A shipment is only as good as its paperwork. Missing or inconsistent documents delay customs clearance and undermine confidence in the supplier, even when the product itself is fine.
Core documents
- Commercial invoice and packing list
- Certificate of analysis for the production lot
- Specification sheet with test methods and limits
- Safety data sheet where required
- Certificate of origin and any health certificates
Consistency across lots
The COA must reference the same lot number as the packaging and the packing list. Test methods should be named, not just results. If a result is near a limit, note it so the buyer can plan.
Allergen, GMO and dietary statements
Buyers increasingly need allergen declarations, GMO status and statements on origin. Keep these on letterhead, dated and signed, and update them whenever the process or sourcing changes.
Language and units
Use the units the buyer’s market expects and state them explicitly. Provide documents in the language required for import clearance, or in English with a translation when local rules demand it.
Digital handover
Send a complete pack before the vessel departs, not after. A single PDF bundle with a contents page saves back-and-forth and makes the shipment easier to clear.
Related reading: Payment terms for food imports.
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