Documents move the cargo and the money. Customs clears goods on them, banks pay against them and buyers take ownership with them. Mistakes cause delays, storage charges and, under a letter of credit, refused payments.
Core commercial documents
- Commercial invoice: the seller’s bill. Product description, quantity, unit price, total value, currency, delivery term and HS code.
- Packing list: what is packed where. Package count, net and gross weights, dimensions and marks.
- Sales contract or proforma invoice: the agreed terms the other documents should follow.
Transport documents
- Bill of lading: for sea freight. A receipt for the goods, evidence of the carriage contract and, when negotiable, a document of title.
- Air waybill: for air freight. A receipt and contract, but not a document of title.
- Road or rail consignment note: for overland shipments.
Origin, quality and compliance
- Certificate of origin: where the goods were made. A preferential certificate can reduce duty under a trade agreement.
- Certificate of analysis or mill test certificate: the product’s measured quality.
- Inspection certificate: issued by an independent inspector when the contract requires one.
- Phytosanitary, fumigation or health certificates: for agricultural and food products, as the destination requires.
- Safety data sheet and dangerous goods declaration: for hazardous cargo.
- Insurance certificate: under CIF or CIP, or when the buyer requires it.
Make them agree
The most common problem is inconsistency: a weight on the packing list that differs from the bill of lading, or a description that does not match the letter of credit. Check every document against the contract, and against each other, before submission.
TP4 can help coordinate shipment documents as part of a trade. See logistics and shipping.
General information, not legal, tax or financial advice. Updated October 2026.