Exporting from China involves more paperwork than most international buyers expect. A missing or incorrectly completed document can delay a shipment by days or weeks, trigger customs inspection, or — in the worst case — result in the goods being rejected at the destination port.

This checklist covers every document you need for a standard export from China, who issues each one, and the most common errors to avoid.

The Core Document Set (Every Shipment)

Every export from China requires these four documents at minimum. No exceptions.

1. Commercial Invoice

Issued by: The exporter or export agent.
Purpose: The primary transaction document used by customs in both China and the destination country to assess duties, verify the declared value, and confirm the transaction details.

Must include:

  • Exporter's full legal name, address, and contact details
  • Consignee/buyer's full legal name and address
  • Invoice number and date
  • Detailed product description (not just a generic category name)
  • HS code (at least 6 digits)
  • Quantity and unit of measurement
  • Unit price and total value
  • Currency (ISO code: USD, EUR, etc.)
  • Incoterms (FOB, CIF, EXW, etc.)
  • Country of origin
  • Payment terms

Common error: Generic product descriptions. "Electronic goods" will be rejected. Use the specific description: "Smartphone model X200, 256GB storage, 6.7-inch screen."

2. Packing List

Issued by: The exporter, freight forwarder, or warehouse.
Purpose: Details how the goods are packed — carton by carton, pallet by pallet — enabling customs to verify the shipment contents during inspection without opening every package.

Must include:

  • Total number of packages and package types (cartons, pallets, drums, etc.)
  • Gross weight and net weight per package and in total
  • Dimensions of each package (length x width x height)
  • Marks and numbers on each package
  • Contents of each package (referencing the commercial invoice)

Common error: Weight or dimension discrepancies between the packing list and the bill of lading. These two documents must agree exactly on total weight and piece count.

3. Bill of Lading (Sea Freight) or Air Waybill (Air Freight)

Issued by: The shipping line (B/L) or airline (AWB).
Purpose: The contract of carriage between the shipper and the carrier, and a document of title (for negotiable B/Ls) that determines who can take delivery of the goods at destination.

Key decisions:

  • Original B/L vs. Telex Release — An original B/L requires the physical document to be presented at destination. A telex release allows the consignee to take delivery without the original. Telex release is faster but only available after the shipper surrenders the original to the carrier.
  • Consignee field — "To Order" or "To Order of [Bank]" for letter of credit transactions; named consignee for open account transactions.
  • Notify Party — The party to be notified when the goods arrive. Usually the buyer or the buyer's customs broker.

4. China Customs Export Declaration

Issued by: The licensed customs broker on behalf of the exporter.
Purpose: The electronic declaration submitted to China Customs (GACC) that authorises the goods to leave the country. This document is essential for the export VAT rebate and serves as the export record.

Must include: Exporter details, consignee, HS codes, quantities, values, port of export, vessel/voyage number, and the VAT invoice reference numbers for rebate purposes.

Additional Documents (Shipment-Specific)

Depending on the product, destination, and transaction terms, one or more of the following documents may be required:

5. Certificate of Origin

Issued by: CCPIT (China Council for the Promotion of International Trade) or CIQ.
Purpose: Certifies the country in which the goods were manufactured. Required by the destination country to determine applicable duty rates — particularly important for FTA preferential treatment.

Types:

  • General (non-preferential) CO — For standard import duty assessment
  • Preferential CO (Form A, Form E, Form F, etc.) — For claiming FTA reduced rates. Each FTA has its own form type.
  • RCEP Certificate of Origin — For goods traded between RCEP member countries, effective January 2022

6. Export License

Issued by: MOFCOM (Ministry of Commerce) or its local counterparts.
Purpose: Required for goods subject to export control — dual-use items, certain chemicals, endangered species products, strategic materials, and technologies. The export control list is updated annually. Products affected by the expanded dual-use catalogue (effective mid-2026) will require additional licensing. Always verify whether your product category requires an export license before committing to a shipment date.

7. Inspection Certificate (CIQ)

Issued by: China Inspection and Quarantine (CIQ).
Purpose: Required for regulated products including food, cosmetics, electrical equipment, toys, and certain machinery. Certifies that the goods meet Chinese export standards.

CIQ inspection must be scheduled in advance — inspectors visit the factory or warehouse to examine the goods before the export declaration can be filed. For time-sensitive shipments, factor in the CIQ inspection window (typically 3–5 business days from application to certificate issuance).

8. Dangerous Goods Declaration

Issued by: Certified dangerous goods surveyor.
Purpose: Required for all shipments classified as dangerous goods under the IMDG Code (sea freight) or IATA DGR (air freight). Includes the UN number, proper shipping name, hazard class, and packing group.

9. Fumigation Certificate

Issued by: Licensed fumigation company.
Purpose: Required by many countries for wooden packaging materials (pallets, crates, dunnage) to certify treatment against pests under ISPM 15 standards. The certificate must reference the IPPC mark on the treated wood.

Document Management Best Practices

  • Consistency is everything — Every document must agree on product description, quantity, value, weight, and entity names. Discrepancies between any two documents will trigger customs queries.
  • Digital copies first, originals follow — Most carriers and customs brokers now accept scanned documents for preliminary clearance. Send digital copies immediately upon issue; courier originals only when required.
  • Retention period — Chinese customs requires export records to be retained for at least five years. The destination country may have its own retention requirements.
  • Pre-shipment review — Before the container is sealed, have a second person review every document against the physical cargo. Catching a discrepancy at the warehouse costs minutes; catching it at customs costs days.

How an Export Agent Handles Documentation

Using a licensed export agent transfers the documentation burden from you to a professional team. The agent prepares or coordinates every document in the set, ensuring consistency across the commercial invoice, packing list, customs declaration, and certificates. This is particularly valuable for first-time exporters, complex shipments with multiple product categories, and shipments requiring special certificates.

For more on the export agent model and how it works in practice, read our guide: What Is an Exporter of Record (EOR)?