Essential export documents
Every road freight shipment from China requires a core set of documents. The Commercial Invoice must list seller, buyer, goods description, quantity, unit price, total value, and currency. The Packing List details weight, dimensions, and packaging of each item. The Bill of Lading (or CMR waybill for road freight) serves as the contract of carriage. You also need the China Customs Declaration Form — this is filed electronically through China's Single Window system. All documents must match exactly: any discrepancy in weight, value, or goods description between documents will trigger inspection.
HS codes and product classification
The Harmonized System (HS) code determines the duty rate, required certificates, and inspection likelihood. China uses 10-digit HS codes, while destination countries may use 8-digit versions. Common mistakes include using outdated codes, misclassifying composite goods, or choosing codes that trigger higher duties. Always verify your HS code with your customs broker before shipping. For electronics, textiles, and food products, incorrect classification can result in goods being held for weeks. The HS code also determines whether your product requires additional certificates such as CCC (China Compulsory Certification) or inspection certificates.
Certificates and permits you may need
Beyond the basic documents, certain goods require additional certificates. Certificate of Origin (CO) proves where goods were manufactured and may qualify for preferential duty rates under trade agreements. Phytosanitary certificates are mandatory for plant-based products and wooden packaging. Quality inspection certificates from CCIC or SGS may be required by the destination country. For chemicals, a Material Safety Data Sheet (MSDS) is essential. Food products need health certificates and may require halal certification for Central Asian and Turkish markets. Always check destination country requirements 2–3 weeks before shipping.
Common mistakes to avoid
The most frequent cause of border delays is document inconsistency — different weights on the invoice vs. packing list, or vague goods descriptions. Always use specific product names rather than generic terms like "goods" or "merchandise." Another common issue is missing stamps or signatures on the Chinese customs declaration. Ensure your ISPM-15 stamp on wooden pallets is visible and legible — missing fumigation marks frequently cause pallets to be rejected. Finally, keep 3 original copies of each document with the driver, plus digital backups accessible to your customs broker at each border.