Most international shipments need four core documents: a commercial invoice, a packing list, a bill of lading or air waybill, and a customs declaration. Some goods also need permits, certificates or a dangerous goods declaration. Every document must match the others, because mismatches are a common reason customs holds a shipment.
Which documents do you need for almost every international shipment?
Start with these six. The first four apply to nearly every shipment, and the last two depend on your goods and destination.
| Document | What it does | Who usually prepares it |
|---|---|---|
| Commercial invoice | Records the sale, the value and the goods, so customs can work out duty | The seller or exporter |
| Packing list | Lists the packages, weights, dimensions and contents | The shipper |
| Bill of lading (sea) or air waybill (air) | Acts as the contract with the carrier and proof the cargo was received | The carrier or freight forwarder |
| Customs declaration | Declares the goods, value and origin to customs authorities | The exporter, importer or their broker |
| Insurance certificate | Proves cargo cover, if you’ve bought it | The insurer or forwarder |
| Certificate of origin | Shows where the goods were made and can support reduced duty under a trade agreement | A chamber of commerce or authority, where required |
Customs reads the commercial invoice and packing list first, so both must be accurate and consistent. The bill of lading is your contract with the shipping line, and the air waybill does the same job for air freight. The customs declaration is the filing that tells the authorities what is crossing the border. For a closer look at the first two, see our guide to commercial invoices and packing lists.
Which extra documents might your goods need?
It depends on what you ship and where it goes. Common extras are an export declaration, an import permit or licence for restricted goods, a dangerous goods declaration, a health or phytosanitary certificate for food, plant or animal products, an inspection certificate, and a tax ID for the importer.
If your goods are regulated, ask before you book. Some permits take time to arrive and must exist before the cargo leaves. Certificates, permits and broker filings can also carry fees, so ask about them when you request a quote.
Do document requirements change by country?
Yes, a lot. Two examples show how different the rules can be.
Exporting from Australia: the Australian Border Force says all exports must be reported with an export declaration or an exemption code. A full declaration is required for goods worth more than AUD 2,000, goods that need an export permit, goods with a duty drawback claim, and dutiable or excisable goods with duty unpaid. Personal effects and goods under AUD 2,000 are exempt from the full declaration, though they are still reported with an exemption code.
Importing into Nigeria: for commercial cargo, the importer opens a Form M through an authorised dealer bank before the goods ship, and Nigeria Customs Service then issues a Pre-Arrival Assessment Report (PAAR). Regulated goods need extra approvals: SONCAP for products regulated by the Standards Organisation of Nigeria, and NAFDAC approval for food, drugs, cosmetics, chemicals and medical devices. The commercial invoice should carry the Form M number.
My advice: if you’re exporting to Nigeria, ask your buyer for the Form M number before the cargo leaves, not after it lands. Form M is a commercial import requirement, so ask Postkodes what applies to a personal shipment.
What documents do personal shipments and barrels need?
Personal shipments still need paperwork. Customs authorities in many countries ask for an itemised inventory, a copy of the owner’s passport, and sometimes a signed declaration that the goods are used and for personal use. Receipts for newer items may also be requested.
List the contents box by box, with a plain description and a value for each item. Write “cotton children’s t-shirts”, not “gifts”. Requirements vary by destination, so confirm them before you pack.
How do you make sure your documents match?
Check the same details across every document: names and addresses, goods description, quantities, weights, values, the Incoterm, and the HS code if you use one. The packing list should agree with the commercial invoice and the transport document. If one says 12 cartons and another says 10, expect questions.
What is the step by step checklist before you ship?
Work through these in order, and tick each one off before the cargo moves.
- Confirm what your goods and destination require, including permits, certificates and restricted items.
- Agree the Incoterm with the buyer or sender, since it decides who handles which filing.
- Prepare the commercial invoice and packing list with matching details.
- Confirm the HS code, value and country of origin for each product line.
- Book the shipment and check the draft bill of lading or air waybill before it is issued.
- File the export declaration if required, and make sure the import side has what it needs, such as a Form M number for Nigerian commercial cargo.
- Declare dangerous goods properly if your cargo includes them, and decide whether to buy cargo insurance.
- Send copies to your forwarder and the consignee, and keep your own set.
What mistakes cause customs delays?
- Vague goods descriptions such as “gifts” or “samples”.
- Values that differ between the invoice and the customs declaration.
- Missing permits or certificates for regulated goods like food, cosmetics or chemicals.
- Required import filings not opened before the cargo ships.
- Changes to weights, quantities or the consignee after the documents have been issued.
How do documents differ between sea and air freight?
Mostly in the transport document. The rest of the set is the same.
| Document | Sea freight | Air freight |
|---|---|---|
| Transport document | Bill of lading, which can act as a document of title and may be needed in original in some cases | Air waybill, which is not a document of title |
| Commercial invoice and packing list | Needed | Needed |
| Customs declaration | Needed | Needed |
| Dangerous goods declaration | Needed if applicable, under sea rules | Needed if applicable, under air rules |
| Cargo insurance | Optional but common | Optional but common |
How do you track a shipment once the documents are filed?
Your forwarder will give you a tracking reference. Use Postkodes’ shipment tracking page to follow your cargo, and keep your bill of lading or air waybill number handy in case customs asks a question.
Frequently asked questions
What documents do I need to ship internationally?
The core set is a commercial invoice, a packing list, a bill of lading or air waybill, and a customs declaration. Some goods also need permits, certificates or a dangerous goods declaration, so confirm what your goods and destination require before booking.
Who prepares shipping documents?
In a sale, the seller or exporter prepares the invoice and packing list. The carrier or freight forwarder issues the bill of lading or air waybill, and your forwarder or broker usually files customs declarations. Insurance documents come from the insurer.
Do I need an export declaration from Australia?
Under Australian Border Force rules, an export declaration is required for goods worth more than AUD 2,000, goods needing an export permit, and some dutiable goods. Personal effects and goods under AUD 2,000 are exempt, but still ask your forwarder.
What is Form M?
Form M is a declaration of intention to import physical goods into Nigeria. For commercial imports, the importer opens it through an authorised dealer bank before the goods ship. Ask your buyer for the Form M number before you send cargo.
What happens if my documents don’t match?
Customs may hold the shipment for review, which can mean storage fees and delays. The goods description, quantities, weights and values should be the same on the invoice, packing list and transport document, so check them against each other before you submit.
Do I need documents to ship personal belongings or a barrel?
Yes, usually an itemised inventory and a copy of the owner’s passport, and sometimes a personal effects declaration. Rules differ by country, and personal shipments are not exempt from checks, so confirm what your destination requires before you pack.
