Key Takeaways

• Common basic documents in a Commercial Shipment include the Commercial Invoice, Packing List, Transport Document, and Customs Declaration, depending on the applicable customs procedures.
• There is no single set of documents that applies to every type of product. A Certificate, Permit, or additional documents issued by relevant authorities may be required depending on the goods and destination country.
• An Air Waybill and a Bill of Lading are different types of transport documents with different legal characteristics. The term “Waybill” should not be used as a blanket substitute for all transport documents.
• Key information such as Shipper, Consignee, Product Description, Quantity, Weight, Value, and Country of Origin should be consistent across the documents.
• Before goods leave the origin, check both Thailand’s requirements and the import regulations of the destination country. Do not wait until the goods are already in transit to prepare the documents.

Why Are Export Documents Important?

Shipping goods internationally involves more than Packing and Booking Freight. Goods require supporting information and documents throughout the entire journey, from origin to destination.

These documents may be used by:

• Exporter
• Importer
• Freight Forwarder
• Carrier
• Customs Broker
• Airline
• Shipping Line
• Warehouse
• Customs
• Product regulatory authorities
• Banks in some Transactions

If information is incomplete or inconsistent, problems may arise, such as:

• Booking delays
• Requests for additional information from Customs
• Inability to submit the Customs Declaration
• Inability to claim FTA benefits
• The Buyer being unable to clear the goods
• The Shipment being placed on hold
• The need to amend the B/L or AWB
• Storage charges or other additional costs

Therefore, Export Documents should be prepared before the goods leave the origin,

not after the Cargo is already in transit.

What Export Documents Are Required?

Documents can be divided into four major groups:

• Commercial Documents
• Transport Documents
• Customs Documents
• Product / Regulatory Documents

However, this does not mean that every Shipment requires every document discussed in this article.

The documents actually required depend on:

• Product type
• Country of origin
• Destination country
• HS Code
• Incoterms
• Mode of Transport
• Payment Term
• Buyer Requirement
• Rules of the relevant authorities

1. What Is a Commercial Invoice?

A Commercial Invoice is one of the most important basic documents in international trade.

It is generally issued by the Seller or Exporter to show the details of the Transaction between the seller and the buyer.

Common information includes:

• Seller / Exporter
• Buyer / Consignee
• Invoice Number
• Invoice Date
• Product Description
• Quantity
• Unit Price
• Total Value
• Currency
• Country of Origin, where applicable
• Incoterms
• Payment Term, where applicable

A Commercial Invoice may be used as supporting information for:

• Customs Declaration
• Customs Valuation
• Import Clearance
• Buyer Accounting
• Banking Documents
• Freight Documentation

It should not be prepared too casually or without sufficient product details.

How Should the Product Description Be Written on an Invoice?

The description should identify the actual goods clearly.

Examples of descriptions that are too broad include:

• Parts
• Accessories
• Sample
• Machine
• Gift

Depending on the goods, add clearer details. For example:

Stainless Steel Machine Spare Parts for Packaging Machine

instead of simply writing:

Parts

A clear description helps the following parties understand the Commodity more consistently:

• Customs
• Freight Forwarder
• Carrier
• Importer

What Value Should Be Declared on a Commercial Invoice?

The value should reflect the actual Transaction and be supported by evidence.

Do not undervalue goods merely to try to reduce Import Duty.

Customs may verify the value and apply the Customs Valuation rules under the laws of the relevant country.

2. What Is a Packing List?

A Packing List is a document showing details about how the goods are packed.

Unlike a Commercial Invoice, which focuses on Commercial Value, a Packing List focuses on packing details.

A Packing List commonly includes:

• Number of Cartons
• Number of Pallets
• Package Number
• Product
• Quantity
• Net Weight
• Gross Weight
• Dimensions
• Total CBM
• Packing Type

This document is useful to:

• Warehouse
• Carrier
• Customs
• Freight Forwarder
• Consignee

It helps them check the quantity and packing configuration of the Physical Cargo.

