China Export Documentation Overview

Commercial documents

These describe the transaction and are used for payment and for customs valuation.

• The commercial invoice states parties, goods, value, currency and incoterm.
• The packing list states cartons, weights, dimensions and contents.
• The sales contract or purchase order records the agreed terms.
• Check that the invoice, packing list and contract agree with each other.

Transport documents

These evidence the contract of carriage and often control who can collect the goods.

• A bill of lading is used for sea freight and can be a document of title.
• An air waybill is used for air freight and is not a document of title.
• A road or rail consignment note covers overland movements.
• Confirm the consignee and notify party before the document is issued.
• Correcting a transport document after issue costs time and money.

Origin and preference documents

• A certificate of origin states where the goods were produced.
• A preferential certificate may reduce duty under a trade agreement.
• Preference depends on the origin rules for your specific product.
• Confirm which form your destination accepts before shipment.

Product and regulatory documents

Requirements depend entirely on the product and the destination market.

• Test reports and conformity certificates where a standard applies.
• Phytosanitary or health certificates for plant, animal and food products.
• Dangerous goods declarations for batteries, chemicals and aerosols.
• Fumigation or heat treatment records for solid wood packaging.
• Licences or permits for controlled and regulated products.

Allocate responsibility in writing

Most document disputes are really scope disputes. Settle them in the contract.

• State which party prepares each document and by when.
• State who pays for certificates, legalisation and amendments.
• State the incoterm, because it drives export and import formalities.
• Confirm the destination importer and the clearing agent early.