Documents you need for customs clearance
A commercial invoice, packing list and transport document are the basics of almost any international shipment. Preparing them early, and making sure they match, saves days of waiting.
Customs clearance is the process of declaring goods to the customs authority so they can be released into the country. The documents required depend on the goods, the countries involved and the rules in force at the time, so always confirm the current requirements with your customs broker or the authority. These are the documents most international shipments need.
Commercial invoice. It names the seller and the buyer, describes the goods, and states the quantity, the unit value, the total value, the currency and the terms of sale. Customs uses it to check the value of the goods.
Packing list. It lists what is inside each package with the weights, the dimensions and the marks on the packages, so the cargo can be checked against the invoice.
Transport document. This is the bill of lading for sea freight, the air waybill for air freight, and a road consignment note for trucks. It is the contract of carriage and is used to release the cargo.
Other documents. Some goods also need a certificate of origin, an import licence, or health or conformity certificates. Which ones apply depends on the type of goods and the destination country.
Tips to avoid delays. Make sure the names, the quantities and the values are the same on every document. Use the correct customs tariff code (HS code) for each product. Send the documents before the cargo arrives, keep a copy of everything, and ask in advance whether duties and taxes apply.
This article is general information about shipping. Always follow the instructions of the carrier and the customs authority for your specific goods.
