Documentation

Essential Documentation in Foreign Trade

Understand every document required in international trade. Avoid delays, rejections and unexpected costs at customs.

10 min read  ยท  Elohe Customs Team

International trade documentation is not just bureaucracy โ€” it is the legal foundation that makes cross-border commerce possible. Each document fulfills a specific function, and missing or incorrectly preparing any one of them can result in cargo detention, fines, or even seizure.

Commercial Invoice

The primary transaction document between buyer and seller. It details: parties involved, product description, quantity, unit price, total value, Incoterm, currency, and payment terms.

Must Include:

  • Seller name & address
  • Buyer name & address
  • Invoice number & date
  • Detailed product description
  • HS (Harmonized System) code
  • Quantity & unit price
  • Total value & currency
  • Applicable Incoterm (FOB, CIF, etc.)

Packing List

Details the physical contents of each package or container. Customs authorities use it to verify that what is declared matches what is physically being shipped.

Must Include:

  • Number of packages/cartons
  • Dimensions (L x W x H) of each box
  • Gross weight vs. net weight
  • Contents per package
  • Total CBM and total weight

Bill of Lading (B/L)

The most important transport document in ocean freight. It is simultaneously the shipping contract, cargo receipt, and โ€” when issued "to order" โ€” document of title to the goods.

Must Include:

  • Consignee & shipper details
  • Port of loading & discharge
  • Container number & seal
  • Description of goods
  • Freight payment terms (Prepaid/Collect)
  • Type: OBL (Original) or SeaWaybill

Certificate of Origin

Certifies in which country the goods were produced. Required to apply preferential tariff rates under trade agreements and for certain product types by importing countries.

Must Include:

  • Manufacturer details
  • Detailed product description
  • HS code
  • Originating criteria
  • Authorized chamber or gov't body signature

Import Permits & Certificates

Certain products require additional authorization before they can be imported. These vary by country and product type.

Must Include:

  • Sanitary/Phytosanitary permits (food, plants, animals)
  • CE / FDA / UL Technical certificates (electronics, medical)
  • Dangerous goods declarations (DGD)
  • CITES permits (protected species)
  • Specific health/safety ministry authorizations

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