List of required international shipping documents: The

different types
eurosender.com/en/sap/shipping-documents

Different types of shipping documents are required according to the kind of content you are
sending. We have compiled the list of shipping documents that you need both for parcels
and freight upon import or export. Find in detail what each of these transport documents for
import and export mean to ensure you have all the required paperwork in place and have
smooth delivery of your goods.

PARCEL & FREIGHT DOCUMENTS

Proforma invoice

The proforma invoice is a document required for international shipping with Eurosender.
You will get the proforma invoice after you finalise the booking process and order the
shipping service. You will then have to insert the required details, print the proforma and
hand it to the courier. This invoice can be used as part of the customs clearance
documentation and the customs will be calculated based on this document. Bear in mind
that the proforma and the label should contain the same information.

The proforma invoice contains all the relevant information about your shipment, including:

A detailed description of each item (instead of “shirts”, write “men’s white cotton shirts,
size M”),
Export type (permanent, repair-return, temporary),
The value of each item (excluding VAT),
Quantity of all items,
The total weight of the shipment,
The origin of each item (the production country or countries),
The reason for export (gift, commercial purposes, samples, repair),
Harmonised System (HS) codes to classify each item.

Commercial invoice

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You will either be required to have a proforma invoice, commercial invoice or other
declarations (CN22/CN23), depending on who is sending the package. For commercial
goods, the sender has to provide a commercial invoice and the rest of the shipping
documentation required for customs clearance. This document helps the customs
authorities determine the applicable taxes and duties to the shipment.

The commercial invoice should include all the details related to this trade, such as:

A detailed description of each item (instead of “shirts”, write “men’s white cotton shirts,
size M”),
Export type (permanent, repair-return, temporary),
The value of each item (excluding VAT),
Quantity of all items,
The total weight of the shipment,
The origin of each item (the production country or countries),
The reason for export (gift, commercial purposes, samples, repair),
Harmonised System (HS) codes to classify each item.

Certificate of origin

As a retailer, you need to provide a certificate of origin usually issued by the chamber of
commerce. This type of shipping document proves that a specific product was obtained,
produced, manufactured or processed in a particular country. The customs authorities may
ask for the certificate of origin in some instances. Certain countries may have additional and
different country-specific certifications, so it’s essential to check this further with the
respective countries.

Shipping label or Waybill

The shipping label displays the essential information about your shipment that enables your
shipment to reach its destination. Generally, it contains all the necessary information about
the pickup and delivery addresses, the details about the sender and the recipient, tracking
codes, the package quantity, content and weight. Additionally, it also includes information
about the shipping method and the name of the carrier company. Unlike the other shipping
documents, the shipping label has to be physically attached to the package.

Customs declaration CN22/CN23

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The customs declaration form serves the same purpose as the commercial invoice, to help
the authorities to determine the applicable customs duties and taxes to the shipment. The
customs declaration is a document required for international shipping.

ADDITIONAL FREIGHT DOCUMENTS

Packing list
The packing list is an integral part of the shipping documentation required for transport and
includes all details about the international transaction. Usually, this shipping document is
not used for customs purposes but as a supporting document for BoL preparation. It
includes information such as the details of the consignee and consignor, what item can be
found in each container, the measurements and weight of the containers, the quantity,
specific marks and numbers and other necessary additional information.

Shipper’s letter of instruction

The shipper’s letter of instruction gives the authority to the freight forwarder to act on behalf
of the contracting parties for the international trade. This transport document is vital for
export. It contains all the necessary instructions for the exchange, such as the details of the
shipper and the consignee, the notify party, the departure and destination, product
description and measurements and other special instructions.

Inland Bill of Lading

Transport insurance or Insurance certificate

The sender will usually conclude a shipping insurance contract with the transport company
or with specialised companies directly. This specific type of transport document for
insurance defines the scope of the risks covered for the transit.

The transport insurance certificate specifies the type of coverage for the products.

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OTHER DOCUMENTS
List of other transport documents

Dangerous goods form

The dangerous goods form contains all the necessary information for the carrier that the
cargo complies with all the regulations. The sender needs to provide this documentation as
it is crucial information for further handling of the shipment. This document contains all
information about the consignee and consignor, the air waybill number, the airport departure
and destination, the shipments content, the classification, packaging, markings and labels.

Bill of Lading

The carrier provides the bill of lading which also has a contractual nature that serves as a
receipt of the provided freight services. This document has to be signed by the carrier,
shipper and receiver and accompanies the shipped goods.

Air waybill

The air waybill accompanies the shipped goods by plane, serves as a receipt by the
international airline, and is a contractual document between the airline and the shipper. This
document additionally provides the details of the shipment’s content, the terms and
conditions, the receiver and the sender details, and other information.

Proof of collection and delivery

The sender signs the proof of collection and confirms the pickup of the shipment.

The recipient signs the proof of delivery and confirms the parcel was safely transported to
the final destination.

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NEED MORE INFORMATION?
FAQ about the different types of transport documents
What do different types of shipping documents mean?

Each document has its specific purpose in international trade. In general, these documents,
forms, records or certificates prove the validity of the shipment and verify that the shipment
complies with the rules and regulations of the specific countries. These documents are also
crucial in case of claims if the goods go missing, get stolen or endure damage during
transit. Most of these documents are also helping the customs authorities with the customs
clearance process.

What types of shipping documents are required for every international shipment?

It is important to note that not all documents are required for international shipping. For
most shipping services, it is crucial to provide the proforma (or commercial) invoice, the
certificate of origin and the label. Bear in mind that additional documentation may be
required, depending on the country and shipping service.

How do I get the documents required for shipping?

It depends on the type of document. For instance, when shipping with Eurosender, you will
get the label and the proforma by email, and you have to fill it out and give it to the
transporter upon collection.
In general, some documents are filled out by the sender, and
the carrier provides some. You can look up online on official websites for the empty form
that you can fill out.

What are the essential cargo transport documents for export?

We have compiled a list of shipping documents required when booking a service with
Eurosender. The most commonly used export and transport documents are the proforma
(or commercial) invoice, the packing list, the air waybill, bill of lading and other export
licenses required by the specific country.

Who prepares the shipping documents for import and export?

In general, the shipper needs to provide the required documentation for transport, but not
limited to. In some cases, the carrier needs to send some paperwork to the sender or the
receiver. We advise you to check this further once you are sure which document you need
for the international trade.

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 Disclaimer: The following list of shipping documents reflects the requirements for shipments
traveling outside of the European Union, but not limited to. You may be asked to provide
additional documentation if needed, depending on different country regulations.

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