Key Takeaways for Shippers:
- Core documents for all shipments: invoice, packing List, bill of lading (BOL)
- Additional paperwork may include CO, SLI, AES authorization, SDS, and service contracts
- Shippers provide invoices, packing lists, COs, SLIs, SDS, and instructions
- Carriers issue BOLs, file AES with authorization, and manage service contracts
If you’ve ever managed an international shipment, you know that the logistics are only half the battle — the paperwork can be just as complex, if not more so.
From navigating customs regulations to meeting mode-specific requirements, the success of your freight often hinges on having the right documents in the right hands at the right time.
But with evolving global trade standards, shifting regulatory environments and countless acronyms flying around (BOL, SLI, AES — just to name a few), it’s easy to feel overwhelmed.
At Anderson Trucking Service (ATS), we’ve been helping shippers move freight across borders for decades, so we know exactly which documents you need to get your shipment out the door seamlessly.
In this guide, we’ll walk you through every critical piece of paperwork you’ll need in 2025, from the universally required invoice and packing list to more specialized documents.
You’ll walk away ready to ship confidently, avoid costly delays, and keep your freight moving across borders without a hitch. Let’s get started!
Documents Required for All International Shipments in 2025
While every shipment is different, no international cargo can move without the following documents:
Invoice
- Provided By: Shipper
- Required: Pre-Shipment
In the transportation industry, an invoice is a preliminary bill of sale sent by a carrier to a shipper before the shipment or delivery of goods.
An invoice serves as a commitment to ship those goods at a specified date and time for an agreed-upon price, and contains key information about the goods, their value, quantity, etc.
There are two types of invoices you’ll encounter in international shipping: The “commercial invoice” and the “pro forma” invoice.
A commercial invoice is required for customs clearance and payment processing after goods have been delivered. A pro forma invoice equates to an estimate or preliminary quotation and doesn’t carry much legal weight in the U.S.
However, cargo may require a pro forma invoice to clear customs in Europe and South America.
In those cases, the invoice must clearly state the following information to clear the Automated Export System (AES) and customs:
- The seller’s information
- The buyer’s information
- Cargo dimensions, including weight
- Declared value of the cargo
- Cargo description, including the appropriate Harmonized System (HS) and Harmonized Tariff Schedule (HTS) codes
HS and HTS Codes
HS and HTS codes are two different but related identification numbers for goods moving internationally.
- HS Code: A 6-digit international classification system used for identifying goods in international trade. It is a universally recognized system administered by the World Customs Organization.
- HTS Code: A 10-digit system used by the U.S. to classify imported goods and determine applicable tariffs. HTS codes are administered by the U.S. International Trade Commission.
The first six digits of an HTS code match the HS code, but the additional digits provide country-specific classification and tariff information.
Notably, only licensed customs brokers can advise shippers on the correct HS and HTS code(s) for their cargo.
If you need assistance identifying the correct codes for your cargo, be sure your transportation provider is either a licensed customs broker or can refer you to an experienced third-party broker.
Packing List
- Provided By: Shipper
- Required: Pre-Shipment
A packing list is exactly what it sounds like: A detailed list of everything within a given shipment. Consider it a leveled-up version of a packing slip for a domestic shipment. Your packing list should include:
- Description of goods, including:
- Value
- Quantity
- Dimensions
- Weight
- Cargo destination
- Packaging details
- Any additional shipping instructions
Note that when shipping containerized goods, each container must have an individual packing list. Each list should state the container number, seal number, and what is loaded within each container.
Accurate packing lists are important to your shipments’ success, as carriers often use packing lists to create bills of lading. They’re also used by customs officials to identify items that require examination.
Bill of Lading (BOL)
- Provided By: Freight Carrier
- Required: Pre-Shipment
A bill of lading (BOL) serves as a receipt for freight transportation services rendered by a freight forwarder or carrier for a shipper.
It outlines shipper and consignee details, cargo details, the mode of transportation used, and the route of a shipment along with any other specific instructions or details.
BOLs are created and provided by the transportation provider servicing the load; they are not the shipper’s responsibility.
In international shipping, the type of BOL your shipment will require depends on the mode(s) of transportation that will be used. Your shipment will always require at least one BOL before it can move.
BOLs are categorized by mode:
- Air waybill (AWB), also called a consignment note
- Multimodal bill of lading, also called a combined BOL
- Ocean bill of lading (OBOL)
- Overland bill of lading
Additional International Shipping Documents
The following documents may be required for certain types of international shipments. Some, like service contracts, may be mandated by international trade regulations; others may be necessary to navigate specific systems.
- Certificate of Origin (CO)
- Letter of Authorization (AES Filing)
- Operational Instructions
- Safety Data Sheet (SDS)
- Service Contract
- Shipper’s Letter of Instructions (SLI)
If you’re uncertain which of these documents and filings your shipment will require to move successfully, talk with your carrier or freight forwarder.
They will be able to advise on what, if any, of the documents listed are necessary, as well as whether providing those documents is your responsibility or theirs.
