What are the core documents required for international sea freight customs clearance? (Bill of Lading, Invoice, Packing List, Certificate of Origin, etc.)

The core documents for international sea freight customs clearance are categorized into essential basic documents and optional/special documents, covering full container loads/less than container loads, general cargo/sensitive cargo, and different trade terms (FOB/CIF/DDP).

Next, Weefreight will provide you with a detailed analysis, hoping it will be helpful to you.

I. Essential Core Documents for Customs Clearance (Indispensable, mandatory for customs inspection)

1. Bill of Lading (B/L)

Core function: Proof of ownership + proof of transportation contract, the core basis for customs clearance and cargo collection.

Key information: Shipper/Consignee/Notify Party, vessel name and voyage number, bill of lading number, container number/seal number, cargo description, gross weight/volume, port of loading/port of destination, date of issue.

Note:

A valid original bill of lading (or Telex Release) is required; photocopies are invalid;

The consignee, cargo description, and gross weight/volume must be exactly the same as those on the invoice and packing list, otherwise customs clearance delays/amendment fees will be incurred.

2. Commercial Invoice

Core function: The core basis for customs valuation and calculation of customs duties/VAT. Key Information:

Buyer and seller information, invoice number/date, contract number, trade terms (FOB/CIF/DDP), port of loading/port of destination;

Goods description (in Chinese and English, consistent with the bill of lading), HS code (recommended to confirm in advance), quantity, unit price, total price, currency;

Must specify: cargo value (FOB/CIF price), freight, insurance premium (CIF needs to be listed separately), country of origin.

Note:

The cargo value must be declared truthfully; under-declaration/over-declaration will result in customs valuation, fines, and seizure of goods;

Original documents with official stamps are required (Chinese and English stamps, some countries require handwritten signatures).

3. Packing List

Core function: Customs verifies the quantity, packaging, gross weight/volume of the goods, and compares them with the actual goods during inspection.

Key Information:

Invoice number/contract number, shipper/consignee, port of loading/port of destination, container number/seal number;

Goods description, packaging method (carton/pallet/wooden box), number of pieces, gross weight/net weight/volume per box, total gross weight/total net weight/total volume;

Shipping marks (if any).

Note:

Gross weight/volume and number of pieces must be exactly the same as the bill of lading and invoice;

For pallet/wooden box packaging, the number of pallets and the dimensions of the wooden boxes must be indicated (some countries require IPPC fumigation certificates).

4. Customs Declaration Form

Core function: Officially declaring goods information to customs, a legal document for customs clearance. Key Information:

Consignor/Consignee, HS Code, Goods Description, Quantity, Value, Country of Origin, Trade Method, Duty Exemption/Taxation Nature;

Freight, Insurance, Miscellaneous Fees, Customs Duty/VAT Calculation Amount.

Note:

Declared by the customs clearance agent in the destination country’s customs system (e.g., US ACE, EU ICS, China Single Window);

The declared information must be 100% consistent with the invoice, packing list, and bill of lading. Errors will lead to inspection, detention of goods, and fines.

II. Recommended Essential/Frequently Used Documents (Required by most countries/shipping routes)

1. Certificate of Origin (CO/Form Series)

Core function: To prove the origin of the goods and enjoy tariff reductions/most-favored-nation treatment (e.g., RCEP, FTA, GSP).

Common types:

General Certificate of Origin (CO): No tariff reduction, only proves the origin, generally applicable to most countries;

RCEP Certificate of Origin (FORM R): China → RCEP member countries (ASEAN, Japan, South Korea, Australia, New Zealand, etc.), enjoys tariff reductions;

FORM E: China → ASEAN (older version, still usable in some countries);

FORM F: China → Chile; FORM A: GSP (some developed countries).

Note:

Must be issued by the China Council for the Promotion of International Trade (CCPIT)/Customs within the specified time before/after shipment; cannot be reissued after expiration;

The goods description, HS code, and country of origin must be consistent with the invoice, otherwise, tariff preferential treatment cannot be enjoyed.

2. Marine Insurance Policy/Certificate

Core function: Under CIF/CIP terms, it proves that the goods are insured, and some countries’ customs require it. Key Information:

Insured party (usually the consignee/shipper), invoice number/bill of lading number, cargo description, quantity, insured amount (usually CIF price × 110%);

Type of insurance (e.g., All Risks), port of loading/port of destination, place of claim settlement.

Note:

Not required under FOB/CFR terms, as the buyer is responsible for arranging insurance;

The insurance policy must be the original document; photocopies are invalid.

3. Telex Release Letter

Core function: Allows for cargo release using a telex release letter when the original bill of lading has not yet arrived at the port, avoiding demurrage/detention charges due to delays in receiving the bill of lading.

Key points:

The shipper applies to the shipping company, and the shipping company sends a telex release notice to the agent at the port of destination;

The consignee can pick up the goods with a copy of the telex release bill of lading + identification, without needing the original bill of lading.

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