Invoices, packing lists and certificates of origin
Prepare consistent commercial documents and avoid mismatches between invoice, package list and shipment.
Proforma and commercial invoice
Keep an offer or proforma distinct from the commercial invoice used for the transaction. Confirm parties, currency, product description, quantities and agreed commercial terms. Do not use a changed draft as the final shipment record without agreement.
Packing list as a package map
Prepare package numbers, contents, count, gross and net weights and dimensions where relevant. The warehouse should be able to match each physical package to the list. Total package counts and weights should agree with the transport records or explain any legitimate difference.
Origin and additional certificates
Check the documents required for the specific goods, destination and customs procedure with the responsible party. A certificate of origin and a product-specific certificate answer different questions. Do not infer origin solely from the country where the truck begins its journey.
Three preventable mismatches
Look for spelling differences in party names, different quantities between invoice and packing list, and weights expressed in incompatible units. For example, 12 tonnes and 12 kilograms are not equivalent. Compare one final agreed version of each document before dispatch and keep revisions traceable.