List of required international shipping documents: The different types

PARCEL & FREIGHT DOCUMENTS

Documents required for international shipping for both parcels and freight

Proforma invoice

The proforma invoice is a document required for international shipping with Eurosender. You will get the proforma invoice after you finalise the booking process and order the shipping service. You will then have to insert the required details, print the proforma and hand it to the courier. This invoice can be used as part of the customs clearance documentation and the customs will be calculated based on this document. Bear in mind that the proforma and the label should contain the same information.

The proforma invoice contains all the required information about your international shipment, including:

• A detailed description of each item (instead of “shirts”, write “men’s white cotton shirts, size M”);
• Export type (permanent, repair-return, temporary);
• The value of each item (excluding VAT);
• Quantity of all items;
• The total weight of the shipment;
• The origin of each item (the production country or countries);
• The reason for export (gift, commercial purposes, samples, repair);
• Harmonised System (HS) codes to classify each item.

Commercial invoice

You will either be required to have a proforma invoice, commercial invoice or other declarations (CN22/CN23), depending on who is sending the package. For commercial goods, the sender has to provide a commercial invoice and the rest of the shipping documentation required for customs clearance. This document helps the customs authorities determine the applicable taxes and duties for the shipment.

The commercial invoice should include all the details related to this trade, such as:

• A detailed description of each item (instead of “shirts”, write “men’s white cotton shirts, size M”);
• Export type (permanent, repair-return, temporary);
• The value of each item (excluding VAT);
• Quantity of all items;
• The total weight of the shipment;
• The origin of each item (the production country or countries);
• The reason for export (gift, commercial purposes, samples, repair);
• Harmonised System (HS) codes to classify each item.

Certificate of origin

As a retailer, you will be required to provide a certificate of origin, which is usually issued by the chamber of commerce. This type of shipping document proves that a specific product was obtained, produced, manufactured or processed in a particular country. The customs authorities may ask for the certificate of origin in some instances. Certain countries may have additional and different country-specific certifications, so it’s essential to check this further with the respective countries.

ADDITIONAL FREIGHT DOCUMENTS

Additional shipping documents required for international freight shipping

Packing list

The packing list is an integral part of the shipping documentation required for transport and includes all details about the international transaction. Usually, this shipping document is not used for customs purposes but as a supporting document for BoL preparation. It includes information such as the details of the consignee and consignor, what item can be found in each container, the measurements and weight of the containers, the quantity, specific marks and numbers and other necessary additional information.

Shipper’s letter of instruction

The shipper’s letter of instruction gives the authority to the freight forwarder to act on behalf of the contracting parties for international trade. This transport document is vital for export. It contains all the necessary instructions for the exchange, such as the details of the shipper and the consignee, the notifying party, the departure and destination, product description and measurements and other special instructions.

Inland Bill of Lading

Usually, the exporter needs to fill out the inland bill of lading that serves as a contract between the two parties. This transport document for export states what goods are transported, who is paying, the pickup and destination points.

Transport insurance or Insurance certificate

The sender will usually conclude a shipping insurance contract with the transport company or with specialised companies directly. This specific type of transport document for insurance is required as it defines the scope of the risks covered for the transit.

The transport insurance certificate specifies the type of coverage for the products.

OTHER DOCUMENTS

List of other transport documents

Bill of Lading

The carrier provides the bill of lading which also has a contractual nature that serves as a receipt of the provided freight services. This document has to be signed by the carrier, shipper and receiver and accompanies the shipped goods.

Air waybill

The air waybill accompanies the shipped goods by plane, serves as a receipt by the international airline, and is a contractual document between the airline and the shipper. This document additionally provides the details of the shipment’s content, the terms and conditions, the receiver and the sender’s details, and other information.