How to Prepare Basic Trade Documents?

In export agency services,Basic trade document systemIt includes four core elements:

• Export contract (INCOTERMS clauses must be specified)
• Commercial invoice (HS CODE and transaction method must be indicated)
• Packing list (accurate to packaging size, gross weight and net weight)
• Customs declaration form (A new version will be fully adopted starting from March 1, 2025)Customs declarationsystems)

Why is the Certificate of Origin Crucial?

According to WTO statistics, in 2025, globally63% of importing countriesrequire the provision of a certificate of origin. Take the RCEP member states as an example:

• General certificate of origin (CO) is applicable to basic tariff preferences
• Generalized System of Preferences certificate of origin (FORM A) is valid for 43 developing countries
• Regional certificate of origin (such as RCEP certificate) enjoys a higher tax reduction rate

What Certification Documents are Required for Special Commodities?

For specific categories, additional preparations are required:

• Food category: Hygiene certificate/Certificate of Free Sale
• Chemical products: MSDS safety data sheet + Dangerous Goods Transport Appraisal
• Medical devices: Copies of CE/FDA certification
• Textiles: Composition test report + Quota license

What should be paid special attention to regarding transportation documents?

During the international transportation process, key verification is required:

• Marine bill of lading (Pay attention to the difference between straight bill of lading and order bill of lading)
• Air waybill (AWB must be consistent with the declared value)
• Insurance certificate (It is recommended to cover 110% of the cargo value)
• Multimodal transport document (New electronic seal requirements were added in 2025)

What are the special requirements of different countries?

Take the main trading regions as an example:

• European Union: An EC declaration of conformity must be attached
• Middle East: Chamber of Commerce certification + Embassy legalization is required
• South America: Most require consular invoices
• Africa: CTN cargo tracking note has become a standard configuration

What are the new trends in document certification?

Presentation of international trade documents in 2025Three major transformations:

• The coverage rate of electronic certificates of origin breaks through 85%
• Blockchain bills of lading are recognized by the customs of 30 countries
• AEO - certified enterprises enjoy fast - track customs clearance channels

How can common document errors be avoided?

According to the data of the General Administration of Customs, in 20257% of returned ordersResult from document problems:

• HS CODE classification error (It is recommended to use the intelligent classification system)
• Inconsistent measurement units (Strictly follow the customs statistical standards)
• Signature and seal omission (Pay special attention to the chamber of commerce certification process)
• Expired version (Regularly update the format template)

How to plan the document preparation time?

It is recommended to promote according to the following schedule:

• 60 days before shipment: Start the application for the certificate of origin
• 30 days before shipment: Complete the handling of special certifications
• 7 days before shipment: Confirm that the customs declaration documents are complete
• 3 days before arrival at the port: Transmit the electronic manifest data