Paperwork is where many export shipments go wrong. A missing certificate can hold goods at the destination port, and a mismatch between documents can give a bank grounds to refuse payment under a letter of credit. This checklist covers the documents most shipments need, grouped by purpose.
Requirements vary by product, destination, and payment method. Always confirm the exact list with your buyer, your forwarder, and — for letters of credit — the LC itself.
Commercial Documents
Proforma Invoice
Issued before shipment, usually to confirm the order and let the buyer arrange payment, open a letter of credit, or apply for import permits. It sets out products, prices, quantities, Incoterm, and payment terms.
Commercial Invoice
The main document for the sale. Customs in both countries use it to assess duties and taxes, and banks use it in payment processes. It must describe the goods accurately and match every other document. See our commercial invoice guide.
Packing List
Lists what is in each package — quantities, weights, dimensions, and marks. Customs uses it for inspection, and the buyer uses it to check the delivery. See our packing list guide.
Sales Contract
A written contract or signed proforma setting out the full terms of the deal. Not always submitted to authorities, but essential if a dispute arises.
Transport Documents
Bill of Lading (Sea Freight)
Issued by the shipping line or forwarder. It is a receipt for the goods, evidence of the contract of carriage, and — in its negotiable form — a document of title. See bill of lading explained.
Air Waybill (Air Freight)
The air freight equivalent, but not a document of title. The goods are released to the named consignee.
Courier Waybill
For samples and small consignments sent by international courier. See shipping samples with couriers.
Customs and Regulatory Documents
Goods Declaration (GD)
The export customs declaration, filed through the Pakistan Single Window. It records what is being exported, its value, and its classification. See goods declaration for export.
Electronic Export Form
Your bank processes the export form that links the shipment to the incoming export proceeds, through PSW. This is how the export is tracked until payment arrives.
Certificate of Origin
Proves where the goods were made. Non-preferential certificates are typically issued by chambers of commerce. Preferential origin — to claim reduced duties under schemes like GSP+ or free trade agreements — follows the rules of each scheme. See certificate of origin guide.
Product-Specific Certificates
Depending on the product and destination:
- Phytosanitary certificate for plants and plant products such as rice, fruit, and spices — see phytosanitary certificate guide
- Health or veterinary certificates for food of animal origin, including seafood
- Fumigation or heat treatment certificates for wooden packaging and some commodities — see fumigation certificate
- Halal certificates for food destined for many Muslim-majority markets
- Test reports and conformity certificates for regulated products — see product certifications for export
- Inspection certificates issued by third-party inspection companies when required by the buyer or destination
Insurance Documents
If you sell on CIF or CIP terms, you arrange cargo insurance and provide an insurance certificate or policy. See cargo insurance guide.
Documents for Letters of Credit
Under a letter of credit, the LC itself lists exactly which documents must be presented, how many originals and copies, and what they must say. Banks check documents against the LC's terms, not against the goods. Even small discrepancies can delay payment. See letter of credit explained.
💡 One source of truth
Create every document from one master record of the shipment — consignee name, addresses, product descriptions, quantities, weights, and marks. Copying details separately into each document is how mismatches happen.
Quick Reference Table
| Document | Issued by | Needed for |
|---|---|---|
| Commercial invoice | Exporter | Customs, payment, buyer |
| Packing list | Exporter | Customs, buyer, forwarder |
| Goods Declaration | Exporter or clearing agent via PSW | Pakistani customs |
| Bill of lading / air waybill | Carrier or forwarder | Transport, title (B/L), payment |
| Certificate of origin | Chamber or designated authority | Customs at destination, preferences |
| Phytosanitary / health certificate | Relevant government department | Food and agricultural goods |
| Insurance certificate | Insurer | CIF / CIP sales, LCs |
| Inspection certificate | Inspection company | Buyer or destination requirement |
Before You Submit: Final Checks
- Names and addresses match across all documents
- Product descriptions are consistent (and match the LC wording, if applicable)
- Quantities, weights, and package counts agree
- Invoice values and currency are correct
- Dates are in the right order — for example, inspection before shipment
- All required signatures and stamps are present
Frequently Asked Questions
What are the basic documents required for export?
Most shipments need a commercial invoice, packing list, export customs declaration (Goods Declaration in Pakistan), and a transport document such as a bill of lading or air waybill. Many also need a certificate of origin and product-specific certificates.
Who prepares export documents?
The exporter prepares commercial documents like the invoice and packing list. Carriers or forwarders issue transport documents, clearing agents usually file customs declarations, and chambers or government departments issue certificates.
What happens if export documents are wrong?
Errors can delay customs clearance, lead to storage charges, prevent the buyer claiming duty preferences, or cause a bank to refuse payment under a letter of credit until the discrepancy is resolved.
Want an Experienced Hand on Your Next Shipment?
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