What core documents do freight forwarders need to prepare?

According to the latest international trade requirements in 2025, export freight forwarders must prepareThree categories of basic documents:

• Transport documents:The MaritimeBill of Lading/Air Waybill (including Electronic Bill of Lading - EBL)
• Declaration documents:
  • Commercial Invoice (HS code must be shown)
  • Packing List (the loading position of the goods must be indicated)
  • Certificate of Origin (pay special attention under the RCEP rules)
• Special document: Dangerous Goods Declaration (applicable to Amendment 41 of the IMDG Code)

How is the document responsibility divided between the client and the freight forwarder?

According to the standard terms of the International Federation of Freight Forwarders Associations (FIATA):

• The client must provide: Accurate description of the goods, HS code,Trade termsApplicable version (such as Incoterms?2025)
• The freight forwarder is responsible for: The compliance of document format, conversion of customs codes, and production of multi - language versions

How to ensure the accuracy of document data?

Proposal for implementationThree - stage verification mechanism:

• The first stage: Automatic verification by the ERP system (logical verification of weight/volume/amount)
• The second stage: Visual comparison (comparison of packing photos with the packing list)
• The third stage: Double - person review (cross - confirmation by business operators and documentary specialists)

What are the latest requirements for electronic document making?

Starting from 2025, the Chinese customs will fully implementElectronic Packing List(e - Packing List):

• Must include a three - dimensional loading schematic diagram
• Needs to interact with the manifest system in real - time
• Electronic signatures must comply with eIDAS 2.0 standards

How to grasp the time nodes for document making?

Key timeline taking sea export as an example:

• Within 24 hours after booking the shipping space: Confirm the bill of lading draft
• 48 hours before loading: Complete the dangerous goods declaration (when applicable)
• Within 72 hours after the ship departs from the port: Issue the original bill of lading

What are the common document - making mistakes? How to remedy them?

Statistical data in the past three years show that high - frequency errors include:

• HS code classification errors (accounting for 42%)
• Inconsistent unit of measurement of goods (accounting for 28%)
• Missing version of trade terms (accounting for 19%)

Remedial plan: Start immediatelyUnconventional bill amendment procedure, and it is necessary to submit the Declaration Error Active Disclosure Report to the customs simultaneously

How to choose a professional freight forwarder?

It is recommended to examine four dimensions:

• Document - making system:
  • Whether it supports blockchain evidence storage
  • The ability to connect with the single window of the customs
• Professional qualifications: FIATA member, CIFA certified enterprise
• Service network: Port of destinationCustoms clearanceSupporting ability
• Exception handling: Average response time for bill amendment

What items are included in the document - making fees?

Standard cost composition (taking a 40HQ container as an example):

• Basic document - making fee: ￥300 - 500
• Additional services:
  • Certificate authentication (Chamber of Commerce authentication/Embassy authentication)
  • Multi - language version production
• Special attention: Pre - review service of destination port documents (to prevent non - compliance of destination country documents)

How to prevent legal risks of documents?

It is recommended to adopt three protective measures:

• Specify in the service agreementDocument liability clause
• Require the freight forwarder to take out insuranceOccupational liability insurance(Minimum insured amount: $1 million)
• For important documents, throughTrusted timestampEvidence storage

What changes will there be in the document - making process in the next three years?

Based on the roadmap of the WTO Trade Facilitation Agreement (TFA):

• Fully implement in 2026Intelligent bill - auditing system(AI automatically checks the logic of documents)
• Starting from 2027Electronic certificate of originCompulsory use
• Carbon emission data will be included inRequired document elements