International Trade Documentation: Buyer & Seller Checklist

Commercial documents

The commercial invoice should reflect the contracted parties, product description, quantity, price basis and other agreed transaction details.

The packing list should match the physical shipment and identify package counts, weights and marks where relevant.

Transport documents

The transport document depends on mode—such as bill of lading for ocean freight or other carrier documents for road or air movements.

Consignee, notify party and cargo description should be checked against the agreed transaction and payment structure before issuance where possible.

Origin and product documentation

A certificate of origin may be required depending on the commodity, destination and customs regime.

Quality, analysis, mill, refinery, quarry, producer or inspection documents should be defined according to the specific product and contract rather than assumed universally.

Inspection and insurance

Where third-party inspection is agreed, define scope, location, timing and the organization responsible for appointment and cost.

Insurance documentation should match the agreed Incoterm and contractual responsibility for cargo insurance.

Payment-document alignment

For documentary payment structures, the document list should be checked against the agreed banking instrument before shipment.

Avoid unnecessary documentary conditions that are difficult to satisfy operationally; accuracy and consistency matter more than document volume.

Destination compliance

Import permits, sanitary or technical certificates, product registration and customs requirements vary by destination and product. The buyer and seller should confirm responsibilities before shipment.