Documents for shipping from China

Match the goods, packing, importer and transport records before dispatch. This checklist explains the documents and the questions to settle for your destination.

Which documents does a shipment from China need?

A commercial invoice, packing list and the relevant sea or air transport record form the starting set. Check the destination’s exact requirements with the importer or broker. For lithium batteries, request the applicable UN 38.3 test summary and ask whether the chosen channel requires a safety data sheet. For US entry, 19 CFR 142.3 sets out entry documentation, evidence of the right to make entry, a commercial invoice subject to specified exceptions, a packing list where appropriate, and other shipment-specific requirements. Ask your importer or broker which procedure and documents apply.

What has to be on the commercial invoice?

Enough for customs to value the goods and match them to the packing list. For US entry, a commercial invoice is normally part of the entry documentation. A pro forma invoice or other acceptable document can replace it only under the exceptions specified in the customs rules; ask your importer or broker whether an exception applies. For the UK, the value you declare helps work out the duty and VAT you pay. Ask your supplier for one invoice per shipment, matching the packing list, with the description, quantities, weights, currency and Incoterm. Ask the importer for the HS or commodity code and any destination-specific invoice fields.

Who issues the bill of lading or the air waybill?

For US imports by common carrier, a bill of lading or air waybill can provide evidence of the right to make entry, subject to the holder and endorsement conditions in 19 CFR 141.11. The air waybill is the contract of carriage between the shipper and the airline. Under EXW or FOB, ask who holds the bill of lading and when it reaches you. Under DDP, ask who is named as importer. Ask the importer or broker to confirm who makes entry and which documents establish that party’s right to do so.

When do you need a certificate of origin?

A certificate states the goods’ origin for customs or other trade requirements. In China, exporters or producers can apply directly, or through an authorised agent, to Customs or CCPIT and its local organisations. China’s export origin-certificate rules set out these issuing bodies and applicants. For a shipment to Chile or Peru seeking FTA tariff treatment, ask which origin rule and preferential proof apply; CCPIT lists preferential certificate forms and application steps. Agree the required proof with your supplier and importer before dispatch.

What documents do batteries need?

Request the applicable UN 38.3 test summary for lithium cells and batteries. Ask whether your channel requires a safety data sheet. Lithium batteries can be carried by air depending on configuration and watt-hour rating (rechargeable) or lithium content (non-rechargeable). The IATA guidance describes the test-summary availability requirement for cells and batteries manufactured after 30 June 2003, with an exception for button cells installed in equipment. Cells and batteries shipped by themselves are forbidden as cargo on passenger aircraft unless the relevant authorities approve. Standalone lithium-ion cells and batteries normally must be at no more than 30% of rated capacity; shipping above 30% requires approval from both the State of Origin and the State of the Operator in accordance with Special Provision A331. From 1 January 2026 the 30% limit also applies to lithium-ion batteries packed with equipment (under Section II of Packing Instruction 966, those above 2.7 Wh), unless the relevant states approve otherwise. Ask the desk which documents the specific channel needs before booking.

How should I describe a battery shipment?

Identify the chemistry and whether batteries are installed in equipment, packed alongside the equipment they power, or shipped on their own. IATA’s 2026 guidance distinguishes standalone lithium-ion batteries (UN 3480) from those packed with or contained in equipment (UN 3481); lithium metal uses UN 3090 and UN 3091 respectively. A power bank is classified as a battery, rather than as equipment containing one.

Send the battery model, configuration, watt-hour rating or lithium content as applicable, quantities and available test summary. Ask a qualified shipper to confirm the classification, packing instructions, state-of-charge restrictions and documents for the actual service. Use IATA’s 2026 battery guidance. Confirm the packing instruction and acceptance with the qualified shipper for your exact service.

Which other goods should I flag before requesting air or express?

Describe aerosols, perfume, paint, solvents and dry ice as well as batteries. FedEx’s US dangerous-goods guide gives these as examples and describes service and destination restrictions. Ask the maker for relevant safety information and confirm classification and acceptance for your exact cargo, route and service.

What should I provide for branded goods?

Identify the brand and supplier, keep purchase records, and ask your importer or adviser what evidence of authenticity or permission is needed for the destination. UK government intellectual-property guidance explains permission to use protected rights. Requirements depend on the rights and market. Confirm the product rights and import permissions with your importer before booking.

Which documents should I check for Singapore?

Ask the Singapore importer whether the goods are controlled or dutiable, which import permit or exception applies, and who prepares the invoice, packing list and transport record. Singapore Customs’ import-permit guide distinguishes permit types and exceptions. Its clearance-documents guide separates containerised sea, air and land cargo from conventional or hand-carried goods. Confirm what must be presented at the checkpoint for your cargo and permit conditions before dispatch.

Which importer ID do you need at destination?

It depends on the country of import. In the EU an EORI number is mandatory for customs operations, and an operator with no EU establishment needs one to lodge customs declarations. In the UK you may need a GB EORI to move goods between Great Britain and another country. If you cannot apply yourself, you can appoint someone to deal with customs for you, and they get the EORI instead. In the US the importer identity number is an EIN, an SSN or a CBP-assigned number. Give the importer name and number to your supplier, so the invoice and packing list carry them.

Use the shipping quote page to draft your cargo details and list the documents you hold or still need. Choose “Open WhatsApp draft” to review and send the message in WhatsApp. See customs and agency enquiries for the steps to discuss for your route.

What should I check about timber packing in a sea container?

Describe timber or bamboo packaging and dunnage separately from the goods. For Australia, use DAFF’s timber-packaging guidance to check ISPM 15 or any accepted treatment alternative and the required records. For New Zealand sea containers, MPI’s container import steps cover wood packing, quarantine declarations and transitional-facility arrangements. Ask the destination importer or broker to identify the applicable conditions and organise clearance before the container leaves.

Sources

1. China Customs — Export origin-certificate measures (Order 270)
2. CCPIT — Origin certificates and applications
3. eCFR — 19 CFR 142.3, entry documentation
4. IATA — e-freight / e-AWB
5. ICC — Certificates of origin
6. IATA — Lithium Battery Guidance Document
7. European Commission — Economic Operators Registration and Identification number (EORI)
8. GOV.UK — Get an EORI number
9. CBP — Importer Create/Update Identity (CBP Form 5106) FAQ
10. GOV.UK — Import goods into the UK
11. IATA — Lithium batteries