Documents
Learn what the common documents prove, who produces them and where gaps appear in a shipment pack.
Build a shipment pack
| Document | What it does | Who usually supplies it |
|---|---|---|
| Commercial invoice | Records goods, parties, price and sale terms; supports declaration and payment. | Seller |
| Packing / weight list | Identifies packages, marks, gross and net weights. Bulk shipments may use a weight statement. | Seller or packer |
| Transport document | Records receipt/carriage. A negotiable bill of lading can also function as a document of title; a sea waybill is non-negotiable. | Carrier or authorised agent |
| Origin evidence | Supports the relevant origin claim. Preferential origin needs evidence meeting the applicable agreement. | Exporter or authorised body, depending on scheme |
| Assay / inspection certificate | Reports the tested sample, method and results; its scope matters. | Agreed laboratory or inspection company |
| Insurance evidence | Identifies insured parties, voyage, value, cover and claims contact. | Insurer, broker or policyholder |
| Customs and cargo-safety documents | Declarations, licences and hazard/weight information as applicable. | Responsible declarant, shipper or authorised party |
Know the limits of the evidence
| Evidence | It does not automatically prove |
|---|---|
| Assay certificate | That every part of the stockpile has the same grade or that the sample is representative. |
| Packing list | That customs has released the goods or that cargo is insured. |
| Certificate of origin | Entitlement to a reduced tariff under every trade agreement. |
| Bill of lading | That the goods meet the sales specification or have been paid for. |
| Insurance certificate | That every cause of loss, route or party is covered. |
| Signed sales contract | That the counterparty has the goods, finance or permissions to perform. |
Read the source: ICC · Trade terminology ↗ · HMRC · Importing into the UK ↗
Review consistency before dispatch
Reconcile legal party names, addresses, product description, package marks, quantities, gross/net weights, currency, value and delivery terms. Explain legitimate differences rather than forcing unlike measurements to match.
Check the named ports or places, document dates, shipment window and required signatures. If a documentary credit is used, compare the pack against its terms before shipment and presentation.
Assign an owner to each document and agree who retains originals or controls electronic release. Avoid releasing title documents or cargo control without checking the payment arrangement.
Read the source: International Trade Administration · Trade Finance Guide ↗
Use a pre-dispatch review
Use these checks as a learning exercise. They are kept only while this page is open.
Continue learning
Read the source: ICC · Trade terminology ↗ · HMRC · Importing into the UK ↗ · International Trade Administration · Trade Finance Guide ↗
Educational overview. Apply the current rules, contract and cargo-specific requirements to each shipment or project; this is not a substitute for specialist advice.