China to USA Shipping Documents: A Practical Import Checklist
Good shipment paperwork begins with consistent facts. Product descriptions, quantities, values, origins and parties should agree across the commercial invoice, packing list, transport documents and customs data. Requirements vary by commodity and entry type, so use this list to prepare for a broker or importer review rather than as a substitute for official instructions.
Commercial invoice
CBP says an invoice or acceptable substitute should contain an adequate merchandise description, quantities, values or approximate values, the applicable HTSUS subheading and seller/invoicing party details. Avoid vague terms such as “parts” or “gift.” Describe what the product is, its material or function where relevant, and its commercial value.
Packing list and transport data
Prepare package count, marks, carton or pallet dimensions, gross and net weights if available, consignee and ship-to details. The packing list helps parties reconcile what was packed and loaded; it does not replace the invoice or entry information.
Importer and broker details
Confirm the importer of record, importer number, consignee, broker authorization and who will pay duties, taxes and fees. A broker can assist with customs business, but CBP notes that the importer remains responsible for compliance and the correctness of entry information.
Product-specific agency review
Some products may require review by agencies such as FDA, EPA or DOT, or may have special permits, labeling or admissibility requirements. Identify the actual product and intended use early. A forwarder’s transportation quote is not a regulatory approval.
Reconcile before cargo cutoff
Check that description, quantity, declared value, country of origin, manufacturer, tariff classification and ship-to party are aligned before filing. Corrections after cutoff may delay the shipment or create extra work. Keep supporting supplier records and product specifications available.
Before you request a quote
- Commercial invoice with specific descriptions and values
- Packing list and package measurements
- Importer number, consignee and broker contact
- HTSUS classification and origin information for review
- Applicable agency documents, permits or test records