Required Documents for International Shipping: Customs Documents FAQ

The required documents for international shipping are the most crucial factors in determining whether your shipment reaches the recipient without waiting at customs. This article answers questions asked by everyone, from individual sellers shipping abroad for the first time to e-commerce businesses regularly exporting. Topics such as invoices, customs declarations, CN22/CN23 forms, and certificates of origin are addressed individually.

Short answer: Required documents for shipping cargo abroad include a commercial invoice, customs declaration, and packing list; some countries also require a certificate of origin or a CN22/CN23 form. While the invoice shows the value and content of the product, the declaration officially reports this information to the customs authority. If documents are missing or inconsistent with the invoice, the shipment will be held at customs or returned. Platforms like Navlungo allow these documents to be uploaded digitally and managed alongside the shipment.

• The commercial invoice is the primary basis of the customs declaration and shows the product value.

• No shipment can be transported across borders without a customs declaration.

• CN22 and CN23 forms are used for shipments made via post, not courier.

• A certificate of origin is mandatory only in some countries and trade agreements.

• Missing or inconsistent documentation leads to delays or return of the shipment at customs.

Table of Contents

1. What are the essential documents

- Which documents are mandatory for shipping cargo abroad?

- Why is a commercial invoice required?

- What is a customs declaration?

2. Customs documents and procedures

- How is a customs declaration filled out?

- What are CN22 and CN23 forms, and when are they used?

- Is a certificate of origin required?

3. Documents by product and shipment type

- What additional documents are required for commercial shipments?

- Are documents different for sample or gift shipments?

- How is customs duty calculated for shipments to the USA?

4. Practical questions in the shipping process

- What happens if documents are missing or incorrect?

- Should documents be prepared digitally or physically?

- Do documents differ for shipping companies like DHL and FedEx?

5. Document management with Navlungo

- How to upload documents when shipping via Navlungo?

- In which countries does Navlungo offer customs support?

What are the essential documents

Which documents are mandatory for shipping cargo abroad?

When shipping cargo abroad, at least three documents are always required: a commercial invoice (the document showing the product's value and content), a customs declaration, and a packing list. Some countries may additionally request a certificate of origin or product certificates. Missing documents cause the shipment to be held at customs or even returned. Checking the customs rules of the destination country before shipping prevents delays.

Why is a commercial invoice required?

A commercial invoice is the primary document showing the value, type, quantity, and currency of the shipped product. The customs authority calculates taxes and duties based on this invoice. The invoice must fully include buyer and seller details, product description, unit price, and total amount. If the invoice amount is shown lower than the actual sales price, the shipment may be subject to customs inspection.

What is a customs declaration?

A customs declaration is a document that officially declares the content, value, and purpose of the shipment (such as sales, gift, sample). No shipment can be transported across borders without this document. The cargo company or the sender uploads the declaration to the system, either electronically or in print, along with the shipment. Declaration details must exactly match the invoice; otherwise, inconsistencies will cause delays at customs.

Customs documents and procedures

How is a customs declaration filled out?

When filling out a customs declaration, the following steps are followed:

1. Enter sender and recipient information completely.

2. Write the product name, HS code, and quantity.

3. State the total value of the shipment to match the invoice exactly.

4. Select the purpose of the shipment (sale, sample, gift).

5. Sign the declaration and hand it over with the shipment.

Missing information in any of these steps results in a request for additional inspection at customs.

What are CN22 and CN23 forms, and when are they used?

CN22 and CN23 are customs declaration forms used for international packages sent via mail. CN22 is used for low-value and lightweight shipments, while CN23 is preferred for higher-value or heavy packages. Since courier companies usually use their own electronic declaration systems, they do not need these forms; CN22 and CN23 are mostly seen in shipments made through postal administrations.

Is a certificate of origin required?

A certificate of origin is a document proving the country where the product was manufactured, and it is not required for every shipment, but rather in cases requested by the destination country or trade agreement. Some countries apply customs duty discounts thanks to this document. The document is approved by chambers of commerce and attached to the shipment along with the invoice. Requesting it when not required can delay the shipment, so it is necessary to check the destination country's customs rules beforehand.

Documents by product and shipment type

What additional documents are required for commercial shipments?

For shipments made for commercial purposes, a packing list, certificate of origin, and in some cases, an export license may be required in addition to the invoice and declaration. As shipment volume increases for e-commerce sellers, preparing these documents in a standard template speeds up transactions. Navlungo's e-export logistics solution allows these documents to be managed along with the shipping process. In case of missing documents, the shipment stops at customs and additional costs may arise.

Are documents different for sample or gift shipments?

An invoice and declaration are also required for sample and gift shipments, but the value is usually shown lower and it is stated that the shipment is non-commercial. Some countries do not apply customs duty to packages below a certain value in gift shipments. Still, the actual value must be correctly written on the invoice because false declaration poses a penalty risk at customs.

How is customs duty calculated for shipments to the USA?

For shipments to the USA, customs duty varies depending on the product's value, HS code, and shipping purpose. Navlungo's Calculate US Customs Duty tool instantly shows the estimated tax amount by entering the invoice amount and product information. This calculation is a practical control point for sellers wishing to do pre-shipment cost planning. For detailed shipping options, the Shipping to America page also offers price comparisons.

Practical questions in the shipping process

What happens if documents are missing or incorrect?

Missing or incorrect documents lead to shipments being held at customs, requests for additional documentation, or return of the shipment. In some cases, the customs authority may apply penalties or destroy the shipment. To reduce this risk, invoice, declaration, and certificate details (if any) must be consistent with each other. Double-checking documents before shipping mostly prevents delays.

Should documents be prepared digitally or physically?

Most shipping companies now accept digital uploads of documents, but adding a physical copy on top of the package is also recommended. Platforms like Navlungo offer the opportunity to upload the invoice and declaration to the system and complete the shipment. The physical copy allows the customs officer to access information without opening the package, speeding up the process. Preparing two copies provides additional security against potential loss or illegibility.

Do documents differ for shipping companies like DHL and FedEx?

Essential documents are the same for every shipping company. However, electronic declaration systems and additional form requests vary from company to company. Courier companies like DHL International Shipping and FedEx International Shipping use their own digital customs systems and generally do not need CN22 or CN23 forms. Checking the selected company's document template before shipping speeds up the process.

Document management with Navlungo

How to upload documents when shipping via Navlungo?

After creating a shipment in the Navlungo panel, the invoice and required customs documents are uploaded digitally to the system. Once documents are uploaded, online payment is made, and the shipment is scheduled for door pickup. This step is completed together with the chosen shipping company after comparing offers from hundreds of logistics providers. The process allows e-commerce sellers to reduce manual document tracking per shipment.

In which countries does Navlungo offer customs support?

Navlungo offers quotes and document support for shipping to over 130 countries. Country-specific pages like Shipping to Germany, Shipping to America, and Shipping to United Arab Emirates feature information aligned with those countries' customs expectations. Sellers can integrate their stores into the panel, get quotes as soon as an order arrives, and prepare documents on the same screen. The process can be started in just a few minutes from the Get quote now page.