US Import Recordkeeping Checklist for Goods Shipped from China
Import documents are useful after cargo is released, too. A consistent record set helps an importer answer broker questions, reconcile duties and freight invoices, investigate product or origin issues, and respond to a later customs inquiry. The importer remains responsible for understanding which records apply to its entries and retention period.
Build a shipment folder before departure
Keep the purchase order or sales contract, commercial invoice, final packing list, bill of lading or air waybill, arrival notice, entry summary, release messages, duty payment record and delivery proof together. Add product specifications, classification rationale, country-of-origin support and any permits or agency correspondence relevant to the goods.
Preserve the broker handoff
Save the instructions given to the broker, the power-of-attorney or authorization records where applicable, questions and answers about product description or value, corrections, and the final filed data. Make sure the entry number and shipment reference connect the customs documents to the supplier invoice and physical cargo.
Keep records organized and searchable
Use a folder or system indexed by entry number, purchase order, supplier, product family and date. Keep a clear version history for corrected invoices and packing lists. Restrict access to tax or importer identifiers, and avoid sending sensitive importer data through unsecured public forms or casual chat.
Confirm the required retention period
CBP describes entry-summary recordkeeping requirements that generally require covered records to be retained for five years from the date of entry or the activity that required the record. Requirements can vary by record type and program. Ask your customs broker or trade-compliance adviser which rules apply to your business and shipment.
Request help coordinating the transport file
For the freight-side document set, share the route, cargo type and shipment references with your provider through an approved channel. The [ANELGO inquiry form](../index.html#quote) can begin a new route review; customs recordkeeping advice should come from your broker or compliance adviser.
Related guides
Official references
For a route-specific logistics review, provide the product, origin, destination, packed dimensions, weight and ready date.
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