The documents behind an international shipment
International shipping does not run on one universal form. A handful of documents turn up on almost every shipment, and a second set appears only when something specific is true: the goods are dangerous, the packaging is solid wood, you are claiming a trade-agreement preference, and so on. Below is each document, what it is for, and exactly when it applies.
Commercial Invoice: always
The Commercial Invoice is the legal statement of what was sold and for how much. Customs uses it to value and classify the goods and to assess duty and tax. It travels with essentially every international shipment of goods. For a gift or sample with no sale, a Pro Forma Invoice gives customs a declared value instead.
Transport document: Bill of Lading or Air Waybill
The transport document is the carrier's contract of carriage and receipt for the goods. By sea it is a Bill of Lading (B/L), which can also evidence title to the goods. By air it is an Air Waybill (AWB), which carries the shipment details and tracking. You get one or the other depending on how the goods move, never both.
Packing List: recommended
The Packing List itemises contents, quantities, weights and dimensions. It is not a substitute for the Commercial Invoice, but it speeds customs inspection and carrier handling, so it is strongly recommended on every shipment.
Certificate of Origin: when you claim an FTA preference
A Certificate of Origin certifies where the goods were made. Its main job is to let qualifying goods claim preferential (reduced or zero) duty under a free trade agreement, but the goods must actually originate under that agreement's rules of origin, which usually means keeping supporting records. Some destination countries ask for a Certificate of Origin regardless of any FTA claim.
ISPM 15 mark: when you ship with solid-wood packaging
ISPM 15 is the international phytosanitary standard for solid-wood packaging over 6 mm thick: wooden pallets, crates and dunnage. Such wood must be heat-treated or fumigated and carry the IPPC mark (country code, treatment type, producer ID) to stop pests crossing borders. Plywood, OSB, particle board, thin veneers and plastic packaging are exempt.
Dangerous Goods Declaration: when the goods are hazardous
Hazardous goods (batteries, chemicals, aerosols, flammables and the like) must be classified, packed, marked and declared so the carrier can move them safely. By air this is the IATA DGR Shipper's Declaration for Dangerous Goods (aligned with the ICAO Technical Instructions). By sea the IMO IMDG Code governs the classification and documentation.
Import / Export Licence: when the goods are controlled
Controlled or restricted goods (dual-use items, arms, certain chemicals, and wildlife or CITES-listed products) need authorisation from the relevant export-control authority before they can ship. The exact licence and authority depend on the item and the countries involved.
Insurance Certificate: when you sell on CIF or CIP
Under the CIF and CIP Incoterms, the seller is obliged to take out cargo insurance for the buyer's benefit. The Insurance Certificate is the document that evidences that cover. Under most other Incoterms (EXW, FOB, CFR and so on) insurance is the buyer's responsibility and no certificate is required from the seller.
Requirements vary by destination
This checklist captures the common international-trade documentation, but it is not a complete legal requirement for any one country. Destinations add their own paperwork (import permits, product-specific certificates for food, electronics or medical goods, consular legalisation, and more) depending on the goods and the trade lane. Treat the result as a strong starting point and confirm the final pack with the destination customs authority or your freight forwarder / customs broker.
Frequently asked questions
Is this the legally required list for my country?
No. It is the common-practice set used across international trade. The legally required documents depend on the goods, origin, destination country and Incoterms. Always confirm with the destination customs authority or your broker.
Do I need both a Bill of Lading and an Air Waybill?
No. You use a Bill of Lading for ocean freight or an Air Waybill for air freight: one transport document per shipment, matching how the goods actually move.
When do I actually need ISPM 15 treatment?
When your packaging is solid wood thicker than 6 mm: pallets, crates or dunnage. It must be treated and carry the IPPC mark. Plywood, OSB, particle board and plastic packaging are exempt.
Does claiming a free trade agreement always need a Certificate of Origin?
To claim preferential duty under an FTA you need to prove the goods qualify, usually a Certificate of Origin or an origin declaration, plus supporting records. The exact form depends on the specific agreement.
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Sources
- trade.gov: Common Export Documents (commercial invoice, packing list, bill of lading / air waybill, certificate of origin).
- trade.gov: Free Trade Agreement overview (origin proof for FTA preference).
- IPPC: ISPM 15 (solid-wood packaging treatment and marking).
- IATA: Dangerous Goods Regulations and IMO: IMDG Code (dangerous goods by air / sea).
- ICC Incoterms 2020 (which party insures the cargo: CIF / CIP).