In international trade, cargo is rarely held because of the goods themselves — it is held because the paperwork describing them disagrees. One wording difference between the invoice and packing list, one HS code mismatch between the declaration and the C/O, is enough to stop a filing for explanation. The checklist below is the internal review process of Homexim's documentation team.
The core document set for a standard export
- Contract or PO — the basis for price and delivery terms (Incoterms).
- Commercial Invoice — value, unit prices, payment terms; must match the contract.
- Packing List — package count, net/gross weight, packing specs; must match the invoice line by line.
- Booking confirmation — container number, closing time, origin/destination ports.
- Bill of Lading (draft first, original/telex later) — shipper, consignee, notify party details.
- C/O if the buyer claims preferential duty (form per the relevant FTA).
- Specialized permits where applicable: quarantine, fumigation, conformity declarations…
Five consistency checks that are non-negotiable
- Goods description: invoice, packing list, B/L, and declaration must name the goods identically.
- Quantity and weight: packing list vs VGM/B/L mismatch is the most common reason cargo stops.
- HS code: consistent across the declaration and C/O — a mismatch risks C/O rejection at destination.
- Party names and addresses: shipper/consignee on the B/L must match the contract, and the L/C if paying by letter of credit.
- Incoterms: the invoice value must reflect the term (FOB excludes freight; CIF includes freight + insurance).
When to prepare: earlier than you think
Many shippers start on documents after the cargo is packed — too late if the shipment needs a C/O or specialized inspection, since those take days to a week. Homexim's rule: lock the document list the moment the booking exists, and have a complete draft set at least 48 hours before closing time.
A clean file set does more than speed up clearance — it is your insurance in a post-clearance audit 3–5 years later. Archiving the complete original set per shipment is something Homexim does for customers by default.