Export Documentation: What You Need and When
A checklist of the key documents required for international shipments — commercial invoices, packing lists, certificates of origin, and more.
Why Documentation Matters#
Incorrect or missing export documentation is one of the most common causes of:
- Shipments held at customs
- Additional customs examinations (cost and delay)
- Duty overcharges (mis-classified goods)
- Shipments returned to sender at your cost
The exact documents required vary by destination country, product type, and value — but the core set below applies to most international commercial shipments from the UK.
Commercial Invoice#
Required for: all commercial exports.
A commercial invoice serves as the basis for customs assessment. It must include:
- Seller and buyer name and address
- Invoice date and number
- Description of goods (specific, not vague — 'women's cotton dresses' not 'clothing')
- HS code for each line item
- Quantity and unit of measure
- Unit price and total value (in the transaction currency)
- Country of origin
- Incoterm and named place
- Any applicable trade agreement preference claim (e.g. UK-EU TCA)
Undervaluing on a commercial invoice to reduce duty is illegal in all countries and can result in seizure of goods and significant fines.
Packing List#
Required for: multi-item shipments or any shipment where customs inspection is likely.
A packing list supports the commercial invoice by detailing:
- Contents of each box/package
- Package dimensions and gross/net weights
- Total number of packages
- Handling marks and special instructions
Customs officers use the packing list to verify that the physical shipment matches the commercial invoice. A mismatch can trigger a full examination.
Certificate of Origin#
Required for: claiming preferential duty rates under trade agreements.
A Certificate of Origin (CO) declares where your product was made and is used to claim preferential tariff rates under trade agreements (e.g. 0% duty under the UK-EU TCA).
For UK-EU trade: you can self-certify origin on the commercial invoice (for shipments up to £5,600) or use a UK REX-registered exporter statement for larger shipments. You do not need a separate CO document.
For other markets: a CO issued by the British Chambers of Commerce (or your local chamber) is often required.
Rules of origin determine whether your goods qualify for preferential rates — broadly, significant manufacturing or processing must occur in the UK. If your products contain significant imported components, you may not qualify.
Other Documents by Scenario#
Food and agricultural products: phytosanitary certificate, health certificate, or export health certificate — required by most destination countries. Issued by the Animal and Plant Health Agency (APHA).
CITES-listed species: CITES permit required for any product containing protected animal or plant materials (leather, exotic wood, certain botanicals).
Dual-use goods: export licence required from the Export Control Joint Unit (ECJU) at gov.uk if your product could have military applications.
Products with CE/UKCA marking: the Declaration of Conformity may need to accompany the shipment or be available on request.
Freight forwarders can advise on specific documentation requirements for your product and destination market — this is part of their core service.
Frequently Asked Questions
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