# Export Shipment Readiness Checklist > Source: https://netray.co/tools/export-shipment-readiness-checklist > Publisher: Netray (netray.co), AI and integration engineering for ERP and manufacturing systems. > Section: Free Tools ## Short answer Work through documents, classification, screening, packing and booking before you release an export shipment to the carrier. ## Category supply-chain ## Audience - Logistics coordinator - Export manager - Shipping clerk ## Tool **Kind:** checklist **Groups:** #### Order and commercial terms **Items:** **Text:** Sales order and delivery quantities match the customer's purchase order **Critical:** true **Text:** Incoterms rule and named place are agreed and written on the order **Critical:** true **Text:** Payment terms or letter of credit conditions reviewed against shipping dates **Critical:** true Consignee, notify party and delivery address verified with the customer Required delivery date and latest shipment date confirmed Customer's special packaging or labelling requirements recorded #### Classification, origin and compliance **Items:** **Text:** HS or tariff codes assigned to every line and checked against the item master **Critical:** true Country of origin recorded per item **Text:** Export control classification determined for each item **Critical:** true **Text:** Consignee, end user and banks screened against restricted party lists **Critical:** true **Text:** End use and destination reviewed for licensing or embargo issues **Critical:** true Export licence or exception documented where required Preferential origin evidence prepared if the customer claims a trade agreement rate #### Packing and marking **Items:** **Text:** Packed dimensions and gross weights measured and recorded per package **Critical:** true Solid wood packaging is ISPM 15 treated and marked Cartons and pallets labelled with consignee, PO number and package count **Text:** Hazardous goods identified, packaged and marked to the applicable rules **Critical:** true Fragile, orientation and moisture protection applied where needed Pallet footprint suits the destination handling and racking Serial or lot numbers recorded for traceability #### Documents **Items:** **Text:** Commercial invoice complete and consistent with the order **Critical:** true **Text:** Packing list matches the physical packages **Critical:** true Certificate of origin ordered or issued if required Certificates of conformance, test reports or inspection certificates attached **Text:** Dangerous goods declaration prepared and signed if applicable **Critical:** true Insurance arranged to the level required by the Incoterms rule **Text:** Document names and quantities match across invoice, packing list and transport document **Critical:** true #### Booking and release **Items:** **Text:** Carrier or forwarder booking confirmed with cut-off dates **Critical:** true Container type or truck type matches cargo size and weight Pickup and delivery to the port, airport or terminal scheduled **Text:** Export declaration filed and the export reference recorded **Critical:** true Shipping instructions sent to the forwarder before the document cut-off Tracking number and expected arrival shared with the customer Invoice posted and shipment recorded in the ERP once goods are shipped **Scoring Note:** Do not release the shipment while any item marked critical is open. Keep the completed checklist with the shipment file as evidence of due diligence. ## Content **Intro:** Most shipment problems are visible days before the truck arrives: a missing document, a code that does not match the item master, an unscreened consignee. This checklist walks through the points that matter before you release an export shipment. **Sections:** #### How to use the checklist **Body:** Open the checklist at the time the order is confirmed, not on the loading day. Tick each item as it is completed and keep the critical ones in view. Several steps, such as export control classification, a licence application or a certificate of origin, take days to complete and cannot be recovered at the dock. Export the finished list to PDF and file it with the shipment record so another person can see what was checked. **Bullets:** - Start at order entry. - Treat critical items as stop points. - Keep the evidence, not only the ticks. #### Why these items matter **Body:** Commercial terms decide who is responsible for freight, insurance and customs at each stage, so the Incoterms rule must be on the order. Classification and screening decide whether you can ship at all and what duties apply. Packing and marking protect the goods and satisfy carriers and plant rules for wood packaging and hazardous materials. Documents must agree with each other, because banks, carriers and customs compare them line by line. #### Common mistakes **Body:** Teams often calculate weights from the bill of materials instead of weighing packed cartons, which causes carrier surcharges. Others screen the customer once at onboarding but not the ship-to or the end user. Documents prepared in separate systems drift apart, so the invoice says 400 pieces and the packing list says 396. Finally, a late cut-off can roll a booking to the next sailing, which affects letters of credit with shipment deadlines. **Cta:** If checks like these live in spreadsheets, Netray can help you build approvals and pre-shipment validations inside your ERP, so a delivery cannot be released until the critical items pass. **Faq:** #### When should I start the export checklist? **Answer:** At order confirmation. Some items, like licences, screening and certificates of origin, need days or weeks. Starting on the shipping day leaves no time to fix a failed screening, a wrong code or a missing certificate. #### Which checklist items are legally required? **Answer:** It depends on the country and product. Export declarations, restricted party screening, licences for controlled items and dangerous goods rules are legal obligations in many jurisdictions. Other points are good practice or customer requirements. Confirm local rules with your compliance team or broker. #### How long should I keep the completed checklist? **Answer:** Keep it with your export records for the period required by your customs and tax authorities, which is often five years or longer. Rules differ by country, so follow your company retention policy and local law. #### Can one checklist cover all modes of transport? **Answer:** The core is the same, but air, sea and road have different documents and cut-offs. Use this as a base, then add mode specific items such as the AWB, dangerous goods air rules or CMR, and port or terminal requirements. ## Search terms export checklist, export shipment checklist, pre shipment checklist, export documentation checklist, export compliance checklist for shipping, shipment readiness checklist, export packing checklist, freight booking checklist --- Talk to an engineer: https://netray.co/contact?intent=erp_ai | Machine catalog: https://netray.co/agent/catalog.json