Get your import paperwork aligned before the goods leave the supplier, and you can avoid preventable back-and-forth when it is time to fulfil customer orders. Use this checklist to catch mismatches, coordinate the declaration and check which approvals apply to your products.
When your orders are ready to move, start on Send to see the delivery options and prices that apply.
What is this import paperwork checklist for?
It helps you compare the paperwork with the actual goods before dispatch, agree who is handling each document and check approvals early. Your exact document set depends on the goods and the current requirements, so verify the procedure for your shipment before it leaves.
Commercial invoice checklist: what should you check?
- Check that buyer and seller details are correct.
- Make sure each product description matches the goods—not just a vague label or internal shorthand.
- Compare quantities, values and currency with the agreed transaction and the supplier’s records.
- Check that document references and item details are consistent with the other shipment paperwork.
- If anything is wrong, ask the supplier to correct it before final documents are issued.
Packing list checklist: does it match the goods?
Compare the packing list with the shipment as packed and with the invoice. Check the item quantities, package count, weights and dimensions. Then compare the draft transport document against the same details so a mismatch does not travel through the document set unnoticed.
Who can arrange a customs declaration?
Speak with your customs clearing agent about who will prepare and handle the declaration for your shipment. Agree what documents they need, who will send them and who will check the final details. Confirm the agent’s role and the current procedure before dispatch rather than assuming the supplier or freight forwarder has completed this step.
Which product approvals should you check before shipping?
Give your clearing agent the exact product description and country of origin. Ask which permits, conformity documents or other approvals apply, then verify the current requirements with the responsible official agency. Do this before the supplier dispatches: an approval for one product should not be assumed to cover another.
Easy-to-miss checks before goods leave the supplier
- Compare the invoice, packing list and transport-document draft side by side against the actual goods.
- Make sure product names, quantities, package details and references agree across the documents.
- For containerised cargo, ask your clearing agent and freight forwarder whether an advance cargo declaration step applies, who will handle it and what must appear on the transport document.
- Assign one person to collect the final documents and confirm that corrections are complete before loading.
Ready to keep customer orders moving?
A clear handover routine starts with paperwork checked and responsibilities agreed. When your customer orders are ready for delivery, use Send to view the options and prices that apply to your parcel.
