International Shipping Documents: Complete Checklist

Missing or incorrect documentation causes 90% of customs delays. Here's every document you need for international shipping.

Required Documents Overview

Essential for All International Shipments

Conditional Documents

Commercial Invoice

Required Information

Seller details: Name, address, contact

Buyer details: Name, address, contact

Invoice number and date

Item descriptions: Detailed, not generic

Quantity: Units of each item

Unit value: Price per item

Total value: Sum of all items

Currency: USD or local

HS codes: For each product

Country of origin: Where made

Terms of sale: Incoterms (FOB, CIF, etc.)

Example Commercial Invoice

COMMERCIAL INVOICE
Seller:                          Invoice #: INV-2026-001
ABC Company                      Date: January 15, 2026
123 Main Street
New York, NY 10001
Buyer/Consignee:                 Terms: FOB New York
John Smith
456 High Street
London, UK EC1A 1AA
Description          Qty    Unit Price    HS Code      Origin    Total
---------------------------------------------------------------------------
Blue Cotton T-Shirt   10      $25.00    6109.10.00      USA     $250.00
Leather Belt           5      $40.00    4203.30.00      USA     $200.00
---------------------------------------------------------------------------
                                             Subtotal:          $450.00
                                             Shipping:           $45.00
                                             Insurance:          $10.00
                                             Total CIF:         $505.00
I declare the information is true and correct.
Signature: _________________ Date: _________________

Customs Declaration Forms

USPS Forms

Courier Customs Forms

UPS, FedEx, DHL handle customs electronically:

• Commercial invoice required
• Carrier generates customs entry
• Electronic AES filing for exports

Certificate of Origin

When Required

• Trade agreement benefits (USMCA, GSP)
• Customer/importer request
• Government requirement
• Letter of credit requirement

Types of Certificates

Creating a Certificate of Origin

Options:

Chamber of Commerce certification

Self-certification (some agreements)

Carrier/freight forwarder service

atoship document generation

Packing List

Required Information

Shipper and consignee

Reference numbers

Number of packages

Description of contents

Quantity per package

Weight per package

Dimensions per package

Package markings

Packing List vs Commercial Invoice

Export Documentation

For US Exporters

EEI Filing (Electronic Export Information)

Required when:

• Single item value exceeds $2,500
• Export license required
• Destination requires it

Not required:

• Shipments to Canada (with exemption statement)
• Low-value exports
• Personal effects

AES/ACE Filing

• File through AESDirect
• Receive ITN (Internal Transaction Number)
• Include ITN on documents

Country-Specific Requirements

European Union

• EUR.1 for preferential duty
• CE marking declaration
• VAT registration for commercial sellers

United Kingdom (Post-Brexit)

• UK-specific HS codes
• UK Trader Scheme registration
• GB prefix for VAT numbers

Canada

• USMCA certificate for duty-free
• Canada Border Services forms
• French language requirements for Quebec

Australia

• Packing declarations for wood packaging
• Biosecurity import permits
• Goods declaration for commercial imports

Document Preparation Tips

Accuracy Is Essential

• Triple-check all numbers
• Match documents to each other
• Use consistent descriptions
• Verify HS codes

Electronic vs Paper

Most shipments now use both: electronic filing with paper copies in package.

atoship Documentation Tools

Generate all required documents:

Commercial invoice generator: Auto-populated from order

Customs form filler: Correct form for destination

Certificate of Origin: Digital or printable

Packing list: Linked to shipment

AES filing integration: Electronic export reporting

Conclusion

Proper documentation ensures customs clearance without delays. Use atoship to generate accurate international shipping documents, file required customs declarations, and access discounted rates up to 89% off on international shipments.