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Key takeaways
- An international shipment normally needs a commercial invoice, a packing list, a transport document and often a certificate of origin and insurance certificate.
- Each document has a different reader: customs, the carrier, the bank, the buyer.
- Every document must agree on names, quantities, values and descriptions.
- Check the destination country's requirements with a broker before you ship.
Free PDF and Excel: Export shipping document checklist and consistency check. Get it below
The usual set
Shipping documents are the papers that accompany or describe an international shipment, covering the sale, the goods, the transport, the origin and the insurance.
The exact set depends on the goods, the route, the payment method and the destination country. This guide shows the common ones and who needs them. The individual guides give the fields.
A Mumbai exporter ships textile goods to a buyer in Hamburg under a letter of credit. The bank asks for a commercial invoice, packing list, bill of lading, certificate of origin and insurance certificate. The exporter prepares them from one data sheet so the figures cannot diverge.
The bank checks them against the credit and pays. One mismatched weight between the invoice and the packing list would have caused a discrepancy fee.
Who needs what
| Document | Issued by | Main reader | Guide |
|---|---|---|---|
| Commercial invoice | Exporter | Customs, buyer, bank | Commercial invoice |
| Proforma invoice | Exporter | Buyer, bank, licence office | Proforma invoice |
| Packing list | Exporter | Carrier, customs | Packing list |
| Bill of lading | Ocean carrier | Bank, buyer, customs | Bill of lading |
| Air waybill | Airline or forwarder | Carrier, customs | Air waybill |
| Certificate of origin | Chamber or exporter | Customs | Certificate of origin |
| Insurance certificate | Insurer or broker | Bank, buyer | Check with your broker |
| Delivery note or POD | Carrier | Buyer, seller | Proof of delivery |
Free PDF and Excel
Export shipping document checklist and consistency check
A checklist of documents for a shipment and a consistency sheet that compares names, quantities and values across the set.
- Document checklist
- Consistency check sheet
- Who needs what table
- Excel pack tracker
Make them agree
- Prepare every document from one source of data.
- Names and addresses must match letter for letter.
- Quantities, weights and values should tally across the set.
- Descriptions should be the same wording.
- Dates must be logical: invoice before shipment, shipping documents after.
- Incoterm and currency are the same everywhere. See trade terms.
Where shipments stall
- A mismatch of one figure between invoice and packing list.
- Late or missing certificate of origin.
- Transport document with a different consignee from the invoice.
- Insurance cover that does not match the invoice value.
- A missing licence for controlled goods.
- Documents are produced from one data sheet.
- Names, quantities and values agree.
- HS code and origin are on the right documents.
- Incoterm and currency are consistent.
- Originals and copies are counted against the credit.
- Broker has confirmed destination requirements.
Last checked: 19 October 2026. General trade practice. Requirements differ by country and goods. Ask your customs broker.
Frequently asked questions
What documents are needed for international shipping?
Commonly a commercial invoice, packing list, transport document such as a bill of lading or air waybill, and often a certificate of origin and insurance certificate.
Who prepares shipping documents?
The exporter prepares the sale and goods documents. The carrier issues the transport document. Chambers or other bodies issue origin certificates.
Do all shipments need a certificate of origin?
No. It is needed when the buyer, the bank, customs or a trade agreement requires it.
How many copies do I need?
It depends on the bank, the carrier and the destination. Check the credit terms or ask your broker.
What happens if the documents disagree?
The shipment can be held at customs, and a bank may refuse to pay under a letter of credit.