Most clearance delays are not caused by the port. They are caused by missing or inconsistent information across documents. Use this checklist before your shipment arrives so your submission is complete the first time.
1) The Core Documents (Always)
- Commercial invoice (item descriptions, quantities, and values must match)
- Packing list (package count, weights, and dimensions when needed)
- Bill of lading / airway bill (shipper and consignee details match)
- Certificate of origin (when required for the product/category)
2) Data Consistency Checks
- Importer/consignee name and address match across all documents
- HS codes match the product descriptions (avoid generic descriptions)
- Unit of measure and quantities match between invoice and packing list
- Declared value and currency are consistent (and commercially reasonable)
3) When Special Requirements Appear
Some shipments require additional approvals depending on the product type. If you are unsure, confirm early so you do not discover requirements after arrival.
- Regulated products (e.g., food and medical devices) may require extra compliance documents
- Restricted items may require permits or pre-approvals
- Project cargo / heavy shipments may need a handling plan and special transport coordination
4) Practical Tips to Reduce Rework
- Use clear PDF documents (avoid low-quality phone photos)
- Maintain a single approved file for product names and HS codes
- Ensure your contact person is available during clearance working hours
Need help? If you want a faster, cleaner process, we can review your documents and coordinate the clearance workflow end-to-end.