Steplane › Kits › Shipment documents and customs kit
Shipment document checklists and customs templates: the documents and customs kit
Complete documents, no goods held.
Updated 19 October 2026 · Steplane is built by Paul, a logistics process specialist with over 13 years in logistics, including at some of the biggest freight forwarders in the world.
The shipment documents and customs kit covers ten steps from booking to the final invoice: which documents each shipment needs, requesting them, checking them, instructing the customs agent or broker, release and invoicing the customs costs. It includes checklists by mode, request emails and a register. €49 (about $55).
Key facts
- 5 files: process and rollout plan, document checklist, customs agent or broker instructions, document request emails, document register (Excel).
- The register shows what is missing and when to chase, file or close each shipment.
- US version tracks the ISF deadline for ocean imports.
- General information, not customs advice; your broker or agent files the declaration.
EU and US versions. Download right away after payment. Or get any 3 kits for €99 (about $110) or all 6 for €199 (about $225).
What's inside
| # | File | What it does | EU version | US version |
|---|---|---|---|---|
| 1 | Process and rollout plan | Ten steps with owners and records, where time and money leak, and the five checks. | Same | Same |
| 2 | Document checklist | Export and import documents by mode: road, sea and air. | EORI, T1 transit, CMR, origin statements | ISF 10+2, EEI, BOL or air waybill, POA |
| 3 | Customs agent or broker instructions | One complete written instruction per shipment, with your company details only. | Customs agent | Customs broker |
| 4 | Document request emails | Five emails: request, reminder, mismatch, goods held, released. | Same | Same |
| 5 | Document register (Excel) | One row per shipment with document status, missing count and the next action. | Same | ISF due date |
Files in the EU download: 1 Process-and-rollout-plan.docx, 2 Document-checklist.docx, 3 Customs-agent-instructions.docx, 4 Document-request-emails.docx, 5 Document-register.xlsx. US download: 1 Process-and-rollout-plan.docx, 2 Document-checklist.docx, 3 Customs-broker-instructions.docx, 4 Document-request-emails.docx, 5 Document-register.xlsx. Word (.docx) and Excel (.xlsx), fully editable.
What the files look like
Previews of the European version. Every file is fully editable; replace everything in [brackets] with your own details.
The process it covers
Each step has one owner, a clear start and a record that proves it happened. This is the EU version; the US version uses US terms.
| # | Step | Owner | Starts when | Record kept |
|---|---|---|---|---|
| 1 | Books the shipment | Customer | Needs goods moved into or out of the EU | Booking with the Incoterm and who handles customs |
| 2 | Works out which documents are needed | Operations | Booking confirmed | Completed document checklist |
| 3 | Requests documents from the customer or shipper | Operations | Checklist completed | Request email sent, due date in the register |
| 4 | Checks the documents | Operations | Documents received | Register status "Checked": values, weights, commodity codes, parties, origin and EORI numbers match |
| 5 | Instructs the customs agent | Operations | Documents complete and checked | Instruction letter sent; written authorisation to act for the customer on file |
| 6 | Lodges the customs declaration (and transit if needed) | Customs agent (or your customs team) | Instruction received | Declaration accepted with MRN; T1 transit document if goods travel under transit |
| 7 | Moves the goods with the right transport document | Operations or carrier | Goods released / ready | Signed CMR, bill of lading or air waybill |
| 8 | Confirms exit or release | Customs agent | Goods leave or arrive | Exit confirmation for exports, release note for imports |
| 9 | Delivers and files the document set | Operations | Proof of delivery received | Full document set saved in the job file |
| 10 | Invoices customs charges and disbursements | Billing | Proof of delivery and agent invoice received | Invoice with duties, VAT paid on the customer's behalf, fees and storage passed on |
Who it is for
Freight forwarders that move goods across EU or US borders and work with customs agents or licensed customs brokers.
Small and medium freight forwarding, transport, courier and warehouse companies in Europe and the US. It works whether your processes are written down today or not.
Free templates and related guides
Questions
What documents are needed for customs clearance?
Usually a commercial invoice, a packing list and the transport document, plus the importer or exporter identification (EORI in the EU) and any licences or origin proofs. The checklist lists them by mode and direction.
Does the kit file customs declarations?
No. Your customs agent or licensed broker files them. The kit makes sure they get complete, correct documents on time.
Is this customs advice?
No. It is general information and templates. Rules for specific goods and countries change; check with your broker or agent.
Who in my company can use the files?
Everyone in your own company: all staff and all branches, as often as you like. You can share the filled-in documents with customers, carriers and auditors. You cannot resell or give away the templates themselves.
Which programs do I need?
Microsoft Word and Excel. The files are standard .docx and .xlsx, so they also open in other common office programs.
When do I get the kit?
Straight after payment: a download link on screen and by email. The link works for 30 days; if it expires, write to hello@getsteplane.com with your order number and we send a new one.
Can I get an invoice with my company and VAT number?
Yes. Write to hello@getsteplane.com with your order number, company details and VAT number and we send the invoice.
What if the kit is not useful to us?
Email hello@getsteplane.com within 14 days of purchase and we refund the full price. You do not have to give a reason. See the terms.
Related
Not sure which process to start with?
The free check maps your quote-to-invoice process in about 10 minutes and shows where money leaks. No sign-up.
Start the free check