Export Shipment Readiness Checklist (Free)

0%

0 of 34 items complete

15 critical items still open - these are the highest-risk gaps.

Download checklist:

Order and commercial terms

Sales order and delivery quantities match the customer's purchase orderCRITICALIncoterms rule and named place are agreed and written on the orderCRITICALPayment terms or letter of credit conditions reviewed against shipping datesCRITICALConsignee, notify party and delivery address verified with the customerRequired delivery date and latest shipment date confirmedCustomer's special packaging or labelling requirements recorded

Classification, origin and compliance

HS or tariff codes assigned to every line and checked against the item masterCRITICALCountry of origin recorded per itemExport control classification determined for each itemCRITICALConsignee, end user and banks screened against restricted party listsCRITICALEnd use and destination reviewed for licensing or embargo issuesCRITICALExport licence or exception documented where requiredPreferential origin evidence prepared if the customer claims a trade agreement rate

Packing and marking

Packed dimensions and gross weights measured and recorded per packageCRITICALSolid wood packaging is ISPM 15 treated and markedCartons and pallets labelled with consignee, PO number and package countHazardous goods identified, packaged and marked to the applicable rulesCRITICALFragile, orientation and moisture protection applied where neededPallet footprint suits the destination handling and rackingSerial or lot numbers recorded for traceability

Documents

Commercial invoice complete and consistent with the orderCRITICALPacking list matches the physical packagesCRITICALCertificate of origin ordered or issued if requiredCertificates of conformance, test reports or inspection certificates attachedDangerous goods declaration prepared and signed if applicableCRITICALInsurance arranged to the level required by the Incoterms ruleDocument names and quantities match across invoice, packing list and transport documentCRITICAL

Booking and release

Carrier or forwarder booking confirmed with cut-off datesCRITICALContainer type or truck type matches cargo size and weightPickup and delivery to the port, airport or terminal scheduledExport declaration filed and the export reference recordedCRITICALShipping instructions sent to the forwarder before the document cut-offTracking number and expected arrival shared with the customerInvoice posted and shipment recorded in the ERP once goods are shipped

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.

Turn this checklist into ERP validations

Optional: we can map which of these checks can be enforced automatically in your ERP delivery process.

Optional. The tool and every export work without this. No spam.

How to use the checklist

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.

Start at order entry.
Treat critical items as stop points.
Keep the evidence, not only the ticks.

Why these items matter

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

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.

Frequently Asked Questions

When should I start the export checklist?

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?

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?

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?

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.

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.

Talk to an Expert Explore More Free Tools

Related Tools

Supply Chain & Inventory

More Supply Chain & Inventory tools

See all

Export Shipment Readiness Checklist