There are numerous requirements for import and export freight forwarding documents. Firstly, in terms of format, most documents have standard formats. For example, the ocean bill of lading has a relatively unified format globally, including fixed columns such as shipper, consignee, notify party, and goods description, which must be filled in accordance with the specifications.
In terms of content, accuracy is of utmost importance. The commercial invoice needs to accurately display detailed information such as the description, value, and quantity of the goods, strictly matching the actual goods to avoid misreporting and underreporting. The packing list should detail the specific situation of the goods in each package.
There are also regulations on the submission time. The customs declaration documents are usually required to be prepared and submitted before the goods arrive at the customs supervision area to facilitate timely customs clearance. The transportation documents are submitted as required at different stages such as booking space and loading the ship. For example, the booking note needs to be submitted to the freight forwarder when booking space. In addition, the signature and seal of the documents cannot be ignored. All kinds of documents should have the legal and valid signature and seal of the relevant responsible parties.
Professional consultant answers
Elizabeth LiYears of service：3Customer Rating：5.0
Compliance and risk managerConsult
There are numerous requirements for import and export freight forwarding documents. Firstly, in terms of format, most documents have standard formats. For example, the ocean bill of lading has a relatively unified format globally, including fixed columns such as shipper, consignee, notify party, and goods description, which must be filled in accordance with the specifications.
In terms of content, accuracy is of utmost importance. The commercial invoice needs to accurately display detailed information such as the description, value, and quantity of the goods, strictly matching the actual goods to avoid misreporting and underreporting. The packing list should detail the specific situation of the goods in each package.
There are also regulations on the submission time. The customs declaration documents are usually required to be prepared and submitted before the goods arrive at the customs supervision area to facilitate timely customs clearance. The transportation documents are submitted as required at different stages such as booking space and loading the ship. For example, the booking note needs to be submitted to the freight forwarder when booking space. In addition, the signature and seal of the documents cannot be ignored. All kinds of documents should have the legal and valid signature and seal of the relevant responsible parties.
James LiuYears of service：10Customer Rating：5.0
Foreign trade tax refund consultantConsult
The language of the documents is generally required to be English, especially for internationally commonly used documents. However, when clearing customs in some specific countries, a translation in the local language may also be required. For example, when clearing customs in France, some documents may require a French translation.
Emily LiuYears of service：10Customer Rating：5.0
Settlement and payment expertConsult
The integrity of the documents is also very important. For example, for the certificate of origin, all items should be filled in completely without any omissions. If special clauses are involved, they also need to be filled in accurately so that the corresponding tariff preferences can be enjoyed.
David LiYears of service：6Customer Rating：5.0
Senior customs declaration consultantConsult
The authenticity of the documents can absolutely not be ignored. Once it is found that the documents are forged, not only may the goods be detained, but the enterprise will also face serious consequences such as high fines and damaged reputation.
Michelle ChenYears of service：3Customer Rating：5.0
Business coordination consultantConsult
For some special goods, such as dangerous goods, in addition to the regular documents, special documents such as the dangerous goods instruction manual and the declaration form for safe carriage should also be provided to ensure transportation safety.
Joseph ZhouYears of service：10Customer Rating：5.0
Senior foreign trade managerConsult
Electronic documents are becoming more and more popular. Enterprises should ensure that the format of electronic documents is standardized and can be normally recognized and read by the systems of freight forwarders and relevant departments.
Sarah ZhangYears of service：8Customer Rating：5.0
Document expertConsult
There are also requirements for the preservation of documents. Usually, they need to be preserved for a certain number of years for inspection by customs and other departments. The specific number of years may vary in different regions.
William YangYears of service：5Customer Rating：5.0
International logistics consultantConsult
When the goods involve entrepot trade, the relevant entrepot documents should accurately reflect the information of the goods flow to avoid problems in the transit link.
Jennifer WangYears of service：4Customer Rating：5.0
Market development consultantConsult
Documents such as the Generalized System of Preferences (GSP) Certificate of Origin should be filled in strictly in accordance with the requirements of the preference-giving countries to enable the exported goods to enjoy the GSP treatment smoothly.
Andrew HuangYears of service：7Customer Rating：5.0
Supply chain optimization expertConsult
Before submitting the documents, it is best to conduct a careful review to ensure that the information among the documents is consistent. For example, the information about the quantity of the goods on the bill of lading, invoice, and packing list should match.