Trade documentation
Trade documents tell carriers, customs and buyers what the cargo is. We prepare and check them against the cargo and against each other, so errors are found before the cargo is booked or loaded, not after it has sailed.
What it is
Trade documents are the paper trail of a shipment: the commercial invoice, the packing list, the transport document, certificates and, in some sales, a letter of credit. Each one has a reader. Customs reads the invoice. The carrier reads the transport document. A bank reads all of them against the credit.
We prepare and check these documents with you. We compare quantities, values, descriptions and names across them. Where a house bill of lading is needed, we arrange it with a licensed partner.
When to use it
- You ship without an in-house shipping desk.
- You want a second check before documents go out.
- A buyer has asked for a certificate you have not issued before.
- A letter of credit sets exact terms for the documents.
- Documents from different suppliers need to line up for one shipment.
What we handle
- Commercial invoice and packing list checks
- Bill of lading (B/L) or air waybill instructions
- Certificates of origin and other certificates, as the buyer or the rules require
- Letter of credit document checks against the credit terms
- Corrections before cargo is booked or loaded
- Preparation of shipping instructions for the carrier
How it runs
- Quote: you send the documents you have and the buyer's requirements. We say what we would prepare and what we would check.
- Review: we compare the documents against the cargo and each other, and list differences.
- Correction: you or your supplier fix the differences, or we prepare the corrected document.
- Instructions: we send shipping instructions to the carrier so the B/L or AWB is drafted from correct details.
- Draft check: we check the draft transport document before it is finalised.
- Release: the final documents are issued and sent to the parties who need them.
What to send us for a quote
| Detail | Why we ask |
|---|---|
| The documents you already have | We check them rather than start from nothing. |
| Incoterm | Decides who provides which document. |
| Buyer's document requirements | Buyers often ask for specific wording or certificates. |
| Letter of credit terms, if any | The documents must match the credit exactly. |
| Origin and destination | Certificates and rules depend on the route. |
| Ready date | Corrections take time and should come before booking. |
| Goods and HS code, if known | Certificates and declarations depend on the goods. |
Good to know
- Under a letter of credit, a small difference between documents, such as a spelling or a unit, can lead the bank to refuse them. Unless the credit says otherwise, documents are commonly due for presentation within 21 days of shipment.
- A bill of lading can be an original, a telex release or a sea waybill. They work differently, so agree which one with the buyer.
- A certificate of origin states where the goods were made. It is not the same as where they were shipped from.
Questions
Do you issue the certificates yourselves?
Certificates come from the body that issues them for your goods. We prepare the application details and coordinate with that body.
Can you check my documents before I send them to the bank?
Yes. Send them with the credit terms, and we list any differences we find.