Prepare a document register for the actual shipment
There is no single fixed document pack for every import. Begin with the commercial invoice, packing list and product information, then confirm transport and destination requirements with the responsible parties. Certificates, permits and origin evidence depend on the goods and market.
Create one register linking the purchase order, shipment reference and document versions. Name the person who prepares each document and the person who approves it. A draft used for a quotation should remain distinguishable from the final document submitted for shipment.
Preparing a first order? Follow our China import document checklist for first-time buyers to assign document owners, reconcile invoice and packing details, and approve the file before dispatch.
Cross-check the fields that describe your cargo
- Commercial invoice: seller and buyer identity, invoice reference, currency, quantities, unit prices, product descriptions and agreed trade term with named place.
- Packing list: package count, carton or pallet references, contents, gross and net weight where applicable, and packed dimensions.
- Transport document: shipper and consignee, shipment references and route details; review the carrier draft and release arrangements before approval.
- Product evidence: model numbers, materials, intended use, photographs and any required declarations, test reports or licences.
- Origin documents: confirm whether evidence is required and whether a preferential claim is being made; do not assume a certificate is mandatory for every shipment.
Check that totals reconcile across the invoice and packing list. Explain legitimate differences in naming or party roles instead of silently changing a document. For mixed products, retain a line-level description so the customs representative can review classification and value.
Samples, replacements and returned goods still need an accurate description and the appropriate declared value basis. Ask the customs representative how to document the transaction; avoid describing commercial cargo merely as “gift” or “parts”.
Approve the file before collection and recheck changes
Review the draft pack while the supplier can correct it. Update weights and package counts after final packing, then circulate the approved set. Record amendments after booking and confirm whether the transport or customs filing also needs correction.
Does every shipment need a certificate of origin?
Requirements depend on the destination, product and any preferential tariff claim. Confirm with the importer and customs representative.
What should I do when an invoice and packing list disagree?
Identify the authoritative shipment record, correct the source document with its issuer and distribute the revised version to all affected parties.
Use country customs guides to identify destination questions. Ask VG Shipping to review the document handover required for the agreed transport scope.
Reference: CBP guidance for new importers and exporters. Check the current official requirements for your shipment.