What Is the Difference Between a Commercial Invoice and a Packing List?

A Commercial Invoice focuses on:

The sale transaction and the value of the goods

A Packing List focuses on:

The quantity, weight, dimensions, and packing configuration

For example, an Invoice may state:

100 Units × USD 20 = USD 2,000

The Packing List may state:

100 Units packed in 10 Cartons

along with the weight and dimensions of each Package.

Must the Invoice and Packing List Match?

Relevant information should be consistent.

Examples of discrepancies that should not occur include:

Invoice = 100 Units

but Packing List = 90 Units

or

Invoice lists Product A

but the Packing List lists Product B.

Such inconsistencies may require investigation or document amendments before Customs Clearance.

3. What Is a Transport Document?

A Transport Document relates to the receipt and transportation of goods by a Carrier or transport service provider.

The type of document varies depending on the Mode of Transport.

Common examples include:

• Air Waybill
• Bill of Lading
• Courier Waybill
• Road Transport Document

These documents should not all be treated as the same type of document because each Mode has different characteristics and legal effects.

What Is an Air Waybill (AWB)?

An Air Waybill, or AWB, is a transport document for air cargo.

It may contain information such as:

• Shipper
• Consignee
• Airport of Departure
• Airport of Destination
• Number of Pieces
• Gross Weight
• Nature and Quantity of Goods
• Flight / Routing Information, depending on the document format

An AWB is an important document for Air Cargo.

Is an AWB a Document of Title Like a B/L?

In general, an Air Waybill is a Non-negotiable Transport Document.

It therefore differs from certain types of Ocean Bill of Lading that can function as a Document of Title.

The rules governing endorsement of a B/L should not automatically be applied to an AWB.

Suggested Internal Link: What Is Air Freight? Which Types of Goods Are Suitable for Air Transportation?

What Is a Bill of Lading (B/L)?

A Bill of Lading is an important document for sea freight transportation.

Depending on the type of B/L, it can serve as:

• Evidence of Contract of Carriage
• Receipt of Goods
• Document of Title in certain forms of B/L

A B/L commonly contains:

• Shipper
• Consignee
• Notify Party
• Vessel
• Port of Loading
• Port of Discharge
• Marks & Numbers
• Number of Packages
• Description of Goods
• Gross Weight
• Measurement
• Freight Term

The Draft should be checked carefully before the Final B/L is issued,

because amendments after issuance may involve additional procedures and costs.

Are an Original B/L and a Sea Waybill the Same?

They are not entirely the same.

An Original Negotiable B/L can serve a Document of Title function, depending on the form of the document.

A Sea Waybill is generally Non-negotiable and allows the goods to be delivered to the named Consignee without using an Original B/L in the same way.

The choice should be aligned with:

• Payment Term
• Buyer–Seller Relationship
• Banking Requirement
• Shipping Line Procedure

If a Letter of Credit is used, check the Transport Document requirements under the L/C carefully.

Suggested Internal Link: What Is a Letter of Credit (L/C)? A Payment Method Importers and Exporters Should Know

What Documents Are Used for Road Transportation?

Road Freight may use different Transport Documents depending on:

• Route
• Carrier
• Country
• Transport Agreement

Therefore, “Truck Waybill” should not be treated as one universal document name used in every country.

A Shipment may involve documents such as:

• Consignment Note
• Road Waybill
• Carrier Document
• Transit Document

depending on the Route and applicable laws.

Cross-border Shipments may also require additional Customs and Transit Documents.

Suggested Internal Link: What Is Cross Border Transportation? Which Goods Are Suitable for Cross-Border Road Freight?

4. What Is an Export Customs Declaration?

An Export Customs Declaration is important information used for export customs procedures.

It may relate to:

• Exporter
• Consignee
• HS Code
• Product Description
• Quantity
• Customs Value
• Country of Destination
• Transport Information
• Permit Reference, where applicable

Commercial Shipments subject to customs procedures must be processed in accordance with the procedures and systems prescribed by the Thai Customs Department.

