Shipping products, whether across the country or across borders, requires a solid understanding of the paperwork involved. Proper documentation ensures smooth customs clearance, faster delivery, and fewer delays. Whether you’re a new eCommerce seller or a seasoned logistics pro, knowing what paperwork you need is essential. In this blog, we’ll break down the key documents required for both domestic and International Shipping, so you’re always prepared.
Why Documentation Matters in Shipping?
Shipping isn’t just about moving packages from point A to point B. It’s about legal compliance, accurate delivery, and efficiency. Incorrect or missing documentation can lead to delays, fines, or even loss of goods. Especially with International Shipping, where goods must pass through customs in multiple countries, the right paperwork becomes even more critical.
Essential Documents for Domestic Shipping in India :
Domestic shipping is simpler compared to International Shipping, but it still requires proper paperwork. Here’s what you’ll typically need:
1. Shipping Label
This is the most basic but essential document. It includes information like the sender’s and receiver’s addresses, PIN codes, contact details, and tracking barcode. Without it, no courier company will accept the parcel.
2. Invoice or Bill of Supply
For commercial shipments, an invoice or bill of supply is mandatory. It includes:
- Product details
- Quantity
- Price
- GST number (if applicable)
- Seller’s and buyer’s information
This document helps in identifying the value of goods for both taxation and tracking purposes.
3. Waybill
A waybill is a document issued by the courier company that serves as a receipt of goods. It includes the tracking number and shipping information, ensuring the parcel’s journey is documented at every step.
4. Delivery Challan
Sometimes used instead of a tax invoice, especially for transporting goods that are not for sale (e.g., samples or returns). It includes similar details as an invoice but does not mention the price.
Must-Have Documents for International Shipping :
International Shipping comes with a more complex set of requirements due to customs clearance, cross-border regulations, and taxation laws. Here are the key documents you must include for any International Shipping process:
1. Commercial Invoice
The commercial invoice is one of the most critical documents in International Shipping. It is used for customs declaration and contains:
- Buyer and seller details
- Item description
- HS code (Harmonized System)
- Quantity and value
- Country of origin
- Terms of sale (Incoterms)
Customs officers use this invoice to determine import duties and taxes.
2. Packing List
Although similar to the invoice, the packing list provides details about the packaging:
- Number of boxes
- Weight and dimensions
- Contents of each box
This helps customs officials and couriers verify the shipment contents.
3. Shipping Label
Just like in domestic shipping, the label includes the recipient’s and sender’s addresses and contact information. It also has a barcode for tracking, which is crucial for international courier companies.
4. Certificate of Origin
This document certifies the country in which the goods were manufactured. Some countries require this certificate for duty exemption under Free Trade Agreements (FTAs). It must be authorized by a chamber of commerce or other certifying body.
5. Customs Declaration Forms
Customs forms differ based on the destination country. For example:
- CN22 or CN23 forms for postal shipments
- BILL OF ENTRY for shipments entering India
These forms declare the shipment details to help customs officers decide if duties or inspections are necessary.
6. Import/Export License (if applicable)
Some products like electronics, chemicals, or pharmaceuticals require special licenses. Make sure your business complies with the export regulations of the origin country and import rules of the destination.
7. Insurance Certificate
If your shipment is insured, an insurance certificate is essential. It covers damages or losses that may occur during International Shipping, and customs may ask for it in certain situations.
Additional Tips for Smooth International Shipping :
- Double-check destination country rules: Each country has different import restrictions and document requirements. Always confirm the latest regulations.
- Work with a reliable shipping partner: Logistics companies like ZipyPost offer expert assistance with documentation, ensuring your International Shipping is seamless.
- Digitize and back up all documents: Always have digital copies of your paperwork in case customs or couriers ask for verification.
Final Thoughts :
Whether you’re sending packages across states or across continents, accurate documentation is non-negotiable. While domestic shipments are relatively straightforward, International Shipping involves multiple checkpoints and compliance standards. From commercial invoices to customs declarations, each document plays a key role in getting your shipment delivered without delays or penalties.
At ZipyPost, we specialize in hassle-free domestic and International Shipping solutions for eCommerce sellers. Our expert support ensures that your documents are in order, your deliveries are on time, and your customers are always satisfied.
Need help navigating International Shipping documents? Contact ZipyPost today and ship with confidence.
