Shipping documents
Documents needed to import from China to the USA
Most shipping delays come from paperwork rather than ships. Here is every document involved in a China–US import, who produces it, and what it has to contain.
- From your supplier
- Commercial invoice · packing list
- From the carrier
- Bill of lading or air waybill
- Filed with US Customs
- ISF · entry · entry summary
Updated
The checklist
| Document | Prepared by | Needed for |
|---|---|---|
| Commercial invoice | Supplier | Export declaration, US entry, duty calculation |
| Packing list | Supplier | Export declaration, ISF, US entry, warehouse handling |
| Chinese export declaration | Forwarder or customs agent in China | Releasing goods for export |
| Bill of lading (ocean) or air waybill (air) | Carrier or forwarder | Proof of shipment, releasing the cargo in the US |
| ISF (Importer Security Filing) | Importer or broker | Ocean shipments, 24 hours before loading |
| Arrival notice | Carrier or forwarder | Telling you the cargo has arrived and what is due |
| Customs entry and entry summary | Customs broker | Release from US Customs and payment of duty |
| Delivery order | Forwarder or broker | Authorising the trucker to collect from the terminal |
| Product-specific certificates | Supplier or importer | Regulated goods: batteries, children’s products, food-contact items, radio devices |
The commercial invoice
This is the document US Customs relies on most, because it establishes what the goods are and what they're worth. It should show:
- Seller and buyer names and addresses, and the consignee if different
- A precise description of each product — material, function and model, not just "parts" or "samples"
- Quantity, unit price and total value for each line, with the currency
- The Incoterm and named place, for example "FOB Shenzhen"
- Country of origin of the goods
- HTS codes, if known
The packing list
The packing list describes how the goods are packed: the number of cartons, what's in each one, carton dimensions, net and gross weights, and the total volume. It must agree exactly with the commercial invoice and with what is physically in the container. Ask your supplier for it before the goods leave the factory, not afterwards.
Bill of lading: original, telex release or sea waybill
The bill of lading is the carrier's receipt for the goods and, in its original form, the document of title. Who holds it controls who can collect the cargo. There are three common ways it's handled:
- Original bill of lading. Paper originals are couriered to you or your bank and surrendered at destination. They're secure, but they can arrive after the ship does.
- Telex release. The originals are surrendered in China and the carrier electronically authorises release at destination. This is the most common approach once the supplier has been paid.
- Sea waybill. Not a document of title. The named consignee can collect the goods without presenting any document.
Many importers pay the balance to the supplier when shown a copy of the bill of lading, and the supplier then arranges the telex release. This protects both sides: the buyer knows the goods have shipped, and the supplier is paid before release.
Product certificates and agency documents
Some products need extra documents before they can ship or clear US Customs. Ask your supplier for them during sampling, not at the last minute:
- Lithium batteries: a safety data sheet and a UN38.3 test summary — see shipping battery products.
- Children's products: a Children's Product Certificate based on testing by a CPSC-accepted lab.
- Radio and wireless devices: FCC authorisation.
- Food, cosmetics and food-contact items: FDA requirements, including prior notice for food.
- Wooden packaging: pallets and crates must be heat-treated and stamped to ISPM 15.
Read US customs clearance for the filings themselves, and the freight glossary for any unfamiliar terms.
FAQ
Shipping documents: common questions
The questions importers ask us before the first booking. If yours is not here, ask us directly — a real coordinator replies, not an auto-responder.
What documents does my Chinese supplier need to provide?
At minimum, a commercial invoice and packing list that agree with each other and with the goods. For regulated products, also the relevant certificates, such as battery test reports or children’s product testing.
What is a telex release?
The original bills of lading are surrendered to the carrier in China, which then authorises release of the cargo at the US port electronically. It avoids couriering paper documents.
Do I need a certificate of origin for goods from China?
Usually not for US entry, because China has no free trade agreement with the US. The country of origin is declared on the commercial invoice and the customs entry.
What happens if the invoice and packing list don’t match?
It can delay export clearance in China, cause problems with the ISF, and invite questions or an examination from US Customs. Check both documents before the goods ship.
Who files the ISF?
The importer is responsible, but in practice the customs broker or forwarder files it, using data from your supplier and the booking. On DDP shipments it’s handled for you.