Steplane › Guides › Shipment documents checklist
Updated 19 October 2026 · Written by Paul, founder of Steplane, a logistics process specialist with over 13 years in logistics, including at some of the biggest freight forwarders in the world.
In short: Every international shipment needs a commercial invoice, a packing list and a transport document: CMR for road, bill of lading for sea, air waybill for air. Customs adds an export declaration, an import declaration and, in the EU and UK, an EORI number. US ocean imports also need an ISF at least 24 hours before loading.
The transport document depends on the mode. The customs documents depend on the direction and the country. Delays often come from a document that was asked for too late or that does not match the others: different weights, descriptions or parties on the invoice, packing list and transport document.
Below: one table by mode and direction, then EU and UK specifics, US specifics, and who asks for what and when. General information, not customs advice: your customs broker or agent files the declarations.
"Yes" means usually needed. "If" means only in some cases (see the note). Check every lane with your customs broker or agent.
| Document | Road | Sea | Air | Export | Import | EU / UK | US | Prepared by |
|---|---|---|---|---|---|---|---|---|
| Commercial invoice | Yes | Yes | Yes | Yes | Yes | Yes | Yes | Seller / shipper |
| Packing list | Yes | Yes | Yes | Yes | Yes | Yes | Yes | Seller / shipper |
| CMR consignment note | Yes | — | — | Yes | Yes | Yes | — 1 | Sender and carrier |
| Bill of lading (B/L) or sea waybill | — | Yes | — | Yes | Yes | Yes | Yes | Ocean carrier or forwarder (house B/L) |
| Air waybill (AWB) | — | — | Yes | Yes | Yes | Yes | Yes | Airline (master) or forwarder (house) |
| EORI number | Yes | Yes | Yes | Yes | Yes | Yes | — | Trader registers once |
| Export declaration | Yes | Yes | Yes | Yes | — | Yes | EEI if 2 | Exporter or its customs agent |
| Transit declaration (T1 / T2) | If | — | — | If | If | Yes | — | Forwarder or customs agent |
| Entry summary / safety and security declaration | Yes | Yes | Yes | — | Yes | Yes | — | Carrier (or agent for it) |
| ISF (10+2) | — | Yes | — | — | Yes | — | Yes | Importer or its agent |
| CBP entry and entry summary (Form 7501) | Yes | Yes | Yes | — | Yes | — | Yes | Importer or licensed customs broker |
| Import declaration (EU / UK) | Yes | Yes | Yes | — | Yes | Yes | — | Importer or customs agent |
| Certificate or statement of origin | If | If | If | If | If | Yes | Yes | Exporter, chamber of commerce or importer 3 |
| Licences and product certificates | If | If | If | If | If | Yes | Yes | Exporter or importer, from the competent authority |
1 CMR applies to paid road carriage when loading and delivery are in two different countries and at least one is party to the CMR Convention (Art. 1); the US is not a party, so it is not used for US domestic or cross-border road freight. 2 US exports need Electronic Export Information in AES when required by the Foreign Trade Regulations, for example for licensed goods; low-value shipments are often exempt. 3 Non-preferential certificates are usually issued by chambers of commerce; preferential origin is usually a statement by the exporter or the importer's knowledge, depending on the trade agreement.
| Lane | Documents to have before the goods move |
|---|---|
| EU to EU by road | Invoice, CMR, packing list. No customs declarations for Union goods; VAT numbers on the invoice. |
| EU to UK by road | Invoice, packing list, CMR, EU export declaration (MRN), UK import declaration, safety and security declaration, EORI for both sides, origin statement to claim zero tariff. |
| Asia to EU by sea | Invoice, packing list, B/L, ENS by the carrier before loading or arrival, EU import declaration, EORI, any certificates for the goods. |
| Asia to US by sea | Invoice, packing list, B/L, ISF 24 hours before loading, CBP entry, entry summary 7501, customs bond. |
| EU to US by air | Invoice, packing list, AWB, EU export declaration, CBP entry and 7501. No ISF for air. |
| US to EU by sea | Invoice, packing list, B/L, EEI in AES where required, EU import declaration, ENS, EORI of the EU importer. |
| Item | EU | UK (Great Britain) |
|---|---|---|
| Trader ID | EORI number from a member state; needed to lodge customs declarations and the ENS | EORI starting with GB; Northern Ireland trade may need one starting with XI |
| Export | Export declaration at the customs office of export; the MRN follows the goods to the exit office. Exit confirmation is your proof for zero-rated VAT | Export declaration on the Customs Declaration Service |
| Advance safety data on import | ENS in ICS2, filed by the carrier (road since 2025). Since 1 June 2026, every consignment entering by any means of transport should have a valid ENS, filed directly or combined with the transit declaration | Safety and security declaration for imports from the EU since 31 January 2025; the carrier is responsible |
| Transit | T1 for non-Union goods, T2 for Union goods through common transit countries; lodged in NCTS, usually with a guarantee | Common transit applies between the UK and the EU; same T1 / T2 logic |
| Origin for lower duty | Statement on origin under the trade agreement. Under the EU–UK agreement, EU exporters need a REX number for consignments over €6,000 | Statement on origin, or importer's knowledge, under the EU–UK agreement |
| Record keeping | Customs documents kept for at least 3 years (Union Customs Code, Art. 51); national rules can be longer | Keep import and export records as set out by HMRC |
Road CMR: the consignment note is made out in three originals signed by the sender and the carrier: one for the sender, one travels with the goods, one for the carrier (CMR Convention, Art. 5).
