Document requirements vary by commodity, origin, destination and customs procedure, but preparing the core shipment information early reduces avoidable delays.
Core commercial information
Before booking, the freight forwarder normally needs accurate seller, buyer, commodity and shipment details.
- Commercial invoice or proforma information
- Packing list with package count, dimensions and gross/net weight
- HS code or commodity classification information
- Pickup and delivery addresses
Transport-specific documents
The exact transport document depends on the mode. Road, sea, air and rail shipments use different carrier documents and may require transit paperwork.
- CMR for road transport where applicable
- Bill of Lading for sea freight
- Air Waybill for air freight
- Rail consignment documentation for rail movements
Check requirements before dispatch
Sanctions, export-control, import, transit and customs requirements can depend on the parties, commodity and countries involved. These should be checked for the specific shipment before cargo moves.
- Confirm commodity and HS code
- Confirm Incoterms and responsible parties
- Check whether permits, certificates or special handling are required
Reconcile the shipment details
Check that the parties, commodity description, package count and weights refer to the same shipment across the documents. Keep net weight separate from gross weight and show the measurement units. Explain any difference between the commercial quantity and the number of transport packages. If the packing changes after a quotation, send the updated packing list before collection so the transport plan can be checked again.
Manage revisions and responsibilities
Nominate a contact for correcting supplier documents and another for confirming consignee details. Mark revised files clearly and identify which version replaces the previous one; avoid sending several unlabelled copies in separate messages. Before dispatch, agree who will provide each outstanding item and when. This checklist helps organize a shipment file; it is not confirmation that a particular movement is authorized or that every required document has been supplied.