Essential Customs Documents in International Transport

In international shipping, the paperwork travels with the cargo. A missing or incorrect document can hold a shipment at customs. Here are the documents you will come across most often and what each one is for.

Customs procedures rely on the declaration of the goods and on the documents that support it. Which documents you need depends on the type of product, the mode of transport, the countries of departure and destination, and the commercial terms agreed between the parties. This guide summarises the documents you are most likely to come across in international shipping, and what each one is for.

1. Commercial invoice

The commercial invoice records the sale between seller and buyer and is the basis for determining the customs value. It usually includes:

• The names and addresses of the seller and the buyer,
• A clear description of the goods, the quantity, unit price and total value,
• The currency and payment details,
• The delivery terms (for example the Incoterms rule and place),
• The customs tariff code (HS code) and the origin of the goods.

Keeping the invoice consistent with the other documents helps avoid additional queries at customs.

2. Packing list

The packing list describes the physical contents of the shipment: the number of cartons and pallets, what each package contains, gross and net weights and dimensions. It is used during physical inspections and for load planning. The quantities on the packing list and the invoice should match.

3. Transport documents

The transport document shows that the cargo has been handed over to the carrier and evidences the contract of carriage. Different documents are used depending on the mode of transport:

• CMR consignment note: the transport document for international road transport, based on the CMR Convention.
• Bill of lading: used in sea freight. It evidences the contract of carriage and the receipt of the goods; some types can also represent the right to take delivery of the goods.
• Air waybill (AWB): the transport document for air cargo shipments.

4. Movement and origin certificates

These documents show where the goods come from, or which trade arrangement they can benefit from:

• A.TR movement certificate: used under the Customs Union between Türkiye and the European Union so that industrial goods in free circulation can benefit from that arrangement.
• EUR.1 / EUR-MED movement certificates: used to prove preferential origin under free trade agreements — for example for certain agricultural products that fall outside the Customs Union.
• Certificate of origin: a general document stating the country in which the goods were produced, usually issued or certified by a chamber of commerce.

The right certificate depends on the product and the agreement concerned. Using the wrong one can mean losing a duty advantage.

5. Customs declarations

An export declaration is lodged in the country of departure and an import declaration in the country of destination. These are usually filed electronically, often through a customs broker. When goods move from one country to another under customs supervision, a transit declaration is used (for example transit documents under the NCTS system).

6. Product-specific documents

Some product groups need additional documents, for example:

• Health or phytosanitary certificates for food and agricultural products,
• Declarations of conformity for certain industrial products (such as goods that require CE marking),
• ADR documentation for dangerous goods,
• Permits or licences from the relevant authorities for controlled goods.

EORI number

EORI is the identification number used by businesses involved in customs activities in the European Union. Companies importing into the EU use it in their customs declarations. Making sure your EU consignee has an EORI number helps the process run smoothly.

Common documentation mistakes

• A mismatch between the product description on the invoice and the packing list or declaration,
• A missing or incorrect customs tariff code,
• Differences in weights and quantities between documents,
• Missing signatures, stamps or approvals,
• Issuing a movement certificate that doesn't fit the product.

The delivery terms stated on your documents also define each party's responsibilities — see our guide to Incoterms. For a general checklist on shipments to Europe, read this article.

Frequently asked questions

What is the difference between an A.TR and a EUR.1?

The A.TR is a movement certificate for industrial goods under the Türkiye–EU Customs Union; it shows that the goods are in free circulation rather than proving their origin. The EUR.1 proves preferential origin under free trade agreements. Which one applies depends on the product and the agreement concerned.

Who prepares the documents?

The invoice and packing list are usually prepared by the seller. Declarations are mostly filed through customs brokers, while transport documents are issued by the carrier or logistics provider. Our team can check with you which documents your shipment needs.

This article is for general information only. Regulations and practices vary by country and product and may change over time; contact our team for advice specific to your shipment.