Shipping Documents: A Complete Guide [2025]

Introduction

Behind every successful international shipment is a trail of paperwork that ensures the cargo moves from one country to another without delay, penalty, or confusion. These are known as shipping documents, and they are the invisible scaffolding holding up global trade. A small error on a commercial invoice or a missing certificate of origin can stall shipments at customs for days. It can add significant costs and frustrations for businesses by affecting the whole shipping process.

In 2025, as cross-border trade continues to grow exponentially, managing these documents has become even more critical. With international regulations tightening and customs clearance processes becoming more digitized, businesses must maintain precise, compliant documentation to ensure uninterrupted operations. According to the WTO, over 75% of international shipments require at least five types of documents for compliance and customs verification.

Whether you are a first-time exporter or a seasoned logistics manager, finding a reliable way to manage the required shipping documents can be overwhelming. Important details, like the type of goods, destination country, and nature of transaction, can all dictate what is required. This article will serve as a reference for the most critical shipping documents for international shipping, offering clear descriptions and must-know details.

What are shipping documents?

Shipping documents are a collection of forms, certificates, and records that provide essential information about the goods being transported. Important shipping documents include everything from invoices and packing lists to customs declarations and certificates of origin. Each document plays a specific role in verifying the legality, content, value, destination of a shipment, and other details. Whether shipping domestically or across borders, they are indispensable for accountability and tracking.

In international trade, these important documents are vital for ensuring compliance with regulatory requirements, alongside additional documents that may have export information. Customs authorities use them to assess the shipment’s contents, validate import/export licenses, determine customs duties, and confirm the legitimacy of the trade. Missing or inaccurate documents can lead to penalties, shipment seizures, and customs delays. That makes them critical to operational continuity of cross border shipments.

Most international shipments require a combination of these documents depending on the destination country, nature of goods, and shipping mode. These records are shared with customs officials, freight forwarders, shipping carriers, and importers. It ensures that each party understands the shipment’s details, complies with relevant laws, and fulfills their responsibilities accurately.

The 12 Shipping Documents you need for international shipping

Before shipping goods internationally, it is essential to prepare a precise set of documents. These documents help ensure the shipment moves through each checkpoint legally, efficiently, and transparently. Here are the 12 most crucial shipping documents.

1. Commercial invoice

A commercial invoice is the cornerstone document in international trade. It acts as proof of sale between the exporter and importer and outlines the terms of the transaction. This legal document is submitted to customs authorities in both the exporting and importing countries for customs clearance and tax calculations. It helps confirm the commercial value of the goods and is used to determine customs duties.

Key information:

• Seller and buyer details

• Item descriptions, quantities, and unit prices

• Total value of the goods

• Payment terms

2. Packing list

The packing list accompanies the commercial invoice and provides a detailed description of what’s in each package. It is used by customs brokers, warehouse staff, and freight carriers to verify and inspect shipments. In case of disputes, it serves as a reference document for verifying shipment accuracy.

Key information:

• Quantity and description of each item

• Package type and size

• Weight of each package and total weight

3. Bill of Lading (B/L)

A bill of lading (also known as a straight bill) is both a transportation contract and a receipt issued by the carrier upon taking control of the goods. It contains vital shipment information and must be signed by the shipper, carrier, and, in some cases, the receiver. There are multiple forms, including an ocean bill, an inland bill, and an air waybill.

Key information:

• Shipper and consignee details

• Vessel or flight information

• Details of the cargo

4. Certificate of origin

The certificate of origin (COO) states the manufacturing country of the goods being shipped. Customs officials in the destination country often require them to validate origin-based duty determination, particularly under free trade agreements. Chambers of commerce or export authorities can issue it.

Key information:

• Manufacturer’s details

• Country of origin

• Description of the goods

5. Proforma invoice

The pro forma invoice is a preliminary document issued before a shipment occurs, generally used to declare the intent to export. It provides the buyer with an estimate and helps them secure financing or an import license. It often serves as the basis for the final commercial invoice.

Key information:

• Preliminary value of the goods

• Shipping cost estimate

• Estimated delivery time

6. Import/export license

Many governments require an export license for certain types of goods, primarily restricted or sensitive items such as hazardous materials, agricultural products, or medical devices. This license proves the seller has the authority to export or receive the listed imported goods.

Key information:

• License number

• Issuing authority

• Goods covered under the license

7. Customs declaration form

This document is mandatory for customs clearance and is used to declare the shipment’s contents, harmonized system code, and value. It plays a vital role in tax and tariff calculation and helps in verifying compliance with the customs clearance process.

Key information:

• Shipper’s and consignee’s details

• Description of goods and their value

• Harmonized System (HS) codes

8. Insurance certificate

The insurance certificate offers financial protection in case of damage, loss, or theft during transit. Many carriers and buyers require this document to ensure a reimbursement process in case of unforeseen circumstances.

Key information:

• Insurance company details

• Type of coverage (full value or limited)

• Shipment details (value, destination, etc.)

9. Dangerous goods declaration

For hazardous materials, this declaration confirms that the goods are packaged, labeled, and handled according to international safety regulations. It ensures all parties involved in the transport chain are aware of the risks.

Key information:

• Proper handling instructions

• Hazard classification

• Emergency procedures in case of an accident

10. Export packing list

The export packing list is more detailed than a standard packing slip and includes every aspect of the shipment’s physical configuration. It helps freight forwarders and warehouse personnel organize the loading, and is also used by customs authorities.

Key information:

• Detailed contents of each package

• Packaging type and size

• Identification numbers for each package

11. Transit document (Land or Rail Freight)

Inland shipments via road or rail require a transit document that acts as proof of movement through countries en route. It also allows authorities to track cargo before it reaches customs.

Key information:

• Transporter details

• Shipment route

• Cargo details

12. Health and safety certificates

These certificates are required for medical devices, food items, and biologicals, and they prove that the goods meet regulatory health standards in the destination country. Without these, a shipment may be denied entry.

Key information:

• Source of origin

• Health inspection details

• Safe for consumption (if applicable)

The ClickPost advantage: Simplify shipping document management

Managing 12+ shipping documents for each shipment can quickly turn into a time-consuming process. ClickPost streamlines this task by offering a centralized dashboard for documentation, compliance, and international shipping workflows. From automating shipping label generation to integrating with freight forwarder systems, ClickPost removes the friction in document preparation and exchange.

ClickPost helps logistics and eCommerce brands save time, eliminate manual errors, and maintain compliance for every international shipment, no matter the scale.

Closing the loop: Why shipping documents should never be an afterthought

In a logistics ecosystem where one mistake in a document can stall thousands of dollars’ worth of inventory, shipping documents are business-critical assets. As supply chains become more global and complex, their role will only expand.

While there are other documents like expiration date docs and shipper's letters, which are also important, certain documents and information, like shipping labels and airway bills, take priority. For example, international shipments require shipper's export declarations and electronic export information for shipping cross border. These documents provide additional details that are vital when dealing with border protection, who need to confirm the veracity of the shipping goods and that the receiver is not a prohibited end user.

For many companies, the actual cost of missing or inaccurate documentation shows up in the form of delays, lost business, and strained relationships with international customers. It is no longer enough to know what a bill of lading is or why a certificate of origin matters. Businesses must build internal systems that ensure every form, every code, and every signature is in the right place at the right time.

Tools like ClickPost are designed for this very purpose. They are bridging the gap between logistics teams and operational compliance with automation, reliability, and intelligent integration. In 2025 and beyond, your success in global trade could very well depend on the documents you prepare today.