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What documents are required for shipping cargo from the United States?

Commercial Invoice Vs. Valued Packing List

If you're wondering which export forms are required to ship from the USA, this guide provides a clear checklist for global exporters and individuals shipping goods internationally.

Transporting ocean freight from the United States overseas may require different sets of paperwork, depending on the commodity type and destination country.

However, if you export general cargo from the USA, most of the time, you will need to submit the following standard international shipping documents:

If you are sending commercial cargo abroad, a Commercial Invoice is required for customs clearance in the United States. It may be a document prepared specifically for a particular shipment, or a copy of the purchase receipt or invoice with the value in US dollars.

If, for any reason, you cannot provide a commercial invoice, or you are moving personal effects or household goods from the U.S., then a Valued Packing List is required for international shipping. You should follow a specific format when submitting a detailed packing inventory. It must describe the number and type of units, general commodity description, estimated weight, and the value in US$. Individual shippers determine the value when shipping household goods internationally from the U.S.; however, the cost should match their fair market value.

The ocean carrier may also request copies of identification documents, such as a passport, visa, or tax ID, to comply with maritime security protocols.

Essential documents are generated in the order required for shipping from the USA via LCL freight.

Essential export paperwork is generated in the order they are required for shipping from the USA using LCL freight services:

International shipping quote - The estimated cost of overseas transport for the shipper. Quotes are based on the information provided by the shippers. If the cited conditions change, quotes are subject to revision.
Booking request to the international shipping company - The agreement between the shipper and the logistics provider to initiate the shipment.
Booking Confirmation - Issued by the carrier, confirming the reservation of space on the vessel.
Warehouse Receipt from a cargo consolidator - A document that proves that a load is delivered to a sea freight terminal (CFS - Container Freight Station).
Commercial Invoice - A bill from the seller to the buyer, listing the commodity, value, and terms of sale (if applicable). It must include a description of the items, HS codes (Harmonized System), quantity, value, and seller/buyer information.
Packing List - Detailed Shipment Breakdown: Itemized content, weight, and packaging type.
Export Declaration (Electronic Export Information via AES) - Required when the value exceeds $2,500 or if an export license is needed. It is filed electronically through the U.S. Automated Export System.
Shipper's Letter of Instructions (SLI) - Authorizes a carrier to initiate international cargo release procedures.
Proof of Bill of Lading - A preliminary draft of a Bill of Lading. Proof that freight has been released for export from the United States.
Sea freight Bill of Lading (BOL) - Issued by the sea freight carrier as proof that the cargo is on board the vessel. It is the final contract of carriage and the legal title for the consignment. Ocean Bill of Lading (Negotiable or Non-negotiable / Express Release).

Supplemental Maritime Documentation (Depending on Cargo or Destination)

Certificate of Origin - Proves where the merchandise was manufactured. Required for customs duty assessments in some countries.
Insurance Certificate - This proves coverage if you purchased marine cargo insurance.
Import/Export Licenses - Needed for restricted or controlled commodities (e.g., chemicals, electronics, defense items).
Dangerous Goods Declaration (if applicable) - Required for hazmat shipments (must follow IMDG code for ocean freight).
Certain countries or regions require specific information for imported goods. For example:

Freight to Australia, New Zealand, and other Oceania countries requires a Fumigation Certificate during the BMSB season, which runs from September 1 to April 30 each year.
Shipments going to or through European Union countries, including Norway, Switzerland, and Northern Ireland, must be filed with ENS. The Bill of Lading must include EORI and MRN numbers.
Certain countries require unique export permits or impose restrictions on goods imported from the USA.

When exporting goods from the United States, the exporter and importer must ensure that accurate maritime documentation is submitted at the origin and destination. If you're unsure about the legal requirements of your country, contact its consulate in the United States or consult a licensed customs broker in the destination country.

For more information on preparing regulatory paperwork for shipping from the U.S., we recommend visiting Intertek.com. Contact them if you have questions.