Export paperwork: a checklist of the documents most shipments need

• Sales contract or purchase order — the agreed price, quantity, delivery terms and payment terms, in writing
• Commercial invoice — what was sold, to whom and for how much; customs uses it to value the goods
• Packing list — what is in each package, with weights and dimensions

The carrier issues it and it proves the goods were handed over for transport: a bill of lading for sea freight, an air waybill for air freight, a consignment note for road transport. Check every detail before the goods leave — corrections afterwards are slow and cost money.

• Certificate of origin — shows where the goods were made; some buyers need it to claim lower duties
• Phytosanitary or health certificates — for plants, food and other regulated goods
• Certificate of analysis or inspection report — for products sold on technical specifications, such as chemicals or minerals

Goods usually need an export declaration in the country they leave and an import declaration in the country they enter; the buyer’s customs broker normally handles the second. Some products also need licences or permits at either end. If the goods are insured, keep the insurance certificate with the rest.

• Use the same product name, quantities and weights on every document
• Find the right HS code for your product early; it drives duties and restrictions
• Keep scanned copies of everything, and send the buyer drafts before the goods ship