Your shipment document checklist

Include clear item descriptions, model identifiers, quantities, price and currency, seller and buyer, Incoterms and the relevant tariff classification. State the country of origin accurately. Explain a free-of-charge, sample, repair or return transaction rather than assuming a zero Customs value.

Usually prepared by: exporter. Checked by: importer and broker.

Provide item-wise and package-wise contents, quantities, gross and net weights, package count and shipping marks. Include serial numbers where useful for identification, inspection or a later repair or return.

Usually prepared by: exporter or packer.

Check shipper, consignee, carrier, routing and consignment particulars against the commercial records. Confirm the document type and release instructions. An air waybill should not be treated as a negotiable document of title.

Usually issued by: carrier or freight forwarder.

Confirm the approved permit is appropriate for the transaction and valid at clearance. Include competent-authority or strategic goods approvals where required and comply with their conditions.

Prepared/submitted by: exporter or Declaring Agent.

Confirm timely filing, accurate self-assessment and document references, including e-SANCHIT uploads where required. Retain assessment, payment or approved deferment, and release evidence as it becomes available.

Prepared/submitted by: Indian importer or customs broker.

Obtain the correct origin evidence for a preferential claim or other applicable requirement. CECA preferences require qualifying origin under the agreement. An ordinary certificate or a Singapore shipment address does not automatically establish preferential eligibility.

Coordinated by: manufacturer, exporter and Declaring Agent, with importer.

Provide freight invoices and insurance certificates or other required evidence. Clearly distinguish charges already included in the commercial price from additional costs. For EXW terms, identify relevant inland transport, handling and other charges so the agent can determine the appropriate declared export and import values without double counting.

Coordinated by: exporter, forwarder and importer.

Prepare the valuation information referred to in the source checklist as the GATT Valuation Declaration. Disclose the relationship with the supplier, price basis and relevant adjustments. Provide agreements and an existing SVB order or report where applicable. Related-party status alone does not mean every shipment must undergo an SVB investigation.

Prepared by: importer, with exporter and finance or compliance teams.

Use the regulatory screening table below. Check the precise product, model, manufacturer, technical standard, end-use and importer role. Some registrations involve ongoing obligations, not a certificate obtained for each consignment.

Confirmed by: importer and relevant product compliance specialists.

Keep technical specifications, end-user statements and applicable re-export authorisations available for controlled-goods screening and permit applications. Share sensitive technical data only through an appropriate agreed channel.

Coordinated by: exporter and end-user, with trade compliance teams.

Document the purpose, serial numbers, prior shipment references, valuation basis and intended disposition. Check any bond, security, exemption or re-export deadline before shipment. Free-of-charge goods are not automatically duty-free.

Coordinated by: exporter, importer and broker.

Agree moisture or temperature limits, electrostatic protection, shock indicators, secure custody, unloading equipment and the consignee's delivery readiness where relevant. These are operational recommendations, not universal Customs requirements.

Agreed by: exporter, carrier, forwarder and consignee.