Certificate of Origin (CO)
- Provided By: Shipper
- Required: For Customs Clearance
A certificate of origin (CO) is a document that certifies the goods in a shipment are wholly obtained, produced, manufactured, or processed in a particular country and meet all necessary trade agreement requirements.
A CO is typically only required when shipping to certain regions or countries. For example, the United States-Mexico-Canada Agreement (USMCA) requires it, as do many Middle Eastern countries.
Letter of Authorization (AES Filing)
- Filed By: Freight Carrier
- Required: Pre-Shipment (U.S. Exports)
If you are exporting goods valued above $2,500 per item, an Automated Export System (AES) filing is required. Freight forwarders usually handle AES filing on the shipper’s behalf, but doing so requires a letter of authorization from the shipper.
The letter, which must include the shipper’s tax identification number, gives the freight forwarder permission to act as the shipper’s exporting agent and use the shipper’s information in its AES filing.
Operational Instructions
- Provided By: Shipper
- Required: Pre-Shipment
Operational instructions document how your cargo should be handled throughout its journey. As a shipper, it’s your responsibility to clearly communicate with your transportation providers about any handling specifications, including:
- How it can be loaded/unloaded (and by what type of equipment)
- How it should be secured
- What type of protective measures are necessary (Tarps, crates, etc.)
- How it should be stored
All exports should have identification numbers and/or codes written or printed legibly on the exterior of each unit. Larger items should have proper lift/lash points and a clearly marked center of gravity.
Safety Data Sheet (SDS)
- Provided By: Shipper
- Required: Pre-Shipment
A Safety Data Sheet (SDS), sometimes referred to as a Material Safety Data Sheet (MSDS), is a document that is required for all shipments containing hazardous goods. An SDS serves to document information regarding the safe handling, storage, use, and disposal of potentially dangerous materials.
If your shipment contains hazardous materials (hazmat), you’ll need to prepare an SDS. If your shipment is traveling via ocean vessel, you will also need to follow the International Maritime Organization (IMO) Dangerous Goods Regulations Code, which requires:
- A consignor declaration that the dangerous goods are identified, classified, marked, packaged, placarded, and labeled correctly.
- A declaration from the party responsible for packing the shipping container verifying the information declared is correct.
It’s important to note that the regulations for transporting hazmat goods via ocean aren’t always the same as domestic overland requirements. Goods that can be transported over land may not be permitted to travel through international waters, for example.
Talk with your provider to get a comprehensive understanding of what will be required for your specific commodity and mode of transportation.
Service Contract
- Provided By: Freight Carrier
- Required: Pre-Shipment
A service contract is an agreement between a shipper and carrier that outlines the terms of the relationship, including details like minimum cargo quantity commitments, rate schedules or fixed rates, and defined service levels such as guaranteed transit times or assured vessel space.
While not universally mandated for all international shipments, it is common practice within the shipping industry for carriers to require a signed service contract, or “booking note,” before any cargo moves.
Service contracts are especially relevant in instances of ocean transit, as they must be filed with the Federal Maritime Commission (FMC) to ensure compliance with international trade regulations, specifically the Shipping Act of 1984.
Shipper’s Letter of Instructions (SLI)
- Provided By: Shipper
- Required: Pre-Shipment (U.S. Exports)
Required for all U.S. exports, a Shipper’s Letter of Instruction (SLI) communicates the exporter’s instructions and expectations for a shipment.
Sometimes called the “bill of lading instructions,” an SLI aims to reduce the likelihood of misunderstandings between the exporter and their freight forwarder.
An SLI includes key information about the shipment to ensure it is moved correctly, including:
- Exporter’s name and address
- Consignee’s name and address
- Cargo origin, if different from exporter’s address
- Cargo destination, if different from consignee’s address
- Mode of transport
- Cargo description, including:
- Dimensions
- Weight(s)
- Total pieces
- Cargo insurance, if any
- Any special instructions
In some countries, an SLI is considered to grant limited power of attorney to the freight forwarder to act on the exporter’s behalf. This means it’s especially important for shippers to thoroughly vet any freight forwarders that will be handling their freight internationally.
Set Your Shipment Up for Success
In the fast-paced, regulation-heavy world of international shipping, documentation is the backbone of your shipment’s success.
From invoices and packing lists to mode-specific bills of lading and regulatory filings, each piece plays a critical role in keeping your freight compliant, on schedule, and moving.
While some paperwork is handled by your transportation provider, others are your responsibility as the shipper. When in doubt, ask your provider. An experienced freight forwarder will be able to answer your documentation questions and help you understand what you’ll need to provide.
Speaking of experienced providers: New to importing or exporting freight, or looking for expert tips on optimizing your international supply chain? Check out our latest downloadable, Your End-to-End Import/Export Freight Checklist (That Most Providers FAIL).
This free checklist will help you identify, vet, and choose the best possible provider for your import/export freight, so you can enjoy more efficient, cost-effective, and stress-free shipments. Download it and use it to audit your existing freight network or vet potential new providers!
