# International Shipping Documents Reference (Who Issues What)

> Source: https://netray.co/tools/international-shipping-documents-reference
> Publisher: Netray (netray.co), AI and integration engineering for ERP and manufacturing systems.
> Section: Free Tools

## Short answer

A lookup of the common export and import documents, what each is for, who issues it and which transport mode it applies to.

## Category

supply-chain

## Audience

- Logistics coordinator
- Export clerk
- Customs broker

## Tool

**Kind:** worksheet

**Mode:** reference

**Columns:**

#### Document

**Key:** doc

**Type:** text

#### Mode

**Key:** mode

**Type:** text

#### Issued / prepared by

**Key:** issuer

**Type:** text

#### Purpose

**Key:** purpose

**Type:** text

#### Title document?

**Key:** negotiable

**Type:** text

**Rows:**

**Doc:** Commercial invoice

**Mode:** All

**Issuer:** Seller

**Purpose:** Value, description and terms of sale; basis for customs valuation

**Negotiable:** No

**Doc:** Packing list

**Mode:** All

**Issuer:** Seller

**Purpose:** Lists packages, weights, dimensions and contents

**Negotiable:** No

**Doc:** Proforma invoice

**Mode:** All

**Issuer:** Seller

**Purpose:** Quote-style invoice used for permits, payment in advance or letters of credit

**Negotiable:** No

**Doc:** Ocean bill of lading (B/L)

**Mode:** Sea

**Issuer:** Carrier or agent

**Purpose:** Contract of carriage, receipt for goods; the original can be a document of title

**Negotiable:** Yes if order bill; no if straight

**Doc:** Sea waybill

**Mode:** Sea

**Issuer:** Carrier or agent

**Purpose:** Contract of carriage and receipt; goods released to named consignee

**Negotiable:** No

**Doc:** House bill of lading

**Mode:** Sea

**Issuer:** Freight forwarder or NVOCC

**Purpose:** Forwarder's contract with the shipper, under the carrier's master B/L

**Negotiable:** Depends on form

**Doc:** Air waybill (AWB)

**Mode:** Air

**Issuer:** Airline or forwarder

**Purpose:** Contract of carriage and receipt for air freight

**Negotiable:** No

**Doc:** CMR consignment note

**Mode:** Road

**Issuer:** Sender or carrier

**Purpose:** Road contract of carriage under the CMR Convention for international road freight

**Negotiable:** No

**Doc:** CIM consignment note

**Mode:** Rail

**Issuer:** Sender or rail carrier

**Purpose:** Rail contract of carriage under COTIF rules

**Negotiable:** No

**Doc:** Shipper's letter of instruction (SLI)

**Mode:** All

**Issuer:** Shipper

**Purpose:** Tells the forwarder how to route, document and insure the shipment

**Negotiable:** No

**Doc:** Certificate of origin

**Mode:** All

**Issuer:** Chamber of commerce or authority; sometimes self-issued

**Purpose:** States the country of origin of the goods for duty and trade rules

**Negotiable:** No

**Doc:** Preferential origin declaration or certificate

**Mode:** All

**Issuer:** Exporter or authority, per agreement

**Purpose:** Claims reduced duty under a free trade agreement

**Negotiable:** No

**Doc:** Dangerous goods declaration

**Mode:** Sea, Air, Road

**Issuer:** Shipper

**Purpose:** Declares hazardous goods per IMDG, IATA DGR or ADR rules

**Negotiable:** No

**Doc:** Export declaration

**Mode:** All

**Issuer:** Exporter or agent

**Purpose:** Declares the export to customs; in the US filed electronically through AES

**Negotiable:** No

**Doc:** Insurance certificate

**Mode:** All

**Issuer:** Insurer or broker

**Purpose:** Evidence of cargo insurance cover

**Negotiable:** Assignable

**Doc:** ISPM 15 wood packaging mark

**Mode:** All

**Issuer:** Treatment provider (mark on the wood)

**Purpose:** Shows solid wood packaging was heat treated or fumigated

**Negotiable:** No

**Doc:** Importer security filing (ISF 10+2)

**Mode:** Sea to US

**Issuer:** Importer or broker

**Purpose:** US filing due at least 24 hours before loading at the foreign port

**Negotiable:** No

**Doc:** Arrival notice

**Mode:** Sea, Air

**Issuer:** Carrier or forwarder

**Purpose:** Tells the consignee that the cargo is arriving and charges are due

**Negotiable:** No

**Doc:** Delivery order

**Mode:** Sea

**Issuer:** Carrier or agent

**Purpose:** Authorises release of the cargo to the consignee

**Negotiable:** No

**Doc:** Customs entry / import declaration

**Mode:** All

**Issuer:** Importer or broker

**Purpose:** Declares goods to import customs and calculates duty and tax

**Negotiable:** No

**Doc:** Proof of delivery (POD)

**Mode:** All

**Issuer:** Carrier

**Purpose:** Signed evidence that the consignee received the goods

**Negotiable:** No

**Notes:** Document names and filing rules vary by country and trade lane. Treat this as an orientation list and confirm requirements with your carrier, forwarder or customs broker.

