Importing is mostly smooth once you understand the documents involved. Requirements vary by product and destination, but the core set is fairly consistent. A reliable exporter prepares most of these for you — your job is to confirm what your customs authority requires before the goods ship.
Core commercial documents
- Proforma Invoice: The exporter's offer — products, quantities, prices, terms. You approve this to confirm the order.
- Commercial Invoice: The final bill of sale used for customs valuation.
- Packing List: Carton/bag counts, weights and dimensions — essential for customs and logistics.
- Purchase Order / Sales Contract: Your agreed terms in writing.
Shipping documents
- Bill of Lading (B/L) or Air Waybill (AWB): The carrier's receipt and title document for the cargo.
- Certificate of Origin (COO): States where goods were produced; may reduce duty under trade agreements.
- Insurance Certificate: Required on CIF terms; proves cargo cover.
Product-specific certificates
This is where shipments most often get held up — confirm the exact certificates your market demands before loading.
- Phytosanitary Certificate: For agricultural goods (peanuts, onion, garlic, moringa) — confirms they're pest/disease-free.
- Certificate of Analysis (COA): For food/powders — lab results such as moisture, microbiology, and aflatoxin for peanuts.
- Fumigation / ISPM-15: For wooden packaging and furniture.
- Health / Free Sale Certificate: Some markets require these for food products.
- Organic Certificate: If you're buying certified organic (e.g. moringa).
Understanding Incoterms
Incoterms define who pays for and risks what, and where responsibility passes from seller to buyer:
- EXW (Ex Works): You take over at the supplier's premises.
- FOB (Free On Board): Seller delivers onto the vessel; you cover sea freight onward.
- CIF (Cost, Insurance & Freight): Seller covers freight and insurance to your destination port.
Pick the term that matches how much of the logistics you want to manage yourself.
Pre-shipment checklist
- Approve proforma invoice & agree Incoterms
- Confirm required product certificates with your customs broker
- Check HS code & duty for your country
- Verify consignee details exactly as needed on the B/L
- Arrange insurance if not on CIF
A tip that saves weeks
Talk to a customs broker in your own country before your first order. They'll tell you the exact documents, certificates and HS codes your port expects — so your exporter can prepare them right the first time.
Overseas handles the paperwork
At Overseas we prepare the full export document set — invoice, packing list, certificate of origin, phytosanitary, COA and more — so your goods clear smoothly. Tell us your destination and product and we'll confirm exactly what's needed.