Step-by-Step Guide to International Shipping Documentation

FNC America
May 20
2 min read

International shipping can be a powerful way to grow your business across borders. But as many freight forwarders and exporters know, the paperwork can feel overwhelming. Without the right shipping documentation, even a perfectly packed container can get stuck at customs, causing costly delays.

Whether you’re new to global logistics or want to sharpen your shipping process, this guide breaks down the essential documents you need for international freight forwarding — in a simple, step-by-step way.

Why Is Shipping Documentation Important?

Every international shipment is accompanied by a set of documents that ensure the cargo is:

Legally compliant
Properly insured
Tracked by authorities
Cleared by customs

Incorrect or missing paperwork can lead to fines, delays, or even the seizure of goods. That’s why understanding your documents isn’t just a good idea — it’s essential.

Step-by-Step: Key International Shipping Documents You Need

1. Commercial Invoice

This is the core document. It details:

Seller and buyer information
Description of goods
Quantity
Unit and total value
Payment terms

Why it's important: Customs uses the invoice to assess the value of your shipment and determine duties or taxes.

2. Packing List

Think of this as a breakdown of your shipment.

It includes:

Contents of each package
Weight and dimensions
Marks and numbers
Handling instructions

Tip: Match the packing list with the physical cargo to avoid disputes or inspections.

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

These are transport documents issued by the carrier. They act as:

A receipt for goods
A contract of carriage
(In some cases) a title of ownership

Ocean freight? You’ll use a Bill of Lading. Air freight? You’ll use an Air Waybill.

4. Certificate of Origin (COO)

This document declares the country where your goods were manufactured.

Why it matters: It affects duty rates and trade agreements. Some countries require a COO certified by a chamber of commerce.

5. Customs Declaration / Export Declaration

In many countries (like the U.S.), you’ll need to file an export declaration electronically.

For example: U.S. exporters file the Electronic Export Information (EEI) via AESDirect.

6. Insurance Certificate

Protect your cargo. This document proves you’ve insured the shipment against loss or damage.

Pro tip: Most importers won’t release payment until they see proof of insurance.

7. Import/Export Licenses (if applicable)

Some goods — such as chemicals, electronics, or medical equipment — require special licenses.

Always check: Regulatory requirements vary by country and commodity.

Optional but Useful Documents

Letter of Credit – For secured payments between international buyers and sellers
Inspection Certificate – Confirms goods were inspected before shipment
Dangerous Goods Declaration – For hazmat cargo

Final Checklist Before You Ship

Double-check document accuracy (names, numbers, descriptions)
Ensure consistency across all documents
Confirm what’s legally required by the origin and destination countries
Work with a reliable freight forwarder or customs broker

Need Help with International Shipping?

At FNC Americas, we connect you to a global network of trusted freight forwarders who are experts in handling international shipments and documentation. From Asia to Europe, and the Americas to the Middle East, our members ensure your cargo moves smoothly — paperwork and all.

Ready to simplify your international logistics?

Join the FNC Americas and access over 560 reliable freight partners worldwide.