Can a Freight Forwarder Submit the Customs Declaration on Behalf of the Exporter?

A Customs Broker or customs clearance representative may handle the process when properly authorized and in accordance with applicable rules.

However, the cargo owner must still provide accurate information, such as:

• What the goods are
• Their value
• HS Code
• Origin
• Quantity
• Permit information

A Forwarder or Broker should not have to guess product information on behalf of the Exporter.

Suggested Internal Link: What Is a Customs Declaration? An Introduction to Key Documents for Import and Export Customs Procedures

5. What Is a Certificate of Origin?

A Certificate of Origin, or C/O, is a document used to certify the origin of goods.

Broadly, it can be categorized as:

• Non-preferential / Ordinary Certificate of Origin
• Preferential Certificate / Proof of Origin

depending on its purpose and the relevant Trade Agreement.

What Is a C/O Used For?

It may be used to:

• Confirm the Country of Origin
• Claim preferential tariff treatment under an FTA
• Meet Import Requirements
• Fulfill Buyer Requirements

However, not every Shipment requires a C/O.

It is also incorrect to conclude that a C/O is used only for Textile products or shipments to Europe.

Requirements should be checked according to:

• Product
• HS Code
• FTA
• Destination
• Buyer

Suggested Internal Link: What Is a Certificate of Origin? Understanding Origin Certificates for Import and Export

6. When Are Form D, Form E, and Proof of Origin Used?

To claim Preferential Tariff treatment under an FTA, a Shipment may require Proof of Origin under the relevant agreement.

Common examples include:

• Form D
• Form E
• Other forms of Proof of Origin under the applicable FTA

However, having the document does not automatically mean that the goods will qualify for 0% Duty.

The following must also be checked:

• HS Code
• Preferential Tariff
• Rules of Origin
• Direct Consignment / Transport Requirement under the Agreement
• Supporting documents

All applicable requirements should be checked.

Suggested Internal Link: What Are Form A, Form D, and Form E? How to Claim Import–Export Tariff Preferences

7. When Is an Export Permit or Import Permit Required?

Some products can be exported without a specific permit.

Other products may be controlled by government authorities.

Product groups that should be checked further include:

• Food
• Drugs
• Cosmetics
• Medical Devices
• Plants
• Animals and animal products
• Chemicals
• Agricultural products
• Controlled goods
• Certain works of art or antiques

A Checklist for one Shipment should not be applied to every product.

Permit Requirements may vary according to:

Product × HS Code × Country

8. What Is a Phytosanitary Certificate?

A Phytosanitary Certificate is a plant-health document used for plants or plant products when required by the destination country's regulations.

Examples of goods that may be covered include:

• Plants
• Seeds
• Agricultural produce
• Certain plant-based materials

However, it should not be assumed that every plant-based product requires a Phytosanitary Certificate.

Check the Commodity and the destination country's requirements on a case-by-case basis.

9. When Are a Health Certificate or Food Documents Required?

Food and related products may have additional requirements, such as:

• Health Certificate
• Sanitary Certificate
• Certificate of Analysis
• Manufacturer Certificate
• Product Registration
• Import Permit

Requirements depend on:

• Type of food
• Ingredients
• Destination country
• Regulatory authorities

Therefore, before shipping a commercial lot of Food, the Buyer or Importer should confirm the destination country's Import Requirements.

10. What Is an SDS / MSDS?

An SDS, or Safety Data Sheet, provides information about:

• Hazard
• Composition
• Handling
• Storage
• Emergency Measures
• Transport Information

for relevant substances or products.

Goods such as the following may require an SDS to be provided to the Carrier or Forwarder:

• Chemicals
• Liquids
• Powders
• Paint
• Adhesives
• Cleaning Products

The Carrier or Forwarder may use the SDS to assess whether the goods qualify as Dangerous Goods or are subject to transportation requirements.

An SDS does not mean that the goods are Dangerous Goods in every case.

However, the information in the SDS helps service providers check the classification.

