An import-export shipment cannot clear customs without a valid document set. This is one of the most common reasons goods incur container detention, DEM/DET charges, and delayed delivery.
According to statistics from the General Department of Customs, about 15% of import-export declarations are required to submit additional documents, most of which are due to businesses missing or having incorrect documents. This article will help you clearly understand the document set needed for your first import-export shipment.
Combined with the customs clearance process to fully understand the entire process.
What do import-export documents include?
Includes: Commercial Contract, Commercial Invoice, Packing List, Bill of Lading, C/O, Cargo List, Customs Declaration.
How many types of Sea BL are there?
2 main types: MBL (Master Bill of Lading) issued by the shipping line and HBL (House Bill of Lading) issued by the forwarder.
What is C/O and why is it needed?
C/O is a certificate of origin for goods. It is needed to enjoy tax incentives under FTAs and meet customs requirements.
How long does it take to prepare documents?
Contract, Invoice, Packing List: 1-2 days. Bill of Lading: 3-5 days after the goods are loaded on board. C/O: 1-3 days. Total 5-7 working days.
Difference between original BL and electronic BL (e-BL)?
An original B/L is a paper document; the original must be presented to collect the goods. An electronic B/L is digital, faster, and eliminates the risk of loss.
An import-export document set usually includes 8-12 types of documents. VTM Logistics checks documents free of charge for customers before customs submission — helping detect errors early, avoid late-filing penalties, and save DEM/DET costs.
It is the most important document and is issued by the seller. The Invoice shows the value of the goods, Incoterms terms, buyer/seller information, cargo description, quantity, and unit price. The Invoice is the basis for calculating import-export taxes and checking customs value.
Note: Information on the invoice must match exactly with other documents (Packing List, Bill of Lading). Minor discrepancies in the goods description or HS code can lead to customs clearance delays.
Details on how the goods are packed: number of packages, net weight (N.W), gross weight (G.W), and dimensions of each package. The Packing List helps customs and the carrier confirm that the goods are packed to specification and supports physical inspection when needed.
It is the most important transport document in international trade. A B/L has three main functions: (1) A receipt confirming the goods have been loaded on board, (2) Evidence of the contract of carriage, (3) Document of title to the goods — whoever holds the original B/L has the right to take delivery of the goods.
There are two main types of B/L: MBL (Master Bill of Lading — issued by the shipping line) and HBL (House Bill of Lading — issued by the forwarder).
C/O confirms the country of origin of the goods, helping businesses benefit from tariff preferences under Free Trade Agreements (FTAs). Common C/O forms: Form B (general preferences), Form D (ASEAN), Form E (China), Form AK (South Korea), Form CPTPP.
Certificate of Quality or cargo inspection, often required for specific items such as steel, food, chemicals, and electrical equipment. CQ is issued by independent inspection organizations (SGS, Bureau Veritas, Intertek) or specialized agencies.
The customs declaration is a mandatory document for every import-export shipment. Businesses can declare themselves via the VNACCS system or entrust it to a customs declaration service provider. When declaring, prepare:
An invalid document set is the number one cause of customs clearance delays for shipments. Each document type has its own requirements regarding content, seals, and signatures. VTM Logistics checks and completes the document set for customers.
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