Export-Import Documents Checklist: What You Need for Each Shipment

One of the most common reasons a shipment gets held at port or delayed in customs clearance is not a problem with the goods themselves, but documents that are missing, incorrect, or inconsistent with each other. The WCO's (World Customs Organization) Revised Kyoto Convention sets out the general principle: customs authorities may clear goods based on a commercial or official document that gives the main particulars of the shipment and is acceptable to customs. In Vietnam, the Vietnam Trade Portal, run by the Ministry of Industry and Trade, is the reference point for customs procedures and applicable document requirements.

Core documents for most shipments

This is the core document set applicable to most commercial shipments. The complete list and specific requirements still need to be checked against the goods, market, and any applicable trade agreement.

Additional documents that can apply by product type

The WCO's Revised Kyoto Convention framework allows customs to require additional information or documents depending on the goods and procedure. In practice, certain categories commonly need:

• Import or export permits, for goods under specialised management lists.
• Phytosanitary, veterinary, or health certificates, for agricultural products, food, or biological goods.
• MSDS (Material Safety Data Sheet) and dangerous goods declarations, for chemicals, batteries, or flammable items.
• Quality or technical conformity certificates, for certain industrial or consumer goods.

Specific requirements by HS code and industry should be checked through the Vietnam Trade Portal or the relevant specialised authority before packing, rather than applying one general list to every product.

Common documentation mistakes

• Data mismatches between the commercial invoice and packing list (piece count, weight, description).
• Shipper or consignee names on the bill of lading that differ from the contract or invoice.
• A certificate of origin with the wrong origin criterion, or submitted late, losing eligibility for preferential tariffs.
• Missing signatures, or a signature from someone not duly authorised, on shipping documents.
• An HS code that does not match the actual goods description, triggering review or correction after the declaration is filed.
• Documents not updated when late changes occur (quantity or packaging changes close to the shipping date).

A pre-shipment documentation checklist

• Cross-check the invoice, packing list, and customs declaration before submission.
• Confirm the buyer/seller names and addresses match across all documents and the contract.
• Verify the applied HS code matches the actual goods description and related regulations.
• Check the Vietnam Trade Portal or the relevant authority for any required permit, quarantine, or certification.
• Prepare the certificate of origin under the correct origin criterion if claiming preferential tariff treatment.
• Confirm the signatory on shipping documents holds the appropriate authorisation.
• Keep complete copies of submitted documents in case customs requests further information.

A simple example

An export shipment of wooden furniture: the commercial invoice states 500 units, but the packing list states 480 units because several cartons were consolidated after the invoice was finalised. This mismatch can trigger a customs request for clarification or a physical inspection, delaying clearance beyond the original plan.

This illustrates a common type of error. It is not a specific real shipment case.

Sources

• WCO – Revised Kyoto Convention
• Vietnam Trade Portal – Ministry of Industry and Trade

For help reviewing and preparing the document set for a specific shipment, review SeaAir Global's customs brokerage service or request a quotation.