Use this guide to build a document checklist for a shipment leaving the United States. Start with the goods, the people involved and the route. The same item may need different paperwork when sent as a parcel, moved by air, loaded into an ocean container or carried across a land border. Export reporting, carrier acceptance and import clearance are separate checks. Work through each before authorizing pickup. Save the final documents under the booking reference so the sender, consignee and broker can refer to the same version.

1. Gather the information needed to check your route

Write down the U.S. pickup city and ZIP code, the destination country and postal code, and whether the service ends at a port, terminal, warehouse or final address. Give the cargo ready date and any known cutoff. Identify the person or business sending the shipment, the intended recipient, and a contact authorized to answer questions. If someone else will receive the goods or arrange customs clearance, confirm their role before entering names on the paperwork.

For each item, record what it is, what it is made of, its intended use, quantity, condition, value and currency. Include the manufacturer or model when it helps identify the goods. Record the outside dimensions and gross weight after packing. List mixed carton sizes separately. For a pallet, include the base and any overhang in the dimensions. Tell us about batteries, liquids, food, plants, fragile goods or temperature requirements before booking so the correct checks can be made.

2. Know what each document does

Commercial invoice

A commercial invoice supports the sale and provides customs with information about the goods and their value. Ask your broker what the destination requires. A useful invoice identifies seller and buyer, shipment reference, item descriptions, quantities, unit and total values, currency, and country of origin where applicable. Confirm whether freight, insurance or other amounts should be stated separately. For samples, gifts, returns or other shipments without a sale, ask which declaration or invoice format the destination accepts and how the value should be established.

Packing list

A packing list describes how goods are distributed across cartons, crates or pallets. Include package marks and numbers, contents by package, quantities and appropriate dimensions and weights. Gross weight includes packaging. Net weight refers to the goods themselves. If an invoice lists twelve parts and the packing list divides them among three cartons, the totals should reconcile. A packing list helps identify a package during inspection or a shortage claim. Keep it alongside the invoice.

Carrier label, air waybill or ocean transport document

The transport document identifies the shipment and the parties for that service. A parcel label, air waybill, sea waybill and bill of lading serve different functions. Ask who issues your document and which record the recipient must present for release. With ocean freight, confirm whether the shipment uses a sea waybill or a bill of lading and how release is arranged. Check consignee details, package count, marks, weight and destinations before the document is finalized. U.S. International Trade Administration document guide.

3. Describe and value goods accurately

Use descriptions that let a carrier or customs officer identify the goods. For instance, specify whether a carton contains cotton shirts, steel brackets or used alternators. Broad terms such as accessories or personal items usually need more detail. For a mixed shipment, list items separately with quantities and values. Record the reason for shipment, such as sale, return, repair, sample or personal move. For a return or repair, ask whether the original invoice or export reference is relevant and whether temporary admission or re-import procedures apply.

Ask the broker to review classification and value if you are unsure. The value used for customs, the value reported for U.S. export purposes and a value used for insurance can follow different rules. Keep the underlying invoice or other evidence. If an item is used or there is no recent sale, ask how to document an acceptable value. Confirm the currency and any amount shown for freight or insurance. Avoid guessing a code or copying the description from a previous shipment when the goods differ.

4. Check U.S. export reporting and controls

Electronic Export Information, or EEI, is the information filed through the Automated Export System when U.S. Foreign Trade Regulations require it. The common low-value exemption generally depends on the value for each Schedule B classification under the applicable shipment criteria. A value over USD 2,500 per classification can trigger filing, and certain mandatory filings can apply regardless of value. Review the exemptions and exceptions before assuming that a parcel or a low-value shipment is exempt. Used self-propelled vehicles and goods requiring export licenses are examples that warrant separate review. U.S. Census Bureau AES guidance.

Before pickup, agree who is responsible for filing and who is authorized to file. Confirm the filing cutoff with the carrier. If filing is required, retain the Internal Transaction Number and provide the filing citation as instructed. If an exemption applies, record the appropriate citation and confirm how the carrier wants it shown. If the shipment changes after filing, tell the filer and ask whether an amendment is required.

Classification for export reporting and export control classification serve different purposes. Review the destination, end user, end use and item before committing to a route. If licensing or another authorization may be required, pause the booking until the responsible party has reviewed it. An accepted carrier booking does not settle licensing questions. Bureau of Industry and Security export clearance rules.

5. Prepare parcels, personal effects and household goods

For a parcel, start with the carrier label and an itemized contents declaration. Check which customs form or invoice the carrier and destination require. Put the name and address of the consignee in the format used locally. Include a postal code and contact details where required. If shipping several boxes, give each one a number and keep a list of which items belong to it. Check whether the destination applies restrictions or charges to the contents even if they are personal belongings or a gift.

