents included in shipment
• Special instructions for carrier or freight forwarding company

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Image: Freepik

7. Bill of Lading

Bill of lading (BOL) functions as a legitimate export document between shipper and carrier responsible for delivering goods to the buyer. 

Bill of Lading contains details of the type of product shipped, its quantity, and destination, and also functions as a receipt after the carrier delivers the goods.

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a. Inland Bill of Lading

Inland shipping bill functions as a contract for the transportation of goods via road, rail, or inland waterways. 

Inland bill of lading document can include details such as:

• Description of goods
• Value of goods
• Country of origin
• Destination
• Transportation requirements

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b. Ocean Bill of Lading

Ocean bill of lading is required for shipments made across international waters. 

This document functions as a contract agreement between exporter or seller and transportation company, ensuring that the buyer receives the product, and the seller receives payment. 

Ocean bill of lading can include details such as:

• Description of goods
• Quantity of goods
• Commercial value of shipment
• Destination
• Route instructions
• Type of packaging

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c. Air Waybill

Commonly referred to as AWB, air waybill is a special type of bill of lading required for goods shipped by aircraft.

This document is non-negotiable and functions as proof of receipt of goods for the airline company once the goods arrive at the destination airport.

Air waybill generally contains the following information:

• Name, address, and account number of shipper
• Name, address, and account number of receiver
• Air waybill number
• Departure airport
• Destination airport
• Flight date
• Declaration value
• Details of goods
• Fees to be paid to agent/carrier company

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8. Dangerous Goods Form

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Dangerous goods are classified as goods that create a risk to health, safety, and/or property during transportation. 

Some obvious examples include flammable liquids and corrosive materials. But there are various kinds of less obvious goods that are considered dangerous from a shipping perspective, including lithium batteries and even aerosol whipped cream.

If you are shipping dangerous goods by air, you will likely need to fill out a form from the International Air Transport Association (IATA) called "Shipper's Declaration for Dangerous Goods" also. 

If you will ship it by sea, you will likely need a "Dangerous Goods Declaration" from the International Maritime Organization (IMO).

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Also read: 8 Trusted Logistics Companies in Jakarta 2023

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Tax & Duty on International Shipping

In addition to understanding the complexities of international shipping documents, it is important to be aware of possible additional costs that may arise when sending goods to another country.

According to FedEx, "Tax & Duty are imposed to generate revenue and protect local industries; almost all international shipments are subject to Tax & Duty by the government of the importing country. Customs officials assess duties and taxes based on the information listed on the shipping label, Commercial Invoice, and other relevant documents."

Tax & Duty are calculated based on several factors, including the value of the product, description of the product, trade agreements, and country of manufacture of the product. Usually, Tax & Duty payment is a primary requirement to release your shipment to the intended recipient.

Tax & Duty that you may encounter (and possibly have to pay) include:

• Goods and Services Tax (GST)
• Value Added Tax (VAT)
• Harmonized Sales Tax (HST)
• Provincial Sales Tax (PST)

FedEx's International Shipping Assistance Calculator provides an easy way to calculate duties and taxes you may need to pay.

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Conclusion

Expanding your international business can significantly increase profits and expand your customer base. 

However, many sellers may find the international shipping process confusing, especially those new to e-commerce. 

Building a basic understanding of the required documents and their role in the international shipping framework is essential for a smooth cross-border shipping experience.

International shipping affairs are now easier because you can order cargo via the internet. Simply contact ABC Express assistant, you can directly book the shipping you need via WhatsApp Office.

Contact ABC Express Our team is ready to answer any questions you have and ship your goods.

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