01 / SCOPE
Commercial records
Review invoice descriptions, quantities, values and party details against the transaction information provided.
Discuss invoice preparationIMPORT & EXPORT DOCUMENTATION
Import & export documents.
Keep the records consistent.
Prepare the document handover around the actual goods and booked freight scope. Review commercial invoices, packing lists and transport instructions before dispatch.
Discuss import & export documentationIMPORT & EXPORT DOCUMENTATION SCOPE
Build the document set around the actual shipment.
02 / SCOPE
Packing & transport information
Match package counts, dimensions and weights. Confirm shipper, consignee and delivery details for the relevant transport instructions.
Review freight coordination03 / SCOPE
Supporting shipment evidence
Check which origin, product, permit or safety records need to be supplied by the responsible party.
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Agree document work, revisions and handover requirements.
Invoice & packing-list review
Specify which documents are reviewed and what source information the supplier must provide. Separate consistency checks from formal issuance or certification.
Review the document scope
Transport instructions & release
Confirm document names, consignee details and approval deadlines for the booked transport. Identify the party approving final instructions.
Confirm instruction deadlines
Corrections & special documents
Changes after approval, specialist certification or additional document handling may require extra work. Agree the provider, cost and deadline before proceeding.
Discuss corrections and extrasIMPORT & EXPORT DOCUMENTATION PROCESS
Collect the source facts, then approve the working set.
Gather source information
Collect product, transaction, packing and party details from the responsible supplier or commercial contact.
Review consistency
Compare descriptions, counts, values, measurements and references across the agreed records.
Approve & hand over
Identify the approving party and the deadline. Send the agreed version to the relevant transport or customs contact.
Control revisions
Record what changed and which version is current. Coordinate corrections with the receiving parties.
PLAN THE SERVICE HANDOVERS
Plan approval deadlines before the cargo cut-off.
| Service stage | What can affect progress | What to confirm |
|---|---|---|
| Supplier information | Missing product or transaction facts | Complete source details |
| Draft records | Differences between invoice and packing data | Consistent descriptions and quantities |
| Party approval | Availability of the authorized reviewer | Named approver and deadline |
| Document handover | Transport and customs submission cut-offs | Correct recipient and current version |
| Amendments | Late changes or additional records | Approved correction and any cost |
A document consistency review is not customs approval, product certification or legal advice. Country and commodity requirements must be checked for the actual shipment.
PREPARE THE SERVICE BRIEF
Prepare the details before work begins.
Transaction Details
Confirm seller, buyer, consignee, product descriptions, quantities and commercial values.
Packed Measurements
Provide package counts, weights, dimensions and package marks that match the goods being handed over.
Route & References
Share the transport plan, origin, destination and booking references where available.
Approvals & Originals
Identify who approves and issues each record. Confirm whether originals, electronic copies or additional authentication are required.
CARGO PREPARATION & RECORDS
Check the packing record before cargo release.
Document corrections are easier when warehouse counts and the supplier's records are compared before dispatch. Record shortages, overages or packing changes and obtain an approved updated version. Keep the final document set linked to the shipment reference.
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COUNTRY-SPECIFIC PREPARATION
Review requirements for the receiving country.
SOUTHEAST ASIA
Shipping from China to Indonesia
Compare China to Indonesia sea freight, air cargo and supplier consolidation with the receiving island and final delivery address defined before booking.
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MIDDLE EAST
Shipping from China to the UAE
Review China to UAE sea freight and air cargo with the emirate, importer and local or onward delivery scope stated clearly.
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EUROPE
Shipping from China to Germany
Compare China to Germany sea freight, air cargo and available rail options using the receiving postcode, importer and complete delivery scope.
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PRACTICAL SHIPPING GUIDES
Documents, Delivery Terms & Cargo Preparation
How to prepare documentation for first-time imports from China
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How to compare DDP and DAP for small replenishment orders
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What changes when you choose DAP delivery
Read articleIMPORT & EXPORT DOCUMENTATION QUESTIONS
Your import & export documentation questions, answered.
Start with the actual goods, service scope and responsible parties.
What is the difference between a commercial invoice and a packing list?
The commercial invoice records the goods and transaction information, including values and the commercial parties. The packing list describes how the goods are packed, with package contents, counts, weights and measurements. Both should match the actual shipment.
Can you issue every document needed for an import or export?
Document needs vary by product and destination. Some records must come from the supplier, manufacturer, competent authority or specialist provider. Agree which work VG Shipping coordinates and who is responsible for issuing each document.
Why should the invoice and packing list be checked together?
Differences in descriptions, quantities, party details or packing information can lead to further questions during transport or customs handling. Compare the current versions with the goods before cargo handover and agree corrections with the responsible parties.
Can shipping documents be changed after dispatch?
Some changes may be possible, subject to the document issuer, transport stage and applicable procedures. Tell the coordination contact immediately, identify the required correction and obtain approval. Additional processing time or charges may apply.
IMPORT & EXPORT DOCUMENTATION ENQUIRY
Request a shipping document review.
Share the shipment route, product information, packing details and current document drafts. Tell us which records and deadlines need attention.
Commercial accuracy and formal issuance stay with the responsible parties. Confirm destination-specific requirements before dispatch.