11. Documents Related to Wooden Packaging and ISPM 15

Export goods packed using the following materials:

• Wooden Pallets
• Wooden Crates
• Wooden Cases
• Dunnage

made from raw solid wood within the applicable scope may need to comply with wood-packaging requirements such as ISPM 15, depending on the countries involved.

The key point is that the following should not be treated as a universal rule:

“Wood is used = a Fumigation Certificate is required for every Shipment.”

Treatment may be carried out in different ways under the applicable standards, and supporting-document requirements vary by country and import rules.

The following should be checked:

• Whether the Wooden Packaging falls within the scope
• Whether the treatment complies with the requirements
• Whether the IPPC Mark is correct
• Whether the destination country requires an additional Certificate

Therefore, the older practice of treating a Fumigation Certificate as a universal requirement for every Shipment involving wood should not be applied as a blanket rule today.

12. Export Permits for Works of Art or Antiques

Certain goods, such as:

• Antiques
• Works of art
• Certain types of Buddha images

may be subject to rules or authorization by relevant authorities before they can be taken out of the Kingdom.

These goods should not automatically be shipped as General Cargo simply because they are small.

Check the following before Booking:

• Age
• Characteristics of the goods
• Category
• Applicable laws
• Required permits

Current requirements should be confirmed with the responsible authorities before each Shipment.

How Do Export Documents Differ by Mode of Transport?

Core Commercial Documents may be similar, but Transport Documents vary by Mode.

Documents for Air Courier

These commonly include:

• Commercial Invoice
• Courier Waybill / Shipping Label
• Packing Information
• Permit / Certificate, depending on the goods

Commercial Shipments or controlled goods may be subject to additional Customs Requirements.

Suggested Internal Link: What Is Air Courier? How Is It Different from Air Cargo, and Which Goods Is It Suitable For?

Documents for Air Cargo

These commonly include:

• Commercial Invoice
• Packing List
• Air Waybill
• Customs Declaration
• Permit / Certificate, depending on the goods

Dangerous Goods are subject to additional Transport Documentation Requirements according to their Classification.

Documents for Sea Freight

These commonly include:

• Commercial Invoice
• Packing List
• Bill of Lading / Sea Waybill
• Customs Declaration
• Certificate of Origin, where applicable
• Permit / Certificate, depending on the goods

For LCL shipments, Shipping Marks and Package Information should be checked carefully because the Cargo goes through Consolidation and Deconsolidation.

Suggested Internal Link: What Is Sea Freight LCL? When Is Less-than-Container-Load Shipping Suitable?

Documents for Road Freight / Cross Border

These may include:

• Commercial Invoice
• Packing List
• Road Transport Document
• Export / Import Customs Declaration
• Transit Document, depending on the Route
• Certificate of Origin, where applicable
• Permit, depending on the goods

Cross-border Shipments passing through a third country require additional checks of Transit Requirements.

How Do Export Documents Differ by Product?

This is one reason why a single Checklist should not be used for every Shipment.

General Cargo

May require basic documents such as:

• Invoice
• Packing List
• Transport Document
• Customs Declaration

Food

May require additional documents such as:

• Food-related Certificate
• Health / Sanitary Document
• Import Permit
• Ingredient Information

Chemicals

May require additional documents such as:

• SDS
• Dangerous Goods Documents
• Permit, depending on Classification

Plant Products

May require additional documents such as:

• Phytosanitary Certificate
• Import Permit

Machinery

May require information or documents such as:

• Technical Specification
• Model
• Serial Number
• Certificate, depending on Requirements

High-value Commercial Goods

May involve:

• Cargo Insurance
• Banking Documents
• Letter of Credit

depending on the Transaction.

Does the Destination Country Affect the Required Documents?

Yes, significantly.

The same product may require different documents when shipped to different countries.

For example, Product A shipped to Country X may not require an Import Permit.

However, when the same Product is shipped to Country Y, additional requirements may apply, such as:

• Product Registration
• Import License
• Certificate
• Label Requirement

Therefore, before Shipment, ask the Importer at the destination to confirm that country's requirements.

