When shipping internationally, documentation is just as important as packaging. Missing or incorrect paperwork can lead to delays, additional charges, or even package seizure by customs. To ensure smooth clearance and delivery, every shipper must understand the standard documents required for international shipping.
The Air Waybill is a contract between the shipper and the carrier.
It includes essential shipment details such as:
Sender and receiver information
Shipment weight and cost
Tracking number
The AWB serves as the shipment’s primary identifier, directing its movement from the origin to the destination.
This document lists the contents of the package, their value, and purpose (gift, sale, or personal use).
It is required for customs clearance and duty assessment.
A proper commercial invoice must include:
Country of origin for each commodity
Country of manufacture
10-digit Harmonized Tariff Code (HTS)
Quantity and declared value of each item
Importer Tax ID, Employer Identification Number (EIN), or Social Security Number (SSN) for formal entries
Even for non-commercial shipments, a simplified version may still be required.
A packing list provides a detailed breakdown of items inside the shipment.
It is especially important for bulk shipments or cargo and helps customs officers verify package contents quickly and accurately.
This form declares the nature and purpose of the shipment (e.g., documents, merchandise, or gifts).
Many countries require it even for small parcels. It ensures transparency and compliance during customs inspection.
If the shipment contains newly purchased goods, customs may request proof of purchase.
This confirms the declared value and helps prevent under-declaration or fraudulent reporting.
Certain products—such as medicines, electronics, chemicals, sculptures (artwork), or agricultural goods—may require special permits or certificates before export.
Failure to provide these documents can result in delays, confiscation, or return of goods.
If shipment insurance is purchased, the shipper may receive an insurance certificate.
This document becomes essential in filing claims for loss, damage, or theft during transit.
When shipping food items from Nigeria to countries abroad, some destinations require a Phytosanitary Certificate. This certificate confirms that your food shipment meets the plant health regulations of the receiving country and is free from pests, diseases, and contaminants.
Key Points:
Applicable to: Fresh produce, dried herbs, seeds, spices, and other plant-based food items.
Purpose: Ensures your shipment passes customs inspections smoothly and avoids delays, fines, or rejection.
How to Obtain: Issued by the Nigerian Agricultural Quarantine Service (NAQS) after inspection of the goods.
Documentation: The certificate must accompany the shipment along with the Air Waybill, Commercial Invoice, and any other required customs documents.
Phytosanitary certificates are generally required by countries that have strict plant and food safety regulations to prevent the introduction of pests, diseases, or contaminated plant materials. For shipments from Nigeria, common countries that require a phytosanitary certificate for plant-based food items include:
United States (US) – for most plant products, seeds, herbs, and certain dried foods.
European Union countries (UK, Germany, France, Netherlands, etc.) – for fruits, vegetables, herbs, and seeds.
Canada – for plant-based foods, dried herbs, and seeds.
Australia & New Zealand – very strict; all plant-derived foods require inspection and certificate.
Middle East countries (e.g., UAE, Saudi Arabia) – for fruits, vegetables, and seeds.
Important: Requirements vary by item and destination. For example, dried spices may require a certificate for one country but not for another. Always check the destination country’s import regulations before shipping.
Tip: Always check the specific import requirements of the destination country before shipping food items. Some countries may require additional certificates or labeling along with the Phytosanitary Certificate. You can always check with our team if you are unsure. Use the chat button to start a chat with us.
Q: Do I need all these documents for every shipment?
A: Not always. Small personal shipments often require only a waybill, invoice, and customs declaration. Larger or commercial shipments may require additional permits.
Q: What’s the difference between a Waybill and a Commercial Invoice?
A: The waybill is the transport document; the commercial invoice is the value declaration for customs.
Q: Who prepares the documents?
A: On Routely, the standard paperwork is prepared for you; however, you are required to provide accurate item descriptions and declared values when booking a shipment. Additional documents or special permits may be required to clear certain items, usually communicated prior to shipping or at clearance. This will be submitted by the shipper or importer.
Q: Can my package be held without proper documents?
A: Yes. Customs can delay, fine, or return packages lacking correct documentation.
Proper documentation ensures faster customs clearance, prevents unnecessary penalties, and protects the shipment from being delayed or returned. Always double-check your paperwork before dispatch.