Most clearing delays trace back to paperwork. Here is the core set, what each document does, and where regulated goods need more.
The core documents
| Document | What it is for |
|---|---|
| Bill of lading (sea) or airway bill (air) | Proof of shipment and the contract of carriage. The consignee details must be correct. |
| Commercial invoice | States the goods, quantities and value. Customs uses it to assess duties. |
| Packing list | Details what is in each package. It must agree with the invoice. |
| Certificate of origin | Shows where goods were made. It can matter for preferential duty treatment. |
| Your tax registration details | Needed to lodge entries and pay duties in your name. |
| Import declaration and related approvals | Required for many imports. Your agent will confirm what applies to your goods. |
Extra documents for regulated goods
Some products need approval from a regulatory agency before or on arrival. Examples include food and agricultural products, pharmaceuticals and medical devices, chemicals, electronics, used goods and goods that must meet national standards. Requirements vary by product, so check early.
Checks that save time
- Names, addresses and descriptions match across all documents.
- The invoice value is accurate and supported.
- Quantities and weights on the packing list match the invoice and the bill of lading.
- You have asked your agent for a list of required approvals before shipping.
Requirements change. Confirm the current list for your product with your clearing agent. Send us your draft documents and we will review them before the cargo ships.
Frequently asked questions
Can I clear goods without a commercial invoice?
An invoice is a basic requirement for assessing duties. Without one, clearance is difficult and slow. Ask your supplier for a correct invoice before shipping.
What happens if my documents do not match?
Mismatches can cause queries, delays or additional charges. Fixing them before the vessel arrives is far cheaper than fixing them at the port.