Navigating Global Customs: Get Your Importer Documentation Right the First Time

Proper importer documentation is the foundation of successful international shipping. Incorrect or incomplete paperwork can lead to customs delays, additional fees, and even cargo refusal. This guide outlines critical documentation requirements for major markets including China, helping you navigate complex customs regulations with confidence.

Country-Specific Documentation Requirements

🇩🇪 Germany

• Bill of Lading: Must show the importer of record

• Commercial Invoice: Must include importer details and EORI number

• Special Requirement: Commercial invoices and packing lists require importer stamp/seal – scanned copies must be provided to customs broker

• Delivery Address: Actual consignee should be specified in the delivery address field

🇬🇧 United Kingdom

• Flexible BL Options: Bill of Lading can show either importer or direct consignee (Amazon/general receivers)

• EORI Clearance: Must specify which EORI number will be used for clearance

• VAT Compliance: European tax authorities are strictly monitoring VAT compliance

• Critical Note: Use your own VAT number whenever possible. Using third-party VAT numbers transfers compliance responsibility to you

🇺🇸 United States

• Commercial Invoice: Must show importer of record AND consignee (delivery address)

• BL Consistency: Bill of Lading parties must match commercial invoice

• ISF Filing: Requires importer tax number (consignee tax number optional)

• Importer Options:

  • Client’s own importer (requires tax certificate and Power of Attorney)

  • Our importer services available

  • Single bond option for clients with US companies but no annual bond

🇯🇵 Japan

• Importer Requirement: Mandatory importer of record on both BL and commercial invoice

• Value Declaration: Must specify C&F value in amount field

• Third-Party Importers: Available through our partners at additional cost

• Document Accuracy: Ensure complete and correct importer information

🇨🇦 Canada

• Advanced Notification: Provide complete shipment details including packaging type (cartons/pallets) and pallet dimensions (standard: 1×1.2×1.7m)

• Commercial Invoice: Consolidate duplicate product descriptions to avoid $50+ additional documentation fees

• Amazon Deliveries: Provide complete delivery information (address & ID)

• Importer Flexibility: BL can show Amazon directly, but commercial invoice requires importer and tax number

🇨🇳 China

• Importer Requirements: Strict importer of record regulations enforced

• Customs Clearance: Proper business licenses and import permits required

• Documentation: Commercial invoices must align with Chinese customs requirements

• Special Considerations: Certain product categories require additional certifications and inspections

Critical Documentation Best Practices

1. Always Verify Importer Information

• Confirm importer tax numbers and business registration validity

• Ensure consistency across all documents (BL, invoice, packing list)

2. Understand VAT/Tax Implications

• Use your own VAT numbers when possible to maintain compliance control

• Be aware of third-party VAT usage responsibilities and liabilities

3. Prepare for Amazon Deliveries

• Use complete and correct Amazon entity names:
  Example: AMAZON CANADA FULFILLMENT SERVICES INC

• Provide exact Amazon facility addresses and required identifiers

4. Manage Packaging Documentation

• Non-palletized shipments: Provide pallet labels to broker

• Palletized shipments: Ensure proper labeling before shipment

• Communicate packaging details in advance notifications

Common Pitfalls to Avoid

• Inconsistent Information: Parties listed on BL, invoice, and other documents must match

• Missing EORI/VAT Numbers: Essential for European shipments

• Incomplete Amazon Information: Leads to delivery refusals

• Duplicate Product Descriptions: Incurs unnecessary documentation fees

• Third-Party VAT Risks: Understand liability when using external VAT numbers

Streamline Your Global Shipping Documentation

Why risk delays and additional costs due to documentation errors? Our expertise in global import regulations ensures your paperwork is accurate and compliant across all major markets.

>> Get Your Free Documentation Checklist for International Shipments!

Let our experts review your importer documentation requirements and provide customized guidance for your specific trade lanes and products. Ensure smooth customs clearance every time.