International shipping looks simple on the surface. Move goods from one country to another, and you’re done. In reality, most problems do not happen at the port or in transit. They usually happen on paper.
Every country follows its own customs rules, documentation formats, and compliance checks. What works for one destination may cause delays in another. A missing certificate, a wrongly declared HS code, or an importer detail that does not match official records is enough to stop a shipment in its tracks.
Many exporters learn this the hard way. They reuse documents from previous shipments or assume standard paperwork will be accepted everywhere. But customs systems today are largely digital. Data is cross-checked, and all the small errors stand out. Once highlighted, shipments face inspections, penalties, and eventually clearance delays.
In this blog, we will walk through international shipping documents required for international shipments in different countries, the common mistakes exporters tend to overlook, and practical steps that help shipments clear customs without disruption.
Core International Shipping: Every Shipper Must Include
Bill of Lading / Air Waybill (B/L or AWB)
It is the main transit document issued by the carrier. It confirms receipt of the goods and outlines the terms of carriage. In some cases, it also acts as a document of title and enables international shipping tracking across borders.
Inconsistency commonly leads to issues. The shipment description, weight, number of packages, and consignee details must match the commercial invoice exactly. Even small differences could trigger questions during customs clearance.
Commercial Invoice
Customs authorities rely on commercial invoices to calculate duties and taxes. If there’s one document that needs extra attention, this is it.
It should clearly show:
- Product descriptions that reflect the actual goods
- Correct HS codes
- Declared value and currency
- Incoterms
- Buyer and seller details
Errors on the commercial invoice are one of the most common reasons shipments get held, regardless of the best way to ship internationally.
Packing List / Export Packing List
This list explains how the shipment is packed, what’s in it, the weight, dimensions, and packing method.
Customs officers use it during inspections. Importers use it to verify what they received. When the packing list does not align with invoice or actual cargo, delays are almost guaranteed, even when international shipping with tracking is in place.
Certificate of Origin (C/O)
This document confirms where the goods were manufactured. Many countries use it to determine duty rates or apply preferential tariffs under trade agreements.
Problems arise when the wrong format is used or when origin declarations are incomplete. In some cases, exporters lose duty benefits simply because the certificate doesn’t meet the destination country’s requirements.
Export and Import Licences
Some products can not move freely across borders without prior approval. These usually include:
- Defense or dual-use items
- Advanced technologies
- Chemicals and pharmaceuticals
- Food, plants, and animal products
Licensing rules change often, so relying on old shipments as a reference can be risky for experienced international shipping services providers.
Insurance Certificate
Cargo insurance protects against loss, damage, or damage during transit. The insurance certificate confirms who is insured, what’s covered, and for how much. Missing or unclear insurance details can create disputes when something goes wrong.
Dangerous Goods Declaration (DGD)
If the shipment contains hazardous materials, a Dangerous Goods Declaration is mandatory. It lists UN numbers, hazard class, packing group, and handling instructions. Incorrect declarations result in outright shipment rejection.
Export Declaration / EEI
Most countries require exporters to file an export declaration for compliance and trade statistics. Filing late or submitting incorrect data can prevent cargo from being loaded. This step is treated as an afterthought; this is where problems start.
Shipper’s Letter of Instruction (SLI)
The SLI specifies that the freight forwarder handles shipment, routing, billing, documentation, and any special instructions.
For complex shipments or those moving under letters of credit, a clear SLI improves accuracy and international shipping tracking coordination.
Country Callouts: What Exporters Might Miss
United States
Shipments into the U.S. face scrutiny, especially around value declaration and classification. Even low-value consignments are increasingly subject to formal entry requirements.
Commonly missed:
- Incorrect declared value
- Missing consignee tax identification
- Incomplete customs entry documentation
India
India requires an Importer-Exporter Code (IEC) for customs clearance. Delays are due to invoice inconsistencies, missing GST details, or incomplete buyer documentation.
Product-specific approvals also play a role.
Commonly missed:
- IEC and GST details
- BIS or FSSAI approvals
- Invoice mismatches across documents
United Kingdom
After Brexit, the UK operates its own customs system separate from the EU. Exporters need to use UK-specific EORI numbers and verify if preferential origin documents apply.
Commonly missed:
- UK EORI details
- Origin documentation for preferential tariffs
International Shipping Tracking and Documentation
Why tracking matters?
International shipping tracking supports customs queries, proof of delivery, and dispute resolution. When tracking numbers are linked to invoices and customs filings, authorities can verify shipments faster and with fewer questions.
Best Practices
- Include AWB or B/L numbers on invoices and export declarations
- Use the same reference numbers across all documents
- Store digital records of tracking events and delivery confirmations
This alignment is critical whilst managing international shipping with tracking across multiple transport legs.
Top Mistakes Exporters Make and How to Fix Them
- Mismatched document data: Reconcile all documents before shipment
- Incorrect HS codes: Validate classifications with a customs expert
- Missing importer IDs: Collect buyer registration details early
- Assuming uniform rules: Always check destination-specific requirements
A Quick Export Compliance Playbook
- Classify goods and confirm licensing needs
- Verify buyer and importer registrations
- Prepare and cross-check all documents
- File export declarations before departure
- Link tracking numbers to customs paperwork
Looking Forward
International shipping will keep changing, but paperwork will stay at the center of it. Customs teams now rely on digital checks, which means small errors are detected more quickly than before. Exporters who treat documentation as part of the shipment. Thus face fewer holds and fewer follow-ups.
The most reliable way forward is simple. Check country rules before every shipment, confirm importer details early, and make sure every document tells the same story. When invoices, licenses, and tracking numbers line up, clearance moves faster, and problems stay limited. Strong processes make international shipping services predictable over time.
FAQs
Q.1 What is meant by international shipping?
Ans: International shipping involves moving goods across national borders, which requires customs clearance, regulatory compliance, and country-specific documentation.
Q.2 Is international shipping difficult?
Ans: It can be, without preparation. With consistent documentation and experienced partners, it becomes far more predictable.
Q.3 Is it the most reliable international shipping company?
Ans: Reliability depends on the route and service. DHL, FedEx, and UPS dominate express shipping, while Maersk, MSC, and CMA CGM lead in ocean freight.
Q.4 What documents are always required for exporting?
Ans: At a minimum: a commercial invoice, bill of lading or air waybill, packing list, and any applicable licenses or certificates of origin.
Q.5 How does international shipping tracking work?
Ans: Carriers assign tracking numbers that record shipment milestones across transport legs, supporting visibility, compliance checks, and delivery confirmation.