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Shipping document checklist

I. Pre-Shipping Documentation

Verify shipping instructions and terms of sale

Confirm consignee details (name, address, contact information)

Ensure sender details are accurate (name, address, contact information)

Check for necessary export/import permits and licenses

II. Commercial Invoice

Include a detailed description of the goods

Verify the quantity and unit price of items

Ensure correct currency is listed

Include terms of payment

III. Packing List

List all items by quantity and description

Specify packaging type and dimensions

Include weight and volume of the shipment

Indicate any hazardous materials if applicable

IV. Bill of Lading (BOL)

Check that it is properly filled out and signed

Ensure it reflects the correct shipping route

Verify that it matches the details on the commercial invoice

Confirm the type of bill (e.g., straight, order, or sea waybill)

V. Certificates and Permits

Include any required certificates of origin

Attach necessary health and safety certificates

Confirm compliance with any specific regulations (e.g., phytosanitary, veterinary)

Ensure any other relevant permits are included

VI. Customs Documentation

Prepare customs declaration forms

Verify compliance with customs regulations of the destination country

Include proof of payment of any applicable duties and taxes

Ensure all documentation is signed and dated

VII. Insurance Documentation

Check that shipment is insured

Include insurance policy number and coverage details

Ensure that the insurance covers the full value of the shipment

Confirm that the terms of insurance are clear

VIII. Final Review and Confirmation

Review all documents for accuracy and completeness

Ensure all documents are signed where required

Confirm that copies are made for records

Verify that documents are sent with the shipment or provided to the consignee

IX. Post-Shipping Documentation

Keep copies of all shipping documents for future reference

Document the shipment’s tracking information

Follow up on the delivery and obtain proof of delivery

Resolve any discrepancies or issues that arose during shipping

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