For household goods and furniture, prepare an inventory with condition, quantities and values. Identify fragile, high-value or unusually heavy items. Ask whether a move or relocation qualifies for special import treatment and which records prove eligibility. Customs rules may distinguish used household effects from new purchases. Keep purchase records where available and check whether the consignee must provide a residence document, signed inventory or authorization to a broker.

For appliances, note the model, condition, dimensions and how they are packed. Tell the carrier if equipment contains refrigerant, batteries or residues that may affect acceptance. Identify the number of pieces and loading needs. If the destination has product, electrical or import requirements, confirm them before sending the goods. For pickup or delivery, provide practical instructions such as whether there are stairs, a loading dock or a restricted vehicle entrance.

6. Used vehicles and motorcycles

Start with the VIN or product identification number, year, make, model, condition and the export port. Check whether the vehicle runs, steers and rolls, and tell the carrier about missing keys, flat tires or damage. If it is at an auction yard, gather the lot number, sale invoice, release instructions, pickup deadline and the contact authorized to release it. These documents support collection. Check separately what proof of ownership CBP accepts for export.

For used self-propelled vehicles subject to 19 CFR § 192.2, the exporter must present the vehicle and the ownership documents required by the rule. A U.S. title, foreign title, manufacturer document or other ownership evidence can be treated differently depending on the facts. Confirm the documents, copies, lien or lease authorization and method of submission with the port. The rule sets advance presentation requirements that vary with the mode. For export by vessel or aircraft, the regulation specifies at least 72 hours before export for the required documentation and vehicle. Verify the port procedure and the separate EEI requirements before arranging pickup. 19 CFR § 192.2.

At the destination, ask about import eligibility, registration rules and any age, emissions, condition or title restrictions that apply to the vehicle. An export clearance does not establish that the vehicle can be imported or registered. For motorcycles, tell the carrier whether the bike is crated, whether keys are available and whether battery or fuel conditions need review. Confirm the final delivery or collection point and the person authorized to receive the vehicle.

7. Auto parts, machinery and used equipment

Describe each part and provide a part number, material and intended use where available. State whether it is new, used or rebuilt. For heavy parts, list gross weight, dimensions, packaging and whether the pallet can be stacked. Tell the pickup and delivery providers what equipment is available. For loose accessories or multiple boxes, use package marks that match the packing list.

Before booking, flag batteries, airbags, pressurized components and parts that contain or have contained fuel, oil, refrigerant or other fluids. The carrier may need to review the exact item and its condition before accepting it. Provide manufacturer details or a safety data sheet when relevant. Obtain written instructions for preparing the goods. Do not assume that draining a component or removing it from a vehicle resolves every restriction.

8. Pallets, shared containers and dedicated containers

For pallet freight, provide a pallet count, measurements, gross weights and a packing list that identifies which cartons belong to each pallet. Use readable marks and tell the warehouse whether pieces are stackable. For a shared container, ask which warehouse receives the cargo and who issues the house transport document. Confirm the warehouse cutoff and whether the quote includes consolidation, destination handling and delivery. If several suppliers are sending goods, give each supplier the booking reference and labeling instructions so the warehouse can match the pieces.

For a dedicated container, confirm who prepares the shipping instructions, who is named as shipper and who reports the verified gross mass, or VGM. SOLAS requires verification of packed container mass for loading where the rule applies. The named shipper is responsible for providing the VGM to the relevant parties in time for stowage planning. Ask which method is permitted, who will arrange it, and when the terminal or carrier needs the result. Keep the container and seal details if available and check the shipment references before the carrier closes documentation. IMO verified gross mass guidance.

9. Batteries, dangerous goods and special cargo

Disclose batteries and regulated goods before pickup. The applicable requirements can depend on the type, condition, quantity, packaging configuration, transport mode and route. For lithium batteries, ask whether they are shipped alone, packed with equipment or contained in equipment. Provide the manufacturer and model, battery chemistry and rating if available, and identify damaged, defective or recalled units. Carrier acceptance and legal requirements can differ by mode. PHMSA lithium battery guide for shippers.

Where dangerous goods rules apply, the responsible parties may need to verify classification, packaging, marks, labels and transport documents. A safety data sheet helps identify a product, but it does not by itself establish the proper transport classification or replace required shipping papers. If a qualified shipper or carrier needs additional information, obtain it before tendering the cargo. Confirm that every leg on the proposed route accepts the commodity. Never substitute a generic description to get a restricted shipment accepted.

10. Food, agricultural products and wood packaging

For food, seeds, plants or other agricultural goods, identify the exact product, intended use, quantity, packaging and country of origin. Give the destination and any transit locations that may affect the route. Ask the broker or relevant authority whether the shipment requires an import permit, inspection, phytosanitary certificate, health certificate or other proof. Check the requirements for the specific product. A certificate required for live plants may be irrelevant to packaged food, while a processed product may be subject to separate rules.

