Pre-shipment document checklist to avoid customs holds
Illustration: original graphic by AYC International Logistics (CC0 1.0, free to reuse).
Many clearance delays start not at customs but with wrong documents filled before departure. AYC recommends running this checklist before every shipment.
Core documents (none optional)
- Commercial Invoice: descriptions, qty, unit/total price, Incoterm all consistent
- Packing List: packages, gross/net weight, volume matching the invoice
- Bill of Lading: shipper/consignee/notify, cargo description matching invoice
The 3 most common errors
| Risk | Consequence | Check |
|---|---|---|
| Vague product name | query, return | state material/use/model |
| Wrong HS code | wrong duty, inspection | verify with broker |
| Inconsistent Incoterm | liability dispute | FOB/CIF/DDP uniform across docs |
Extra docs for special cargo
- Battery/magnetic: MSDS, UN38.3, transport cert
- Wood packing: fumigation / IPPC mark
- Branded goods: authorization or trademark filing
Ten minutes of pre-check beats ten days stuck at port. Unsure about docs? Contact AYC to review first.
Sources / References
- General Administration of Customs of China (GACC). In 2024 the administration rolled out “streamline process, simplify papers, speed checks” customs-facilitation reforms, cutting export steps from 14 to 10 via models like “combined port / one-port-pass.” Retrieved 2026-09-14. http://www.customs.gov.cn/customs/2025-01/14/article_2025121410060030365.html
- International Trade Administration (ITA), U.S. Know Your Incoterms: documents and allocation of buyer/seller responsibilities. Retrieved 2026-09-14. https://www.trade.gov/know-your-incoterms