1. What does basic trade documentation include?

enteredExport agentThe foundational document system of the business comprises three core modules:

• Business documents
  • Proforma Invoice
  • Commercial Invoice
  • Packing List
• Proof of Ownership
  • Purchase and Sales Contract (to be signed and stamped by both parties)
  • Power of Attorney Agreement (Clarifying Rights and Responsibilities)
• Transportation voucher
  • Ocean Bill of Lading/Air Waybill (requires carrier's signature and seal)
  • Certificate of Cargo Insurance (Required for CIF Terms)

II.Customs declarationWhat documents must be submitted?

Year 2025Customs documentsIt is required to continue the trend of electronic "single window" processing, but physical documents must still be kept for reference:

• Electronic Customs Declaration (submitted via the International Trade Single Window)
• Certificate of Origin (especially for goods under preferential tariff agreements)
• Sanitary/Quarantine Certificate (for food, animal and plant products, etc.)
• Import License (for goods subject to quota administration)
• Value Declaration Document (including Price Composition Explanation)

3. What additional documents are required for special commodities?

According to the latest 2025 Cross-border CommodityInspection of vaccinesCatalog》, Special Note:

• Medical Devices: Requires CFDA registration and filing certificate
• Chemical products: MSDS Safety Data Sheet + Hazardous Materials Transport Certificate
• 28. Food category:
  • Registration number of overseas production enterprise
  • Nutritional Testing Report
  • Halal/Organic Certification (if applicable)
• Electronic products: 3C certification or exemption certificate

IV. How to Avoid Document Preparation Errors?

Based on 20 years of agency experience, it is recommended to focus on three key risk points:

• Information consistency: The product names, quantities, and amounts on the contract, invoice, and packing list must be completely consistent.
• Validity of Signatures and Seals: Overseas documents must be authenticated by an embassy/consulate or undergo Apostille certification.
• Effectiveness of Time: Certificates of origin, inspection reports, and other documents all have clearly defined validity periods.

V. What are the new changes in international trade documents in 2025?

The latest regulatory requirements require special attention:

• Electronic certificates of origin will fully replace paper versions.
• New Carbon Emission Declaration Document (Applicable to Goods Imported into the EU and the US)
• The transportation of lithium batteries requires providing a UN38.3 test report + explosion-proof certification.
• The traceability QR code for agricultural products has become a mandatory requirement.

It is recommended that enterprises establish when preparing documents.Three-level review mechanism: Salesperson preliminary review → Compliance specialist secondary review → Supervisor final review. A case study from a Fortune 500 company shows that after implementing this mechanism, the document error rate decreased by 67%. Special circumstances may warrant an application.pre - classificationandPre-audit priceImplement customs facilitation measures and ensure document compliance.