IMPORT DOCUMENTS
Documentation is not an attachment to the shipment. It is the data system used by forwarders, customs authorities and the consignee to identify the goods and the parties.
The commercial invoice records the parties, goods, quantities, prices, currency and delivery terms. It should match the purchase order, payments and customs data. A vague product description may complicate classification and inspections.
The packing list describes the physical shipment: packages, net and gross weight, dimensions, volume and packing method. It is a key reference for the B/L and loading control.
Depending on the mode, this may be a Bill of Lading, Sea Waybill, Air Waybill or rail consignment note. It records the route, parties, cargo and release method.
Depending on the product, certificates of origin, declarations of conformity, test reports, certificates or sector-specific documents may be required. A document shown by a supplier should not automatically be assumed to cover the exact shipment.
China-side export records and destination import declarations form part of the document trail. Invoice, packing list and transport data should make one consistent set.
Many errors occur because sales, factory, forwarder and buyer use different product descriptions. Maintain one controlled specification and use it for documents, quality control and communication.
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