Guide
Freight forwarding document checklist for air and ocean shipments
Which documents a shipment needs, who usually provides them and when they are needed — split into the core commercial and transport documents almost every shipment has, and the conditional documents that depend on the goods, the route and the contract.
Use this as a working checklist, not as legal advice. Document requirements vary by origin and destination country, the goods and their classification, the carrier, the Incoterm, any letter of credit and the customer's own instructions. Always confirm with the carrier, the customs broker and the relevant authorities for the specific shipment.
Core documents
These appear on most international shipments in one form or another. "Core" means commonly expected — not that every one is legally required for every shipment.
| Document | What it is for | Usually from | Needed |
|---|---|---|---|
| Commercial invoice | States the goods, value, currency, buyer, seller and terms of sale. The basis for customs valuation. | Shipper / seller | Before export clearance; again for import |
| Packing list | Packages, contents, marks, weights and dimensions. Used to check cargo and calculate charges. | Shipper | Before booking is finalised |
| Booking confirmation | The carrier's confirmation of space, vessel or flight, cut-off times and the booking reference. | Carrier, via forwarder | Before cargo is delivered to the terminal |
| Shipping instructions | The forwarder's or shipper's instructions to the carrier for issuing the bill of lading: parties, cargo description, marks. | Forwarder / shipper | Before the documentation cut-off |
| Bill of lading (ocean) | Receipt for the goods, evidence of the contract of carriage and — if negotiable — document of title. Master B/L from the carrier, house B/L from the forwarder. | Carrier / forwarder | Issued after loading; needed for release |
| Sea waybill (ocean) | A non-negotiable alternative to a B/L when no document of title is needed; release is to the named consignee. | Carrier / forwarder | Issued after loading |
| Air waybill (air) | Contract of carriage and receipt for air cargo. Master AWB from the airline, house AWB from the forwarder. Not a document of title. | Airline / forwarder | At acceptance of the cargo |
| Arrival notice | Tells the consignee or notify party that cargo is arriving, with charges due and what is needed for release. | Carrier / forwarder at destination | Before arrival |
| Delivery order | Authorises the terminal or warehouse to release the cargo to a named party or haulier. | Carrier / forwarder at destination | After charges are paid and customs release |
Conditional documents
These depend on the goods, the countries involved and the commercial arrangement. The trigger column is the question to ask for every new shipment.
| Document | Typical trigger | Area |
|---|---|---|
| Export declaration | Required by the export country's customs; thresholds and exemptions vary. | Customs |
| Import declaration / customs entry | Goods entering a customs territory, normally filed by a customs broker. | Customs |
| Certificate of origin | Preferential duty under a trade agreement, letters of credit, or the importer's request. | Customs |
| Import or export licence / permit | Controlled goods such as dual-use items, some chemicals, weapons, certain foods and animal products. | Customs |
| Advance cargo information filing | Route-specific pre-arrival filings, for example US Importer Security Filing (ISF) for ocean imports into the US, or EU ICS2 entry summary declarations. | Customs / security |
| Insurance certificate or policy | When the Incoterm or contract makes the seller insure (for example CIF or CIP), or the customer buys cargo insurance through you. | Insurance |
| Dangerous goods declaration | Hazardous cargo: shipper's declaration under the IMDG Code (sea) or IATA Dangerous Goods Regulations (air), usually with a safety data sheet. | Cargo |
| Verified gross mass (VGM) | Every packed export container under SOLAS — the container's verified weight must reach the carrier before loading. | Cargo |
| Phytosanitary / health certificate | Plants, plant products, food and animal products, as required by the destination country. | Cargo |
| Wood packaging compliance | Pallets and crates of solid wood generally need ISPM 15 treatment and marking; some destinations also check for it at entry. | Cargo |
| Fumigation certificate | When the destination, the goods or the buyer require fumigation of the cargo or container. | Cargo |
| Letter of credit documents | When payment is under a documentary credit: the L/C dictates exactly which documents, in which form, and by when. | Commercial |
Example: ocean export, full container
A forwarder exporting one 40' container of machinery parts on FOB terms. The buyer arranges insurance.
- Before booking: commercial invoice (draft is fine), packing list, booking request.
- Before cargo cut-off: booking confirmation, VGM for the packed container, export declaration where required.
- Before documentation cut-off: shipping instructions to the carrier; house B/L draft checked with the shipper.
- After loading: master and house B/L (or sea waybill), final commercial invoice, certificate of origin if the buyer claims preferential duty.
- Not needed here: insurance certificate (buyer insures under FOB) and dangerous goods declaration (non-hazardous cargo).
Example: ocean import
The same container seen from the destination side, cleared by a customs broker.
- Before arrival: copy of the B/L, commercial invoice and packing list for the broker; any advance cargo filing the destination requires; arrival notice to the consignee.
- At arrival: import declaration, payment of duties and charges, original B/L surrendered if one was issued (or release under a sea waybill / telex release).
- For delivery: delivery order to the terminal and haulier; proof of delivery afterwards.
- Watch for: phytosanitary or health certificates for food and plant products, and wood-packaging rules for pallets.
Example: air export
Two pallets of electronics, including lithium batteries packed with equipment.
- Before acceptance: commercial invoice, packing list with dimensions (air rates use chargeable weight, which depends on volume), export declaration where required.
- Because of the batteries: check the IATA Dangerous Goods Regulations for the battery type and packing instruction; a shipper's declaration and labelling may be required.
- At acceptance: house air waybill from the forwarder, master air waybill from the airline.
Example: air import
- Before arrival: copies of the air waybills, commercial invoice and packing list to the broker; arrival notice to the consignee.
- At arrival: import declaration, duties and charges paid, then release from the airline's or handler's warehouse — no original document of title is surrendered for air.
- Watch for: licences for controlled goods, and certificates for regulated products such as pharmaceuticals or food.
A note on road
International road shipments between countries that are party to the CMR Convention typically travel on a CMR consignment note, with the commercial invoice, packing list and any transit or customs documents the border crossing requires. Domestic road moves often need little more than a delivery note and proof of delivery.
Running the checklist day to day
- Decide the list per shipment, at booking. Mode, direction, Incoterm, goods and destination tell you which conditional documents apply. Mark the rest as not applicable so they stop looking missing.
- Record who provides each document and by when. Most delays are a document waiting on someone who did not know it was their turn.
- Keep versions. B/L drafts and invoices change; keep the history rather than overwriting the file.
- Share deliberately. Customers need some documents (B/L copy, arrival notice, invoice) and should not see others (supplier invoices with your costs).
Tranvoro keeps documents on the shipment, shows a required-document checklist by mode and direction, keeps every version and lets you share selected files with the customer. See shipment document management, compare pricing, or start a 30-day free trial.