What Documents Do You Need to Import Goods? A Complete Checklist

The Paperwork That Keeps Your Goods Moving

International trade runs on documentation. Every shipment requires a specific set of documents to clear customs, prove ownership, satisfy regulators, and protect your interests. Missing even one can delay your goods at the port, trigger inspections, or result in fines.

Here's the complete checklist.

Before Shipping: Order Documents

1. Purchase Order (PO)

Your formal order to the supplier specifying products, quantities, prices, delivery terms, and payment conditions. This is your contract.

Must include: Product descriptions, unit prices, total value, Incoterm, payment terms, delivery deadline.

2. Proforma Invoice

The supplier's formal quotation confirming the order details. Often required by banks for letters of credit or trade finance.

3. Product Samples and Approval

Not a document per se, but documented approval of product samples before production begins. Keep records of approved samples for quality reference.

Shipping Documents

4. Commercial Invoice

The primary document for customs valuation. Issued by the supplier, it details exactly what's being shipped and at what price.

Must include: Buyer and seller details, product descriptions, HS codes, quantities, unit prices, total value, currency, Incoterm, country of origin.

Create professional commercial invoices with the free invoice generator.

5. Packing List

Details how the goods are packed — number of cartons, contents of each carton, weights, and dimensions.

Why it matters: Customs may cross-reference the packing list against the commercial invoice and physical shipment. Discrepancies trigger inspections.

6. Bill of Lading (B/L) or Air Waybill (AWB)

The transport document issued by the carrier. For sea freight, the Bill of Lading also serves as proof of title — the goods belong to whoever holds the original B/L.

Types:

• Original B/L — paper documents that must be physically surrendered to collect goods
• Telex release / Sea waybill — electronic release, faster and more common today
• Air waybill — for air freight (non-negotiable, no title function)

7. Certificate of Origin (CO)

Confirms where the goods were manufactured. Required to determine duty rates and eligibility for preferential tariff treatment under trade agreements.

Types:

• Non-preferential CO — states the country of origin
• Preferential CO (EUR.1, Form A, etc.) — provides evidence for reduced duty rates under trade agreements

Customs Clearance Documents

8. Customs Declaration

The formal entry submitted to customs, declaring the goods, their value, classification, and origin. Usually prepared by your customs broker.

9. Import Licence (If Required)

Certain products require an import licence before they can enter the country. Categories include food, pharmaceuticals, chemicals, weapons, and controlled goods.

10. Conformity Certificates

Depending on the product:

• CE marking declaration (EU/UK) — safety compliance for electronics, toys, machinery
• UKCA marking (UK) — UK-specific conformity assessment
• FDA registration (US) — food, drugs, medical devices
• FCC certification (US) — electronic devices

11. Phytosanitary Certificate

Required for plant-based products, wooden packaging, or agricultural goods. Confirms the products are free from pests and diseases.

12. Insurance Certificate

Proof that the goods are insured during transit. Required under CIF terms; recommended for all shipments.

Post-Arrival Documents

13. Delivery Order

Issued by the shipping line authorising release of the container from the port.

14. Duty Payment Receipt

Proof that customs duties and import taxes have been paid.

15. VAT/GST Registration

If you're registered for VAT (or GST/sales tax), your registration number is required to reclaim import VAT.

Quick Reference Checklist

Tips for Smooth Documentation

1. Check documents before shipping — ask your supplier to send drafts for review
2. Ensure consistency — product descriptions, values, and quantities must match across all documents
3. Keep digital copies — scan everything and store securely
4. Use a customs broker — they handle the customs declaration and flag missing documents early
5. Track everything — use LandedCost.io to manage shipment documentation alongside your cost calculations