## Content

**Intro:** A single international shipment can involve a dozen documents, each issued by a different party. This reference lists the common ones, who prepares them, which transport mode they apply to and whether they act as a document of title.

**Sections:**

#### How to use this list

**Body:** Search by document name, mode such as Air or Sea, or issuer. Use it when building a shipment checklist, training a new export clerk or reconciling what the forwarder is asking you for. Export it to Excel and add columns for your own owner and due date so each shipment has a clear document responsibility matrix.

**Bullets:**

- Filter by mode to see the documents for one lane.
- Filter by issuer to split seller tasks from carrier tasks.
- Add the lead time for each document that needs a third party.

#### Three documents people confuse

**Body:** The bill of lading, the sea waybill and the air waybill all prove a contract of carriage, but only an original order bill of lading is a document of title that can transfer ownership of the goods. A sea waybill and an AWB are not negotiable: goods go to the named consignee. This matters for letters of credit and for payment security. The commercial invoice, by contrast, is a trade document used by customs for valuation, while the packing list is operational and tells the receiver and customs what is physically in each package.

#### Common mistakes

**Body:** The most frequent errors are mismatches between the invoice, packing list and bill of lading: different consignee names, quantities or weights. Customs and banks check them against each other. Other mistakes are missing the ISF deadline for US-bound sea freight, using a self-issued origin statement where the buyer needs a chamber certified one, and forgetting the ISPM 15 mark on pallets and crates.

**Cta:** If your ERP generates shipping documents from sales orders and deliveries, Netray can help review whether the data feeding them is consistent and where a check could be automated.

**Faq:**

#### What is the difference between a bill of lading and an air waybill?

**Answer:** A bill of lading is used for sea freight and an original order B/L can be a negotiable document of title. An air waybill is used for air freight, is non-negotiable and names the consignee directly. Both are contracts of carriage and receipts for the goods.

#### Do I need a certificate of origin for every export?

**Answer:** No. It is required when the importing country, a free trade agreement or a letter of credit demands it. Many shipments move on the commercial invoice alone. Ask the buyer or broker which origin evidence the destination customs will accept.

#### What is an ISF filing?

**Answer:** The Importer Security Filing, often called 10+2, is a US requirement for ocean cargo. Data elements must be filed electronically at least 24 hours before the cargo is loaded at the foreign port. Late or inaccurate filings can lead to penalties.

#### Which documents does customs use for valuation?

**Answer:** The commercial invoice is the main basis, supported by the transport document and any evidence of additional costs such as freight, insurance, assists or royalties where they are added to the customs value in the destination country.

## Search terms

shipping documents list, export documents checklist, bill of lading vs air waybill, CMR consignment note, import documents required, ISF 10+2 filing, documents for international shipping, types of shipping documents

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