For temperature-sensitive cargo, confirm the permitted temperature range, packaging, storage and transport arrangements and any monitoring records the receiver requires. If the goods are time-sensitive, ask how long they can wait at a warehouse or border without harm. For pallets and crates made of solid wood, check whether the destination applies ISPM 15 and verify the required marks and treatment with the packaging supplier. Packaging requirements and commodity permits are separate checks. USDA APHIS plant export resources.

11. Confirm import clearance and handoff at destination

Ask the consignee or customs broker to confirm import eligibility, importer details and any documentation required before departure. Requirements can depend on destination, classification, value, origin, intended use and the recipient's status. Confirm whether a tax or customs registration number, authorization or permit is needed. If a certificate of origin is requested, check which form is accepted and who can issue it. The country of origin of the goods is not necessarily the country from which they are shipped.

Agree who pays duties, taxes, brokerage, storage and any destination charges. Ask whether the carrier quote includes clearance or simply transport to a terminal. For commercial bookings, confirm the agreed trade terms and how they align with the quote. Verify the delivery address or terminal collection point and any identification or release instructions. Send sensitive records only through the agreed channel and confirm who should receive them.

12. Use a document schedule for each booking

Before approving pickup, make a list showing the document, who owns it, when it is due and where it must be sent. Separate the pickup appointment from the warehouse, carrier, terminal and customs deadlines. A port cutoff may occur before planned departure. If a permit, title or filing is still pending, let the coordinator know before a truck is dispatched. Ask which documents must be originals, which can be electronic and whether translations or signatures are needed.

Review the final set for consistency. Verify names and addresses, invoice references, commodity descriptions, piece counts, gross weights, currency and shipment identifiers. Resolve differences with the party responsible for the record. Keep signed handoff documents, photographs and accepted filing or release confirmations. If cargo changes after booking, tell the relevant parties and ask which documents, filings or carrier approvals must be updated.

13. Worked example and final checklist

Suppose you are sending three cartons of new replacement parts to an overseas business. First, make a line-by-line invoice and assign each carton a mark. Use the same marks on the packing list and labels. Record the packed weights and dimensions, give the broker the item descriptions and values, and ask whether the shipment needs EEI or destination-specific paperwork. If one part includes a battery or a fluid, flag it before booking and wait for the carrier to review it. Confirm who pays clearance and delivery charges, then keep the final invoice, packing list and transport document together.

• Confirm cargo description, packed dimensions, weights, declared values and currency.
• Identify shipper, consignee, importer and any authorized broker or filer.
• Check U.S. filing, destination requirements and carrier acceptance separately.
• Confirm the documentation deadline and handoff point for each leg.
• Keep copies of invoices, transport documents, filings, permits and delivery records as applicable.

Share your route, goods and ready date to begin a document review. If a shipment is already moving and you have a question, provide the booking or tracking reference in operator chat. Request a shipping quote · Get help with an existing shipment.

14. Handle exceptions before the cargo moves

The invoice and packing list do not agree

Check whether the difference is a genuine change in the goods or a clerical error. If the warehouse has split one pallet into two, update the package count and marks while keeping the item totals consistent. If a supplier substituted a part or removed an item, ask the supplier for corrected records and tell the carrier or filer what changed. Keep the superseded copy separately so it cannot be mistaken for the approved version. If a document was already filed, ask the responsible party whether and how to amend it.

The consignee or delivery address has changed

Confirm whether you are changing only the final delivery address or also changing the party named on the transport or customs documents. A change to the legal consignee can require more than a new delivery instruction. Give the coordinator the booking reference and the stage of the shipment. Ask who can authorize the change, which documents need updating and whether the request affects release or delivery charges. Wait for written confirmation before arranging collection at a new location.

The cargo is held for inspection

Find out who placed the hold and which document or action is requested. Ask for the exact reference, the office handling the issue and the deadline for responding. Share only the records requested through the approved channel. If a document has a different product name, weight or package count, resolve the discrepancy with the issuer before submitting a replacement. Ask the broker or carrier whether storage charges can accrue during the hold and when they begin. Keep the release confirmation once the hold is resolved.

A supplier cannot provide a required document

Ask the broker, carrier or relevant authority whether another form of evidence is accepted for the specific requirement. A sale receipt, supplier statement and official certificate are different types of evidence. Ask who must issue the replacement, what it must contain and whether an original or certified copy is needed. If the missing document is required for export, import or carrier acceptance, hold the booking until the requirement is resolved. If the cargo is already at a terminal, confirm the available storage or return options while you gather the documents.

15. Keep a record that the receiver can use

Before departure, send the receiver the booking reference, expected handoff point, list of packages and the name of the party handling clearance, where applicable. Tell them which documents they are expected to provide and what to bring if collecting the goods. Share the latest accepted copies through the agreed channel. If a separate party arranges final delivery, make sure it has the correct access and appointment information. After delivery, retain the signed receipt and note any differences in package count or condition. If something is missing or damaged, preserve the documents and photographs and follow the steps on Shipment Help.