Shipping Documents
The transport, commercial and customs documents behind every shipment — what each one is for, who issues it and what to check.
What we need from you
To book a shipment, send us these three — we prepare the transport documents and, if you want, handle customs.
- 1Commercial invoice
- 2Packing list
- 3Shipping instructions (or the details for them)
Transport documents
Issued for the carriage itself — one per mode of transport.
Bill of LadingB/LThe main ocean transport document: a receipt for the goods, evidence of the contract of carriage and — as an original negotiable B/L — the document of title to the cargo.Sea WaybillSWBA non-negotiable ocean transport document. The cargo is released to the named consignee without presenting any original — the fastest way to clear cargo at destination.Air WaybillAWBThe transport document for air freight — a receipt and the contract of carriage. It is never a document of title: the cargo is delivered to the consignee named on it.CMR Consignment NoteCMRThe international road consignment note under the CMR Convention. It proves the haulier took over the goods, travels with the truck and, signed by the consignee, becomes the proof of delivery.Rail Consignment Note (CIM, SMGS, CIM/SMGS)CIM / SMGSThe transport document for international rail freight. CIM is used in Europe under COTIF, SMGS across the CIS, China and Mongolia, and the combined CIM/SMGS note covers both without re-documenting at the gauge change.Shipping InstructionsSIThe shipper's instructions to the carrier or forwarder with everything needed to issue the bill of lading. What you write in the SI is what the B/L will say.
Commercial documents
Prepared by the seller; customs, the forwarder and the buyer all rely on them.
Commercial InvoiceThe seller's invoice to the buyer. Customs use it to establish the value of the goods, so it is needed for every export and import declaration.Packing ListA package-by-package list of what is being shipped. The forwarder plans the load from it, customs check the cargo against it and the consignee uses it to count what arrived.
Customs and compliance
Needed depending on the route, the goods and the trade agreement.
Certificate of OriginCoOProof of the country where the goods were made. A preferential proof (EUR.1 or a statement on origin) can cut import duty to zero under a trade agreement; a non-preferential certificate is required by some countries or letters of credit.Export DeclarationEAD / MRNThe customs declaration for goods leaving the EU. Once accepted it gets an MRN (Movement Reference Number); the confirmed exit is the exporter's proof for zero-rated VAT.Transit Declaration (T1)T1 / TADLets non-EU goods travel through the EU under customs control without paying duties at the border — e.g. from Klaipėda port to a customs warehouse inland or onward to another country.Dangerous Goods DeclarationDGDThe shipper's signed declaration that hazardous cargo is correctly classified, packed, marked and labelled. Required for every dangerous goods shipment, in the form each mode demands.Phytosanitary CertificateAn official certificate that plants or plant products are free from pests and meet the importing country's plant health rules.
Which documents for which transport
Needed When applicable
| Document | Sea | Air | Road | Rail |
|---|---|---|---|---|
| Bill of LadingB/L | — | — | — | |
| Sea WaybillSWB | — | — | — | |
| Air WaybillAWB | — | — | — | |
| CMR Consignment NoteCMR | — | — | — | |
| Rail Consignment Note (CIM, SMGS, CIM/SMGS)CIM / SMGS | — | — | — | |
| Shipping InstructionsSI | — | — | ||
| Commercial Invoice | ||||
| Packing List | ||||
| Certificate of OriginCoO | ||||
| Export DeclarationEAD / MRN | ||||
| Transit Declaration (T1)T1 / TAD | — | |||
| Dangerous Goods DeclarationDGD | ||||
| Phytosanitary Certificate |
General guidance only — requirements depend on the goods, the countries involved and the contract. We check the documents needed for every booking.
Not sure which documents you need?
Send us the route and the goods — we'll list the documents and prepare the transport ones for you.
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