Shipment document requirements depend on the product, origin, destination, agreed transport mode and commercial arrangement. A buyer should confirm the applicable set for each quotation rather than treating a general list as universal.
1. Core commercial documents
Commercial invoice
The invoice records the agreed commercial transaction. Confirm that the product description, quantities, values, parties and other required shipment details align with the quotation and packing information.
Packing list
The packing list describes the physical shipment. Depending on the arrangement, the discussion may include carton or package count, net and gross weight, and the product breakdown.
Certificate of Origin
The Certificate of Origin (COO) identifies the stated origin of the goods. Confirm whether it is required for the destination and which issuing or authentication process applies to the agreed shipment.
2. Product-specific documents
Produce shipments
A phytosanitary certificate is commonly discussed for fresh fruit and vegetable exports. Its applicability and the destination requirements should be confirmed for the relevant product, origin and shipment.
Meat shipments
A Halal certificate may form part of the agreed meat documentation. Confirm the certificate, issuer or approval scope required for the destination and buyer before quotation.
Other inspection, health, quality or buyer-specific documents may be relevant to a particular programme. Only list them as requirements when their applicability has been checked.
3. Transport documents
| Transport arrangement | Document to discuss | Practical point |
|---|---|---|
| Air shipment | Air Waybill (AWB) | Confirm the shipment and consignee details against the agreed air arrangement. |
| Sea shipment | Sea Waybill or Bill of Lading | Confirm which document applies to the carrier and commercial arrangement. |
A Sea Waybill and Bill of Lading are both sea transport documents, but they are not simply two names for the same document. The applicable document should be confirmed with the freight and commercial parties.
Produce and meat discussion matrix
| Document | Fresh produce | Meat |
|---|---|---|
| Commercial invoice | Commonly discussed | Commonly discussed |
| Packing list | Commonly discussed | Commonly discussed |
| Certificate of Origin | Confirm for shipment | Confirm for shipment |
| Phytosanitary certificate | Confirm applicability | Not the produce document used for meat |
| Halal certificate | Not normally a produce document | Confirm applicability and scope |
| AWB / Sea Waybill / Bill of Lading | According to transport arrangement | According to transport arrangement |
Questions to confirm before quotation
- Which documents are required by the buyer and destination?
- Which documents can be supplied for this product and origin?
- Does a certificate need a particular issuer, approval or wording?
- Which transport document will apply to the shipment?
- When must document copies or originals be available?
- Are any requirements still awaiting confirmation?