Documentation
March 21, 2026
12 min read
Importing from China requires a lot of paperwork. Missing even one document can result in customs delays, storage fees, or even shipment rejection. After handling thousands of imports, we've compiled this complete checklist to ensure you have everything you need.
Quick Tip: Create a digital folder for each shipment and save all documents there. Keep copies for at least 5 years for tax and compliance purposes.
📋 Essential Documents (Required for All Shipments)
1. Commercial Invoice
What it is: A bill for the goods from seller to buyer.
Must include:
- Seller and buyer complete details (name, address, contact)
- Invoice number and date
- Description of goods (detailed, not generic)
- HS codes (Harmonized System codes)
- Quantity and unit price
- Total value (in currency of transaction)
- Incoterms (FOB, CIF, DDP, etc.)
- Country of origin
Important: The value declared must be accurate. Under-declaring to reduce duties is customs fraud and can result in penalties, seizure, or criminal charges.
2. Packing List
What it is: Detailed list of what's in each package.
Must include:
- Invoice number (matching commercial invoice)
- Number of packages (cartons, pallets, etc.)
- Description of contents per package
- Net weight and gross weight per package
- Dimensions of each package
- Marks and numbers on packages
3. Bill of Lading (B/L) or Air Waybill (AWB)
What it is: Contract between shipper and carrier; proof of shipment.
Types:
- Original B/L: Required for sea freight; must be presented to claim goods
- Telex Release: Electronic release; faster but requires trust
- Express B/L: No original needed; higher risk
- Air Waybill (AWB): For air freight; non-negotiable
Tip: Never release payment for goods until you have the B/L or confirmation of shipment.
4. Certificate of Origin
What it is: Document certifying where goods were manufactured.
Why it matters:
- Determines duty rates (trade agreements)
- Required for customs clearance
- Needed for certain product categories
Types:
- Generic Certificate of Origin
- Form A (for GSP countries)
- Form E (for ASEAN countries)
- USMCA Certificate (for North America)
📑 Additional Documents (Depending on Product/Destination)
5. Import License/Permit
Required for:
- Food and beverages
- Medical devices and pharmaceuticals
- Chemicals and hazardous materials
- Electronics (FCC certification in US)
- Textiles (quota restrictions in some countries)
- Agricultural products
Check before ordering: Some products require licenses BEFORE shipment. Getting them after can be impossible or very expensive.
6. Product Compliance Certificates
Common certifications:
- CE Marking: Required for EU (electronics, toys, machinery)
- FCC: Required for US electronics
- UL/ETL: Electrical safety (US)
- CPC: Children's Product Certificate (US)
- FDA: Food, drugs, cosmetics (US)
- RoHS: Restriction of hazardous substances (EU)
- REACH: Chemicals registration (EU)
7. Inspection Certificates
Types:
- Pre-shipment Inspection (PSI)
- Quality Control Report
- Third-party lab test results
- Factory audit report
When needed: High-value orders, first-time suppliers, or quality-critical products.
8. Insurance Certificate
What it covers: Loss or damage during transit.
Types:
- All-risk coverage (recommended)
- Named perils coverage
- Free of particular average (FPA)
Recommendation: Always insure shipments worth more than $5,000. The cost (0.3-0.5% of value) is worth the peace of mind.
📄 China Export Documents
Your supplier should provide these:
Export Documents Checklist
- �?Export License (if required for product)
- �?Customs Declaration Form
- �?Export Permit (for restricted goods)
- �?Inspection Certificate (if required)
- �?Fumigation Certificate (for wooden packaging)
- �?Dangerous Goods Declaration (if applicable)
🎯 Country-Specific Requirements
United States
- Customs Bond (continuous or single entry)
- Importer of Record (IOR) number
- Power of Attorney (if using customs broker)
- ISF (Importer Security Filing) - required 24 hours before loading
- Entry Summary (CBP Form 7501)
European Union
- EORI Number (Economic Operators Registration and Identification)
- Entry Summary Declaration (ENS)
- CE marking documentation
- REACH compliance documentation (for chemicals)
United Kingdom (Post-Brexit)
- GB EORI number
- UK-specific import declarations
- UKCA marking (replacing CE)
Australia
- ABN (Australian Business Number)
- Import Declaration (B650 form)
- Biosecurity documentation
�?Pre-Shipment Checklist
Before Shipment - Confirm You Have:
- �?Signed commercial contract with supplier
- �?Proforma invoice
- �?Sample approval (if applicable)
- �?Quality inspection scheduled
- �?Shipping method confirmed
- �?Incoterms agreed
- �?Payment terms confirmed
- �?Insurance arranged
�?Post-Shipment Checklist
After Shipment - Collect:
- �?Commercial invoice (final)
- �?Packing list
- �?Bill of lading or AWB
- �?Certificate of origin
- �?Insurance certificate
- �?Inspection certificates (if done)
- �?Product compliance certificates
- �?Payment receipts
💡 Pro Tips for Smooth Customs Clearance
- Accuracy is critical: Any discrepancy can cause delays. Triple-check all information.
- Consistency across documents: Product descriptions, quantities, and values must match across all paperwork.
- HS codes matter: Wrong classification can mean wrong duties or shipment rejection. When in doubt, consult a customs broker.
- Keep digital copies: Scan everything and store in cloud storage.
- Work with a customs broker: For complex shipments, their expertise is worth the fee ($100-300).
- Allow buffer time: Customs clearance can take 1-5 days. Don't promise delivery dates you can't meet.
📞 When to Get Help
Consider hiring a professional if:
- Your shipment is worth more than $10,000
- You're importing regulated products (food, medical, chemicals)
- This is your first import
- You're importing to multiple countries
- You've had customs issues before
Need Help with Documentation?
We handle all export documentation from China and work with customs brokers worldwide to ensure smooth clearance. Let us manage the paperwork while you focus on your business.
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Summary: Essential Documents Checklist
Always Required:
- ✓ Commercial Invoice
- ✓ Packing List
- ✓ Bill of Lading / Air Waybill
- ✓ Certificate of Origin
Often Required:
- ✓ Import License/Permit
- ✓ Product Compliance Certificates
- ✓ Inspection Certificates
- ✓ Insurance Certificate
Remember: Requirements vary by country and product. Always check with your customs authority or a licensed customs broker for the most current requirements.