Shipping documents — what each paper does

Seven documents move every shipment. Know what each one is for, and half of freight’s mystery disappears.

Document	What it is	Who needs it
Commercial Invoice	The seller’s bill — values, currency, Incoterm	Customs (both ends) — duties are calculated from it
Packing List	What’s in every carton/pallet — counts, weights, dimensions	Customs inspections, warehouse, insurance claims
Bill of Lading (B/L)	The contract of carriage AND the key to collect cargo	Whoever holds it controls the goods — treat like money
Certificate of Origin	Proof of where goods were made	Customs — can cut your duty under FTAs (ASEAN, etc.)
Permits (TradeNet)	Singapore’s import/export declarations	Every SG shipment — our declarants file these
Insurance Certificate	Proof your cargo is covered, and for how much	You, the moment anything gets wet, lost or dropped
Arrival Notice / D.O.	Carrier’s “your box is here” + release order	Consignee — triggers the collection clock (free time!)

The two mistakes that cost real money

Name mismatches — consignee on the B/L must match the invoice and permits exactly. One typo = cargo stuck at port, storage running.
Original B/L timing — if originals travel by courier slower than the ship sails (common on short Asia lanes), your cargo waits. Ask us about telex release or seaway bills.

The money-saver most SMEs miss

A correct Certificate of Origin under an FTA (like ASEAN–China) can cut import duty to zero on qualifying goods. It costs little to arrange at origin — and is impossible to fix after arrival. Tell us your commodity; checking FTA eligibility is part of our quote.

Related guides: Incoterms 2020 · Freight glossary · All guides

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