Complete Guide to Shipping Documents Required in China
- CNXtrans
- 6 hours ago
- 4 min read
Shipping goods from China to international markets requires more than just arranging transport. The success of any shipment depends heavily on accurate and complete shipping documents. Missing or incorrect paperwork can cause cargo delays, customs inspections, storage fees, and even shipment rejection.
In this comprehensive guide, you’ll learn everything you need to know about shipping documents required in China, what each document is used for, who prepares them, and how to avoid common mistakes when exporting goods from China.
Why Shipping Documents Matter When Exporting from China
Shipping documents are the foundation of international trade. They serve several critical purposes:
Prove ownership and value of goods
Provide legal evidence of the sales contract
Allow customs authorities to assess and clear cargo
Enable carriers to transport cargo legally
Protect buyers and sellers in case of disputes
China has strict export regulations, and customs authorities closely examine documents before allowing goods to leave the country. Proper paperwork ensures smooth export clearance and faster international delivery.
Core Shipping Documents Required in China
1. Commercial Invoice
The commercial invoice is the most important document in international shipping from China.
It includes:
Seller’s full company name and address
Buyer’s details
Invoice number and date
Description of goods
HS codes
Quantity and weight
Declared value
Currency used
Incoterms (e.g., EXW, FOB, DDP)
Who prepares it:Â The exporter (supplier in China)
Common mistakes to avoid:
Vague product descriptions
Incorrect HS codes
Mismatch with packing list data
2. Packing List
The packing list provides detailed information about how goods are packed.
It typically includes:
Number of cartons or crates
Packaging type (carton, pallet, wooden case)
Dimensions of each package
Gross and net weight
Markings and labels
This document helps:
Customs officers during inspection
Warehouse teams during handling
Carriers during loading
3. Bill of Lading (B/L)
The Bill of Lading is a legal document issued by the carrier and is essential for sea freight shipping from China.
Key functions:
Acts as a receipt for shipped goods
Serves as a title of ownership
Works as a contract of carriage
Types of Bills of Lading:
Original Bill of Lading
Telex Release
Sea Waybill
For air shipments, the equivalent document is the Air Waybill (AWB).
4. Certificate of Origin (CO)
The Certificate of Origin confirms where the goods were manufactured.
Why it matters:
Required for customs clearance in many countries
Determines eligibility for preferential tariffs under trade agreements
Common types:
Ordinary Certificate of Origin
Form E (for specific trade agreements)
This document is usually issued by:
China Council for the Promotion of International Trade (CCPIT)
Or authorized chambers of commerce
5. Export Declaration Form
China requires an export customs declaration for most outbound shipments.
This form includes:
Exporter information
Buyer information
HS codes
Cargo value
Export license numbers (if applicable)
This document is normally handled by:
Licensed customs brokers
Freight forwarders operating in China
Additional Shipping Documents Commonly Required
6. Insurance Certificate
This document provides proof that the cargo is insured against loss or damage.
It states:
Type of coverage
Insured value
Policy number
Risks covered
Although not always mandatory, it is highly recommended.
7. Fumigation Certificate
If wooden packaging materials are used (such as wooden pallets or crates), a fumigation certificate may be required to confirm pest treatment.
This is particularly important when shipping to:
USA
EU countries
Australia
Canada
8. MSDS (Material Safety Data Sheet)
The MSDSÂ is required for shipping hazardous or regulated goods such as:
Chemicals
Batteries
Liquids
Flammable items
It provides safety instructions and hazard classification.
Who Prepares Shipping Documents in China?
Typically:
The supplier prepares the commercial invoice and packing list.
The freight forwarder arranges the Bill of Lading or Air Waybill.
A licensed customs broker submits the export declaration.
Specialized agencies issue certificates such as COO and fumigation certificates.
Using an experienced freight forwarder helps coordinate all parties and ensures accuracy.
Common Mistakes That Cause Delays in China Shipments
Avoiding documentation errors is key to smooth shipping from China.
Frequent mistakes include:
Incorrect HS codes
Inconsistent weights across documents
Missing company stamps or signatures
Typographical errors in consignee names
Wrong Incoterm usage
Incomplete product descriptions
Even small errors can lead to cargo inspections and export delays.
Special Cases: Documents for Different Shipping Methods
Sea Freight
Requires:
Commercial Invoice
Packing List
Bill of Lading
Export Declaration
Certificate of Origin (if applicable)
Air Freight
Requires:
Commercial Invoice
Packing List
Air Waybill
Export Declaration
MSDS (for regulated cargo)
Courier Shipments
Requires:
Commercial Invoice
Packing List
Courier Waybill
KYC documents in some countries
How CNXtrans Helps With Shipping Documents from China
Managing documents can be complex, especially for first-time importers.
CNXtrans provides full support with:
Reviewing and correcting commercial invoices
Verifying HS codes and product descriptions
Coordinating export declarations in China
Arranging Bills of Lading and Air Waybills
Handling Certificates of Origin and fumigation paperwork
With experienced staff on the ground in China, CNXtrans helps prevent costly documentation errors and ensures your shipments move smoothly through customs.
Frequently Asked Questions
What is the most important shipping document in China?
The commercial invoice is the most critical document, as customs authorities use it to assess value and classify goods.
Do I always need a Certificate of Origin?
Not always, but many countries require it to apply correct tariffs.
Who issues the Bill of Lading in China?
The carrier or freight forwarder arranges and issues the Bill of Lading.
Are digital documents accepted in China?
In many cases, yes. However, original documents may still be required for certain shipments and countries.
Shipping documentation is one of the most important aspects of exporting from China. Understanding which documents are required and how to prepare them correctly can save time, reduce risk, and prevent expensive delays.
Whether you are shipping by air, sea, or courier, working with an experienced freight forwarder such as CNXtrans can help you manage documentation properly, avoid common mistakes, and ensure your cargo clears customs smoothly.
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