Invoices, packing lists, and contracts are the “three core” documents for export customs declarations. The accuracy of their completion directly determines the efficiency and risk of customs clearance. The key is consistency of information, completeness of elements, and logical compliance.
Below, Weefreight will provide detailed explanations to assist you.
I. Commercial Invoice: Core Declaration Document
Header and Basic Information
The document must be labeled “Commercial Invoice,” and include the complete name, address, and contact information of both the exporter and importer. The exporter’s information must match the customs declaration operating unit, and the importer’s information must match the customs clearance documents. Abbreviations or errors are not permitted.
Core Cargo Information
Product names must be clearly stated in both English and Chinese, corresponding to the HS code, avoiding vague descriptions (e.g., “toys” should be specified as “plastic cartoon toys”); specifications, models, materials, and uses must be complete; sensitive goods (electrical goods, food) require certification information; the HS code must be accurately classified and consistent with the actual goods.
Amount and Trade Terms
Unit price and total price must clearly state the currency (USD/EUR, etc.), and the total price must match the contract; trade terms (FOB/CIF/CFR) must be indicated, and for CIF/CFR, freight and insurance costs must be listed separately. The amount logic must match (FOB total price = cargo value, CIF total price = cargo value + freight + insurance).
Other Key Items
The invoice number and date must be unique, and the date must not be later than the customs declaration date; the country of origin must be indicated (e.g., “Made in China”); a signature and stamp (Chinese and English company seal or customs declaration seal) are required.
II. Packing List: Cargo Details Document
Basic Information Matching
The document must be labeled “Packing List,” and the invoice number, date, and consignor/consignee information must be exactly the same as the invoice. No discrepancies are allowed. Packaging and Quantity Details
Each item should be listed according to packaging type (box/bag/pallet), with accurate details for quantity per box, gross weight, net weight, and volume. The total gross weight, total net weight, and total volume must match the customs declaration; irregular goods must be marked with “length × width × height,” and the volume calculation unit should be cubic meters (CBM).
Shipping Marks and Special Markings
If there are shipping marks, they must be filled in completely (customer code + destination port + box number); if there are no shipping marks, mark “N/M”; dangerous goods and fragile goods must be marked with the corresponding symbols; LCL (less than container load) shipments must be marked “LCL”.
Signature and Seal
The signature and seal must match those on the invoice to ensure the validity of the document; documents without a signature and seal will be considered invalid.
III. Sales Contract: Proof of Transaction Compliance
Contract Parties and Terms
The names, addresses, and contact information of both the buyer and seller must match those on the invoice and packing list; the contract number and signing date must be clearly stated, and the signing date must not be later than the invoice date; trade terms, payment methods, and delivery dates must be clear and match the actual transaction.
Goods and Amount Agreement
The product name, specifications, quantity, unit price, and total price must be exactly the same as those on the invoice, without any discrepancies; if over- or under-shipment is allowed, the over- or under-shipment percentage must be indicated (e.g., ±5%); the currency and payment terms (T/T/L/C) must be clearly stated.
Other Compliance Elements
The applicable law and dispute resolution method must be indicated; for goods involving quotas or licenses, the document number must be specified; both parties must sign and seal the document completely; the buyer’s signature can be electronic, but the exporter must affix their company seal. IV. Core Principle of Consistency Across Three Documents (Of Utmost Importance)
Complete Information Matching: Key information such as consignor/consignee, product name, quantity, amount, invoice number, and contract number must be identical across all three documents, avoiding spelling and numerical errors.
Logical Compliance: Quantity, weight, and volume must be logically consistent; the amount must match the trade terms; the HS code must correspond to the product name; and there should be no logical conflicts.
Standardized Consistency: Currency, units, and date formats must be uniform; signatures and stamps must be complete; and all requirements for customs declaration must be met.
(Note: The above information regarding timelines or costs is for reference only. Please refer to the actual situation at the time of shipment for specific details. Thank you!)
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