Customs & Rules · 7 min read
Customs Clearance Documents: The Complete Checklist
Customs clearance sounds intimidating, but it comes down to a handful of documents that prove what you are sending, who it is for, and what it is worth. Get them right and your shipment clears quickly; get them wrong and it waits at the port while fees add up. This checklist covers every document you need and what each one does.
The core documents every shipment needs
These are the documents customs officers look for first. Missing one is the most common reason a shipment is held.
- Commercial or proforma invoice — lists each item and its value
- Packing list — what is in each box or barrel, with weights
- Bill of lading (sea) or air waybill (air) — the carrier's transport contract
- Receiver's ID or passport copy
- Receiver's full name, phone, and delivery address
What the commercial invoice must show
The commercial invoice is the single most important document. It must list every item, the quantity, and an honest declared value in US dollars. Under-declaring to lower duties is risky — customs can re-value the goods, fine you, and delay release. Be accurate and specific: "10 cotton t-shirts" clears faster than "clothes".
Extra documents for special shipments
Some shipments need more than the basics. Plan for these in advance so nothing stalls at the border.
- Vehicles: original title and bill of sale
- Electronics and machinery: receipts and serial numbers
- Personal effects / moving: an inventory list (often duty-relieved)
- Commercial goods: import permits or licences where required
How we make clearance easy
You do not have to prepare all of this alone. When you book with ShipHub Cargo, we tell you exactly which documents your specific shipment needs, check them before export, and handle the clearance process at the destination port so your receiver does not have to navigate customs alone.
Frequently asked questions
What is the difference between a commercial and a proforma invoice?
A proforma invoice is a pre-sale estimate; a commercial invoice is the final document used for customs valuation. For personal shipments, a clear itemised invoice with honest values is what matters.
Do I need a packing list if I have an invoice?
Yes. The invoice shows value; the packing list shows what is physically in each box or barrel. Customs uses both, and they should match.
Can you handle the customs paperwork for me?
Yes. We tell you which documents you need, review them before export, and manage clearance at the destination port.
Want help with the paperwork?
Get a free quote and we'll walk you through exactly which documents your shipment needs.