Free checklist

Export documentation checklist

In LC/documentary-credit workflows, many first-presentation problems aren't missing papers — they're small mismatches between documents you already prepared. Use this checklist before you send the set to the buyer, bank, or forwarder.

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Export Documentation Checklist

Use this before you send documents to the buyer, bank, or freight forwarder.

Tick each item only when it matches the shipment record — not when a document merely “exists.”

1. Commercial invoice

Seller (exporter) name and full address

Buyer (importer) name and full address — matches LC / purchase order

Invoice number and date

Buyer’s purchase order / contract reference (if any)

Description of goods — matches packing list and LC wording where required

Quantity, unit of measure, unit price, and line totals

Currency of payment

Incoterms (e.g. FOB, CIF) and named place/port

Country of origin

Payment terms (sight, usance, open account, etc.)

Total amount in figures and words (if bank/LC requires)

Signature / authorised stamp where required by buyer or LC

Full document in your PDF — 7 more sections

Template / checklist for reference only. Adapt to buyer and LC requirements, and confirm the final set with your bank or broker before sending.

How to use this checklist

Most export checklists fail because they're a flat list of document names. That catches a missing paper, but not the more common problem: two documents that are both present and still disagree. This checklist is laid out in three passes instead.

Document presence. Tick off every document the buyer, the bank (under an LC) or destination customs asked for — commercial invoice, packing list, bill of lading or air waybill, certificate of origin, insurance certificate and anything the credit names.
Consistency. Put the invoice, packing list and draft transport document side by side. Quantities, goods description, marks and numbers, package counts, weights, ports and the Incoterm should agree on every one.
Sign-off.Record who checked the set and when, before it goes to the bank, buyer or forwarder — so there's a record if a discrepancy is raised later.

Run it before booking, again when the carrier sends the draft B/L, and once more before bank presentation. For a free field-by-field layout of each document, see the export document templates.

Frequently asked questions

Is this export documentation checklist free?

Yes — enter your email to get the PDF, which doesn't sign you up for anything beyond that download.

Does this checklist cover a shipping bill too?

It covers the core export document set — invoice, packing list, transport document, and consistency checks. For shipping-bill-specific filing checks, see our shipping bill format and checklist guide.

What format is the checklist in?

A PDF laid out in three sections — document presence, consistency checks across documents, and sign-off — rather than a flat list of document names.

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