Bill of lading, packing list, invoice: shipping documents explained
Missing or wrong paperwork is one of the most common reasons goods get stuck. What each document is for.
- The commercial invoice shows what was sold and for how much.
- The packing list shows how goods are packed.
- The bill of lading is the transport contract and, often, proof of ownership.
- Details must match across all documents.
| Document | What it does | Issued by |
|---|---|---|
| Commercial invoice | Describes goods, value, buyer and seller | Supplier |
| Packing list | Cartons, weights, dimensions, contents | Supplier |
| Bill of lading (sea) | Transport contract and receipt; may be needed to release goods | Carrier or forwarder |
| Air waybill (air) | Transport contract for air freight | Airline or forwarder |
| Certificate of origin | Shows where goods were made | Chamber of commerce or authority in China |
| Certificates and test reports | Prove product compliance | Test labs, authorities |
Make them match
Product descriptions, quantities, weights and values should be consistent across documents. Mismatches lead to questions, delays or penalties at customs.
Original or telex release
With sea freight, goods may be released on presentation of original bills of lading or by a telex or electronic release. Agree which with your supplier, especially if the balance is paid against documents.
Related: importing through Jebel Ali and paying suppliers safely.
How Husbar can help
Husbar China Line checks documents with suppliers and forwarders before goods ship, so clearance in the Gulf is smooth. See Husbar China Line.
Frequently asked questions
What is a bill of lading?
A document issued by the carrier for sea freight that acts as a contract, a receipt and often a document of title.
What is a telex release?
An electronic release of goods without needing the original paper bills of lading.
Why do documents need to match?
Customs compares them. Mismatches can cause delays or penalties.