Do not rely solely on the documents used for a previous Shipment to another country.

How Do Incoterms Affect Documentation?

Incoterms do not directly provide a list of documents, but they affect the responsibilities of the Buyer and Seller.

For example:

• Who arranges Main Freight
• Who arranges Insurance under the applicable Rule
• Who handles Export Clearance
• Who handles Import Clearance

This affects which information and documents each party must prepare and coordinate.

Suggested Internal Link: What Are Incoterms? Understanding EXW, FOB, CIF, DAP, and DDP Before Importing or Exporting

Do Payment Terms Affect Export Documents?

They can.

If the Payment Term is, for example:

Letter of Credit

the Exporter must prepare documents in accordance with the L/C Requirements.

These may include:

• Commercial Invoice
• Packing List
• Transport Document
• Insurance Document
• Certificate of Origin
• Inspection Certificate

depending on the terms of the Credit.

Even if the Shipment is handled correctly, documents that do not comply with the L/C may result in a Discrepancy.

Therefore, documents for an L/C Shipment should be reviewed before Booking.

Which Information Should Be Consistent Across Export Documents?

Although each document serves a different purpose, the key information should be consistent.

Examples include:

• Exporter / Shipper
• Buyer / Consignee
• Product Description
• Quantity
• Number of Packages
• Gross Weight
• Country of Origin
• Destination
• Value, as applicable to the relevant document
• Marks & Numbers

“Consistent” does not mean that every document must use exactly the same wording in every field.

However, the information must not conflict in a way that makes the Transaction appear to relate to different Shipments.

Must the HS Code Appear on Every Document?

It is not necessary for the HS Code to appear on every type of document.

However, the HS Code is important for:

• Customs Declaration
• Duty
• FTA
• Permit
• Trade Measures

Some Buyers or Carriers may also request the HS Code in Commercial Documentation.

The key is to classify the goods correctly before using the information.

Suggested Internal Link: What Is an HS Code? Why Is Tariff Classification Important for Duties and Import–Export Operations?

Are Country of Origin and Country of Export the Same?

Not necessarily.

For example:

Goods are manufactured in China,

stored in a Warehouse in Singapore,

and then shipped from Singapore to Thailand.

In this case:

Country of Export = Singapore

while

Country of Origin = China

Origin must be determined under the applicable Rules of Origin. It is not determined solely by the country from which the goods were most recently dispatched.

Are Shipping Marks Considered a Document?

Shipping Marks are not a Commercial Document like an Invoice or Transport Document.

However, they are important identifying information displayed on Packages and associated with the Physical Cargo.

Examples include:

• Consignee
• Destination
• PO Number
• CTN 1/20
• CTN 2/20
• Shipment Reference

Shipping Marks should correspond with the Packing List so that Packages can be checked more easily.

Suggested Internal Link: What Are Shipping Marks? Why Are They Important in International Shipping?

When Should Export Documents Be Prepared?

Do not wait until the Cargo reaches the airport or seaport.

A suitable approach is:

Before Booking

Check:

• Product Requirement
• HS Code
• Permit
• Incoterms
• Destination Requirement

Before Cargo Pickup

Prepare Drafts of:

• Commercial Invoice
• Packing List
• Certificate, where applicable

Before Customs Declaration

Check the information:

• Product
• Quantity
• Value
• HS Code
• Origin
• Permit

Before Departure

Check the Final Transport Document and send the necessary documents to the Buyer.

Preparing in advance allows time to make corrections if any errors are found.