| Item | Rule | Who |
|---|---|---|
| ISF (10+2) | Ocean imports only. Importer data due no later than 24 hours before the cargo is laden at the foreign port. The ISF bond sets liquidated damages of $5,000 per violation. | ISF importer or its agent |
| Entry (cargo release) | Filed within 15 calendar days of arrival (19 CFR 142.2) | Importer of record or licensed customs broker |
| Entry summary, CBP Form 7501 | Filed with estimated duties within 10 working days after entry (19 CFR 142.12) | Importer of record or licensed customs broker |
| Formal vs informal entry | Informal entry is possible for most shipments not over $2,500 in value (19 CFR 143.21); above that, formal entry with a bond | Customs broker decides with the importer |
| Export: EEI in AES | Required by the Foreign Trade Regulations, for example for all licensed shipments regardless of value; filed before export | US principal party in interest or its agent |
| Record keeping | Import records kept 5 years from the date of entry | Importer |
Road imports from Canada and Mexico also need an advance electronic manifest from the carrier. Ask your customs broker which filings apply to your lane.
| When | Forwarder or broker asks for | From | Why then |
|---|---|---|---|
| At booking | Shipper and consignee details, EORI or importer number, Incoterms, goods description, HS code, weight, value | Customer | Needed to quote, book and plan the customs work |
| Before pickup | Commercial invoice and packing list (final or pro forma) | Shipper | Export declaration and transport document are built from them |
| Before loading (sea, US import) | ISF data: seller, buyer, importer and consignee numbers, manufacturer, ship-to, country of origin, HS code | Importer and supplier | ISF is due 24 hours before lading |
| Before loading (air, EU import) | Minimum ENS data | Carrier, forwarder | Pre-loading safety data for air |
| Before departure | Export declaration and MRN, or EEI confirmation | Customs agent | Goods cannot leave without it |
| Before arrival | Import declaration data, certificates, origin statement, duty payment method | Importer | Clearance on arrival avoids storage and demurrage |
| After delivery | Signed CMR or POD, exit confirmation, entry summary copy | Carrier, customs | Proof for invoicing, VAT and audits |
For the controls that customs auditors look for in a forwarder's document handling, see AEO documentation for a small freight forwarder.
Process and rollout plan, document checklist by lane, customs agent or broker instructions, document request emails, and a document register (Excel) that shows what is missing and when to chase. The US version tracks the ISF deadline for ocean imports.
Get the documents and customs kit
€49 (about $55) per kit, one-time. EU and US versions. Any 3 kits €99, all 6 kits €199. 14-day money-back guarantee.
Usually a commercial invoice, a packing list, the transport document (CMR, bill of lading or air waybill) and the import declaration. In the EU and UK you also need an EORI number; in the US, the CBP entry and entry summary 7501, plus an ISF for ocean imports. Some goods need licences or certificates.
A bill of lading is the sea transport document and can be a document of title, so the original may be needed to release the cargo. An air waybill is a receipt and contract for air carriage and is not a document of title.
For paid road carriage between two countries where at least one is party to the CMR Convention, yes: CMR applies and a CMR consignment note is the standard. Purely domestic transport follows national rules.
The ISF importer or its authorized agent, no later than 24 hours before the cargo is loaded on the vessel at the foreign port. It applies to ocean imports into the US, not air or road.
Yes. The EU exporter needs an EU EORI number and the GB importer needs one starting with GB to lodge customs declarations.
A T1 moves non-Union goods under customs control, with duties suspended, from one customs office to another, for example from the port of arrival to an inland clearance office. It is lodged electronically in NCTS and usually needs a guarantee.
In the EU, at least 3 years under the Union Customs Code, longer where national law says so. In the US, import records are kept 5 years from the date of entry. Check your own tax rules too.
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