In international logistics, documentation is the critical element that runs through the entire transportation process. Whether by sea, air, or land, the accuracy and completeness of documents directly determine whether goods can be smoothly transported, cleared through customs, and delivered.

For professionals, mastering documentation knowledge is not only a fundamental skill but also key to improving service quality and earning customer trust.

1. Bill of Lading (B/L)

The Bill of Lading is the most important document in ocean freight, serving three primary functions:

‌Receipt of Goods‌: Proof that the carrier has received the goods.

‌Contract of Carriage‌: Defines the rights and obligations between the carrier and shipper.

‌Document of Title‌: Entitles the holder to claim the goods.

‌Common Types‌:

‌Original B/L‌: Legal document required for cargo release.

‌Telex Release‌: Electronic cargo release without physical B/L.

‌Sea Waybill‌: Non-negotiable, used when title transfer is unnecessary.

‌Key Notes‌:

B/L content must match the packing list and commercial invoice.

Consignee details must be accurate to avoid delivery delays.

2. Air Waybill (AWB)

Unlike a B/L, an AWB is not a document of title and is non-negotiable.
‌Primary Functions‌:

Proof of carrier’s receipt of goods.

Basis for freight billing and insurance certificates.
‌Key Notes‌:

Cargo descriptions must be clear and concise.

Accurate consignee information prevents delivery failures.

3. Packing List

A record of packaging details, including:

Quantity, weight, and volume of goods.

Packaging type (e.g., cartons, crates, pallets).

Shipping marks for each item.
‌Purpose‌:

Facilitates cargo verification by carriers/consignees.

Essential for customs clearance.
‌Key Notes‌:

Must match the actual goods shipped.

Hazardous/special cargo requires clear identification.

4. Commercial Invoice

Proof of transaction between buyer and seller, detailing:

Parties’ names and addresses.

Description, quantity, unit price, and total value.

Trade terms (e.g., FOB, CIF).
‌Purpose‌:

Basis for customs valuation and taxation.

Helps consignees verify goods’ value.
‌Key Notes‌:

Invoice amount must match the contract.

Format/language must comply with the destination country’s requirements.

5. Certificate of Origin (COO)

Issued by chambers of commerce or customs to certify goods’ origin.
‌Purpose‌:

Enables preferential tariff treatment (e.g., under FTAs).

Meets import country regulations.
‌Key Notes‌:

Requirements vary by country; verify beforehand.

Content must align with commercial invoice/packing list.

6. Customs Declaration

Core document for import/export clearance, including:

Goods details (description, quantity, value).

Trade method (e.g., general trade, processing trade).

Consignor/consignee information.
‌Purpose‌:

Basis for customs inspection.

Determines duties and taxes.
‌Key Notes‌:

Must be consistent with supporting documents.

Additional certificates required for hazardous goods/foodstuffs.

7. Insurance Policy

Proof of cargo insurance coverage, specifying:

Coverage scope (e.g., FPA, WPA, All Risks).

Insured amount and premium.

Period of coverage.
‌Purpose‌:

Mitigates transportation risks.

Basis for claims settlement.
‌Key Notes‌:

Insured value should match cargo value.

All Risks coverage recommended for high-value shipments.

8. Other Common Documents

‌Inspection Certificate‌: Verifies compliance with quality standards.

‌Health Certificate‌: Required for food/animal/plant products.

‌Dangerous Goods Declaration‌: Mandatory for hazardous materials.

Core Principles of Document Management

‌Accuracy‌: Documentation must match physical shipments.

‌Timeliness‌: Prepare/submit within required timeframes.

‌Completeness‌: Ensure no documents are missing.

‌Compliance‌: Adhere to international trade/transport regulations.

Documents underpin every stage of cargo movement—transportation, declaration, clearance, and delivery. Mastering documentation enhances operational efficiency and enables professional client service.

Source: Shipping Information