Common Mistakes in Export Documentation

• Incorrect company name
• Incomplete Consignee address
• Product Description that is too broad
• Quantity on the Invoice does not match the Packing List
• Gross Weight does not match the actual Cargo
• Dimensions are recorded before packing
• Currency is unclear
• Incoterms are incomplete
• Named Place / Port is not specified
• Incorrect Country of Origin
• HS Code is used without checking the goods
• The Permit has not been issued, but the goods have already left the origin
• The B/L Draft has not been checked
• Incorrect AWB Consignee
• FTA documents are not ready
• The Buyer is not ready for Import Clearance

These problems can increase:

• Lead Time
• Cost
• Customs Risk

Export Document Checklist Before Shipping Goods Internationally

Before Shipment Departure, check the following as applicable:

• Commercial Invoice
• Packing List
• Transport Document
• Export Customs Declaration
• Certificate of Origin
• FTA Proof of Origin
• Export Permit
• Import Permit from the Buyer, where applicable
• Product Certificate
• Phytosanitary Certificate
• Health / Sanitary Certificate
• SDS
• Dangerous Goods Documents
• Wooden Packaging / ISPM 15 Requirement
• Insurance Document
• Letter of Credit Requirement
• Shipping Marks
• Buyer / Consignee Information
• HS Code
• Country of Origin
• Incoterms
• Cargo Ready Date

Not every item is required for every Shipment.

However, check which items apply to your Shipment.

Documents to Send to the Buyer Before the Goods Arrive at Destination

Depending on the Transaction, documents and information that often need to be sent in advance include:

• Commercial Invoice
• Packing List
• Transport Document
• Certificate of Origin
• Permit / Certificate
• ETA / Shipment Information

This helps the Importer prepare for:

• Customs Clearance
• Duty / Tax
• Warehouse
• Delivery

In particular, late document submission for Sea Freight can increase the risk of Storage, Demurrage, or Detention charges, depending on the Shipment terms.

Frequently Asked Questions About Export Documents (FAQ)

What Documents Are Required to Export Goods Internationally?

A Commercial Shipment commonly requires a Commercial Invoice, Packing List, Transport Document, and information for the Customs Declaration. Additional Permits and Certificates depend on the goods and the destination country.

Are a Commercial Invoice and a Packing List the Same?

No. A Commercial Invoice focuses on the sale transaction and value, while a Packing List focuses on packing details, quantity, weight, and dimensions.

Is a Bill of Lading Used for Air Freight?

Air Freight generally uses an Air Waybill, while a Bill of Lading is used for sea transportation.

Is a Certificate of Origin Required for Every Shipment?

No. It depends on Import Requirements, Buyer Requirements, and whether FTA benefits are being claimed.

Does Every Exported Product Need a Permit?

No. Many types of General Cargo may not require a specific permit, but controlled goods must be checked against applicable Permit and Certificate requirements.

Is a Fumigation Certificate Required Whenever Wooden Crates Are Used?

This should not be treated as an absolute rule. Check the type of Wood Packaging, ISPM 15, treatment, and destination-country requirements first.

Can a Freight Forwarder Prepare All Export Documents?

A Forwarder can help prepare or coordinate documents according to the scope of its services. However, accurate information about the Product, Value, Origin, and relevant permits must be provided by the Exporter and cargo owner.

Should Documents Be Prepared Before or After Booking?

Some documents can be finalized after Booking, but Product Requirements, Permits, HS Code, and Commercial Information should be checked before Booking to prevent problems later.

Export Documentation and International Transportation Services with CPL INTER

CPL INTER provides international transportation services, including:

• Air Courier
• Air Cargo
• Sea Freight
• Road Freight
• Cross-border Transportation

Along with related services such as:

• Packing
• Shipping Documents
• Warehousing
• Customs Clearance
• Delivery

depending on the Service Scope of each Shipment.

If you are preparing to ship goods internationally, you can provide the following information:

• Product name and photos
• Product Specification
• Number of Packages
• Dimensions
• Gross Weight
• Product value
• Country of Origin
• Origin and destination countries
• Incoterms
• Existing Permits or Certificates

The CPL INTER team can help review Logistics information and related documents before Booking.

Tel: 02-519-4426 / 091-519-4426
LINE: @cplinter

Written by: CPL Inter Logistics Operations Team, specialists in international freight transportation and customs clearance, with more than 15 years of experience and an internationally recognized ISO 9001:2015 quality management system.