Most problems at the customs post arise not from complex rules but from a simple cause — the documents are incomplete or do not agree with one another. Even a difference in weight between the invoice and the packing list can trigger an additional check.
Core commercial documents
- the foreign trade contract and its annexes
- the invoice — stating the description, quantity, price and delivery terms
- the packing list — number of packages, gross and net weight, dimensions
- bank documents confirming payment
Transport documents
The type of document depends on the mode of carriage:
- road transport — CMR consignment note
- sea transport — bill of lading
- air transport — air waybill
- rail transport — rail consignment note
Documents on origin and quality
- certificate of origin — important for applying preferential treatment
- certificate of conformity or quality documents — depending on the product group
- technical datasheet, instructions, composition details — for equipment and chemical products
What is required in special cases
Certain product groups call for additional documents: medicines, foodstuffs, goods of plant and animal origin, communications equipment, and items classed as weapons or ammunition. In such cases a licence, permit or sanitary and veterinary document must be obtained from the relevant government body.
How to prepare the documents
- the description of the goods should be identical across all documents
- weight, quantity and price figures should agree between documents
- the delivery term (Incoterms) should be stated identically in the contract and the invoice
- the documents should be ready before the cargo reaches the border
A list for your particular shipment
The exact list depends on the type of goods, the country of origin and the route. Send us preliminary details of your shipment and we will advise which documents will be needed and which can be prepared in advance.
Still have a question?
Get in touch to discuss your specific customs clearance situation — our team will explain it within the framework of the law.
