Shipping Document Checklist Generator

Quick Overview

Use this interactive generator to prepare an initial shipping document checklist based on whether you are importing or exporting, your transport mode, cargo type, origin and destination. It identifies common commercial, transport and customs documents to investigate before shipping. Final requirements must still be confirmed with your carrier, customs broker and the relevant authorities.

How to Use the Shipping Document Checklist Generator

Select the options that best describe your planned shipment:

1. Choose whether you are primarily importing or exporting the goods.
2. Select ocean, air, road or rail freight.
3. Indicate whether the shipment contains commercial cargo or personal effects.
4. Select the country of origin and destination.
5. Generate the checklist and review every standard and conditional item.

The results are a planning aid. A document shown by the generator may only be required under certain conditions, while regulated products or unusual customs procedures may require documents that cannot be identified from these basic shipment details alone.

International Shipping Documents Explained

Watch this one-minute guide to understand the principal documents used for ocean and air freight, including commercial invoices, packing lists, bills of lading, air waybills and customs documentation.

Which Shipping Documents Are Commonly Required?

The precise list varies, but most international commercial shipments begin with a commercial invoice, packing list and transport document. Customs authorities use these records to check what is being shipped, its value, quantity, origin, classification and the parties involved.

Commercial Invoice

The commercial invoice records the international sale between the exporter and importer. It normally includes the seller and buyer, product descriptions, quantities, values, currency, country of origin and agreed Incoterm. Customs may use it to establish the customs value and assess duties and taxes.

Review the iContainers guide explaining what a commercial invoice is and what it should contain.

Packing List

The packing list describes how the cargo is physically packed. It should include package counts, marks and numbers, contents, dimensions, net weight and gross weight. Its quantities and descriptions must agree with the commercial invoice.

Use the guide to filling out a shipping packing list before submitting the document.

Transport Document

The principal transport document depends on the shipping mode:

• Ocean freight normally uses a Bill of Lading or sea waybill.
• Air freight uses an Air Waybill.
• International road freight may use a CMR consignment note.
• Rail shipments may require a rail consignment note and transit documentation.

For ocean shipments, learn how to fill out a Bill of Lading and check the distinction between a House and Master Bill of Lading.

Customs Declarations

International shipments may require an export declaration in the country of departure and an import declaration in the destination country. These declarations generally identify the goods, HS codes, customs value, origin, destination and responsible parties.

A commercial invoice supports customs valuation, but it does not replace an official customs declaration. See the ocean-freight export declaration guide for an explanation of how these documents differ.

Certificate of Origin and Product Permits

A certificate of origin may be required by the importing country, the buyer, a bank or a trade agreement. Regulated products may also require import or export licences, health or sanitary certificates, inspection records, conformity certificates or dangerous-goods documentation.

Do not assume that the checklist confirms product eligibility. Requirements must be checked using the correct HS code, product description, origin and destination.

Documents by Transport Mode

Ocean Freight Documents

Ocean freight shipments commonly use a Bill of Lading or sea waybill, commercial invoice and packing list. Containerized cargo may also require a Verified Gross Mass declaration. Dangerous goods, refrigerated cargo, vehicles, food, chemicals and other controlled products can require additional declarations or certificates.

Air Freight Documents

Air cargo generally requires an Air Waybill, commercial invoice and packing list. Security documentation, known-shipper requirements and dangerous-goods declarations may apply depending on the shipper, cargo and route. Review the current airline and airport requirements before tendering the shipment.

Road and Rail Freight Documents

Cross-border road transport may require a CMR consignment note, while rail cargo can require a rail consignment note. Customs transit documents may also be needed when the cargo passes through one or more countries before reaching its final customs territory.

Commercial Cargo vs Personal Effects

Commercial cargo normally requires documents supporting a sale, customs valuation and product classification. These can include a commercial invoice, packing list, HS code details, transport document, customs declarations and licences.

Personal effects and relocation shipments use a different evidence set because there may be no commercial sale. Customs may request a detailed signed inventory, passport, visa or residence documentation, proof of relocation, ownership evidence and a personal-effects customs declaration. Requirements and eligibility for duty relief vary by destination.

How Origin and Destination Affect the Checklist

Origin and destination determine which customs systems, identifiers and local declarations may apply. Examples include EORI numbers in the European Union, EEI/AES filing for qualifying exports from the United States, ISF for applicable US ocean imports and country-specific importer registrations.

The generated checklist flags common areas to investigate; it does not determine whether a filing threshold, licence exemption, trade agreement or simplified customs procedure applies to a particular shipment.

Check Document Consistency Before Shipping

Incorrect or inconsistent documents can delay customs clearance even when every required document has been supplied. Before submission, confirm that the following details match across the commercial invoice, packing list, transport document and customs records:

• Legal names and addresses of the shipper, consignee and importer
• Product descriptions and HS codes
• Package and unit quantities
• Net and gross weights
• Cargo dimensions and volume
• Declared value and currency
• Country of origin
• Incoterm and named place
• Container, seal and booking numbers where applicable

The agreed Incoterm helps determine which party arranges transport, insurance and customs formalities, but it does not replace the required shipping documents.

What This Generator Does Not Confirm

The generator does not provide legal or customs clearance approval. It cannot confirm the correct HS code, whether goods are prohibited or restricted, whether a licence is required, eligibility for duty relief, or the exact document format accepted by a particular authority.

Always verify the final requirements with iContainers, your customs broker and the competent government authorities. The customs clearance guide explains how documents, valuation, classification and customs review fit into the wider clearance process.

Related Shipping Document Guides

Browse the Shipping Documents help centre for detailed guidance on invoices, packing lists, Bills of Lading, export declarations and other international shipping records.