Import and export documents: a pre-shipment checklist

Commercial disputes often begin with unclear proforma terms or mismatched shipping documents.

Why this matters

Goods descriptions, transport risk, delivery conditions and border costs need clarity before payment.

Practical checklist

• Verify goods classification with an adviser
• Record exact quantities and packing
• Select the appropriate Incoterms rule and edition
• Reconcile invoices and packing lists
• Check permits, insurance and destination rules

Execution and acceptance

Build a responsibility matrix and circulate draft documents to your forwarder and customs adviser before shipment.

Risks and limitations

Rules and trade restrictions change; this is educational guidance, not transaction-specific legal advice.

Next steps

Prepare accurate goods details and the origin/destination pair when requesting service.

Delivery terms are not the whole contract

ICC Incoterms clarify delivery tasks, costs and risks but do not replace sales contracts, payment terms or customs compliance. Specify the chosen rule, named place and rule version.

Transport terms are not a customs checklist

ICC Incoterms 2020 allocate delivery obligations, costs and risk between seller and buyer, but they do not replace the sales contract or a destination country’s customs rules.

Match the commercial invoice, packing list, transport documents and licences to the commodity and destination. WTO trade-facilitation rules encourage accessible publication of import/export procedures; always check current national rules.