Export Documents Checklist

Before anything ships

1. Proforma invoice

Issued by you. The buyer uses it to open a letter of credit, obtain foreign exchange or apply for an import licence. It carries the goods description, HS codes, origin, Incoterms 2020 rule, validity and payment terms that every later document will repeat. See what a proforma invoice is.

2. Sale contract or accepted purchase order

A signed proforma often serves as the contract for straightforward shipments. For larger deals, put governing law, dispute resolution, force majeure, inspection rights and late-delivery consequences in a proper contract — the Incoterms rule covers none of those.

3. Export licence or authorisation, if required

Dual-use goods, defence articles, cultural property, certain chemicals, waste, endangered species (CITES) and encryption products need permits from your own authorities. Screening the buyer and end use against sanctions and denied-party lists belongs here too, not after loading.

The core commercial set

Preferential origin documents

A plain certificate of origin states where goods were made. A preferential document goes further: it claims a reduced or zero duty rate under a trade agreement, and it is only valid if the goods meet that agreement’s origin rules — often expressed as a change of HS heading or a maximum share of non-originating material value. Common instruments include EUR.1 movement certificates, invoice or origin declarations by registered exporters, ATR movement certificates for EU–Türkiye industrial goods, and the certificates used under regional agreements such as AfCFTA, COMESA, ASEAN and USMCA. Claiming preference without meeting the rule exposes your buyer to a retroactive duty demand, so verify before you sign — our guide to the certificate of origin explains how origin is actually determined.

Product and destination-specific documents

• Phytosanitary certificate — plants, timber, seeds, some foodstuffs. Issued by your national plant protection organisation.
• Veterinary or health certificate — animal products, meat, dairy, fish. Usually tied to an approved establishment number.
• Fumigation and ISPM 15 treatment — wooden pallets and crates must be heat-treated or fumigated and stamped.
• Dangerous goods declaration — IMDG for sea, IATA DGD for air, with correct UN number, packing group and labelling.
• Pre-shipment inspection certificate — several countries require inspection and a conformity certificate before shipment; Nigeria (SONCAP), Kenya (PVoC), Saudi Arabia (Saber/SASO) and Algeria are frequently encountered examples.
• Cargo tracking note — a number of West and Central African destinations require an electronic cargo tracking note obtained before the vessel sails; without it the goods can be fined or refused.
• Test reports and conformity marks — CE for the EU, UKCA for Great Britain, and equivalents elsewhere; keep the declaration of conformity and technical file available.
• Halal or kosher certificate — food and some cosmetics, for specific markets.
• Legalised documents — some Middle Eastern and North African markets still require invoices and certificates of origin stamped by their consulate.

Advance filings and destination formalities

Many customs administrations now demand data before the goods arrive, and some before they are even loaded. Ocean shipments to the United States require an importer security filing; the European Union and the United Kingdom operate entry summary declarations; Egypt runs an advance cargo information system that produces a clearance number the shipping documents must quote; Nigeria’s Form M and Kenya’s import declaration form must be opened before shipment. Ask your buyer, in writing, which pre-arrival formality applies and what number must appear on your documents — then put that reference on the invoice.

Consistency rules that prevent most problems

1. One master source. Generate the commercial invoice, packing list and certificate application from the accepted proforma rather than retyping each one.
2. Identical party names. Legal name, street, city and country spelled the same on every document, including the transport document.
3. Identical goods description. If the credit says “combed cotton poplin 120 gsm”, so does every document.
4. Weights that agree. Packing list gross weight equals the transport document gross weight; net weight is consistent across the set.
5. Same Incoterms rule and named place everywhere — see the Incoterms 2020 guide.
6. Same HS codes and origin on the invoice, the packing list header and the origin certificate — see the HS code guide.
7. Dates in order. Invoice date on or before shipment date; insurance effective no later than shipment; certificates not issued after the transport document unless the credit allows it.

Printable checklist

• Proforma invoice accepted, signed and stamped by the buyer
• Payment secured: deposit received, or credit advised and checked
• Export licence and party screening completed
• Booking confirmed; cut-off dates noted against the latest shipment date
• Commercial invoice issued, matching the proforma line for line
• Packing list finalised with marks, numbers and weights
• Transport document collected, with on-board notation if required
• Certificate of origin obtained, legalised if the destination requires it
• Insurance certificate issued where the Incoterms rule requires cover
• Product certificates: phytosanitary, health, fumigation, dangerous goods, conformity
• Destination formalities: pre-shipment inspection, cargo tracking note, advance filing reference
• Export declaration lodged and exit confirmation archived
• Full set scanned and sent to the buyer before the originals travel

Start the set correctly: use a free proforma invoice template, or create the document online and convert it into the invoice when the goods are ready. If a letter of credit is involved, read the letter of credit guide first.

Requirements change and vary by product and destination. Treat this checklist as a starting point and confirm the current rules with your freight forwarder, your customs broker or the destination customs authority before shipping.