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International Shipping Documents Reference (Who Issues What)

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.

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Document	Mode	Issued / prepared by	Purpose	Title document?
Commercial invoice	All	Seller	Value, description and terms of sale; basis for customs valuation	No
Packing list	All	Seller	Lists packages, weights, dimensions and contents	No
Proforma invoice	All	Seller	Quote-style invoice used for permits, payment in advance or letters of credit	No
Ocean bill of lading (B/L)	Sea	Carrier or agent	Contract of carriage, receipt for goods; the original can be a document of title	Yes if order bill; no if straight
Sea waybill	Sea	Carrier or agent	Contract of carriage and receipt; goods released to named consignee	No
House bill of lading	Sea	Freight forwarder or NVOCC	Forwarder's contract with the shipper, under the carrier's master B/L	Depends on form
Air waybill (AWB)	Air	Airline or forwarder	Contract of carriage and receipt for air freight	No
CMR consignment note	Road	Sender or carrier	Road contract of carriage under the CMR Convention for international road freight	No
CIM consignment note	Rail	Sender or rail carrier	Rail contract of carriage under COTIF rules	No
Shipper's letter of instruction (SLI)	All	Shipper	Tells the forwarder how to route, document and insure the shipment	No
Certificate of origin	All	Chamber of commerce or authority; sometimes self-issued	States the country of origin of the goods for duty and trade rules	No
Preferential origin declaration or certificate	All	Exporter or authority, per agreement	Claims reduced duty under a free trade agreement	No
Dangerous goods declaration	Sea, Air, Road	Shipper	Declares hazardous goods per IMDG, IATA DGR or ADR rules	No
Export declaration	All	Exporter or agent	Declares the export to customs; in the US filed electronically through AES	No
Insurance certificate	All	Insurer or broker	Evidence of cargo insurance cover	Assignable
ISPM 15 wood packaging mark	All	Treatment provider (mark on the wood)	Shows solid wood packaging was heat treated or fumigated	No
Importer security filing (ISF 10+2)	Sea to US	Importer or broker	US filing due at least 24 hours before loading at the foreign port	No
Arrival notice	Sea, Air	Carrier or forwarder	Tells the consignee that the cargo is arriving and charges are due	No
Delivery order	Sea	Carrier or agent	Authorises release of the cargo to the consignee	No
Customs entry / import declaration	All	Importer or broker	Declares goods to import customs and calculates duty and tax	No
Proof of delivery (POD)	All	Carrier	Signed evidence that the consignee received the goods	No

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.

Check document data consistency in your ERP

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How to use this list

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.

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

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

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.

Frequently Asked Questions

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

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?

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?

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?

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.

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.

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