Checklist: Preparing Goods for International Transport

Preparing goods for international transport requires careful planning, accurate documentation, and an understanding of international trade requirements. Incomplete paperwork, incorrect product classification, or unsuitable packaging can contribute to shipment delays, additional costs, or increased scrutiny by customs authorities.

1. Confirm Your Goods Are Eligible for Export and Import

Before arranging transport, it is important to confirm that your products are permitted to leave the exporting country and enter the destination market.

Certain goods may be restricted, controlled, or subject to additional requirements, including military items, chemicals, pharmaceuticals, agricultural products, and specific technologies. These goods may require export licences, import permits, or approvals from relevant authorities, depending on the origin and destination.

Checking eligibility early in the process can help reduce the risk of delays, additional checks, or compliance issues during customs clearance.

2. Classify Goods Using the Correct Commodity Code

Internationally shipped goods must be classified under the Harmonized System using the appropriate commodity (HS) code.

Correct classification influences:

• Applicable import duties and VAT
• Whether licences, certificates, or controls apply
• Eligibility for preferential tariffs under trade agreements

Commodity code interpretation can vary between jurisdictions, and misclassification is a common cause of customs queries and post-clearance reviews. Working with an experienced logistics provider such as Campbell McCleave can help ensure goods are classified as accurately as possible based on available information.

3. Prepare All Required Shipping Documentation

International shipments typically require a consistent and complete set of documents, although exact requirements vary by country and shipment type.

Commercial Invoice 

This is a core customs document detailing exporter and importer information, product descriptions, values, currency, country of origin, and commodity codes. Customs authorities use this information to assess duties and taxes.

Packing List 

Outlines shipment contents, including quantities, weights, dimensions, and packaging details, allowing carriers and authorities to verify cargo.

Bill of Lading or Air Waybill 

Issued by the carrier or freight forwarder, this document acts as the transport contract and receipt for the goods.

Certificate of Origin 

Confirms the manufacturing origin of the goods and may be required for customs clearance or preferential duty treatment.

Export and Import Declarations 

Formal submissions to customs authorities declaring shipment details such as value, classification, origin, and destination.

4. Pack Goods to Appropriate International Shipping Standards

Packaging plays a critical role in protecting cargo and supporting smooth transit and inspection.

• Use packaging suitable for the weight, fragility, and transport mode
• Secure goods internally to minimise movement during handling
• Ensure wooden packaging complies with ISPM 15 regulations where applicable
• Clearly label cartons and pallets with shipper and consignee details, weights, and handling instructions

Inadequate packaging can increase the likelihood of damage, inspections, or insurance claims.

5. Prepare Additional Documentation Where Required

Depending on the nature of the goods and the destination, additional documentation may be required, such as:

• Dangerous goods declarations
• Health or phytosanitary certificates
• Product conformity or compliance documentation
• Cargo tracking or security documentation for certain markets

Missing or incomplete documentation can lead to clearance delays or requests for further information from authorities.

6. Select the Appropriate Incoterms

Incoterms define the responsibilities of buyers and sellers for transport costs, insurance, customs clearance, and the transfer of risk.
Selecting Incoterms that reflect the commercial agreement and logistical setup helps reduce uncertainty around costs and responsibilities. Campbell McCleave regularly supports clients in selecting Incoterms that align with their operational and contractual requirements.

7. Arrange Transport and Cargo Insurance

Transport mode selection should take into account the urgency, value, and characteristics of the cargo.
Cargo insurance is strongly recommended to help protect against loss, damage, or theft during transit. Coverage requirements may also be specified in commercial contracts, and uninsured shipments can expose businesses to financial risk.

8. Submit Customs Filings and Settle Duties and Taxes

Customs declarations should be submitted accurately and within the required timeframes.
Duties and taxes are typically assessed based on:

• Commodity classification
• Declared customs value
• Country of origin
• Applicable trade agreements

Errors or inconsistencies in filings can result in additional queries, delays, or follow-up reviews by customs authorities.

9. Monitor Shipments and Prepare for Arrival

Once goods are in transit:

• Track shipments through your logistics provider
• Share arrival and clearance information with the consignee
• Ensure documentation is ready for final customs release

Active monitoring can help reduce the risk of congestion charges, missed delivery windows, or avoidable disruptions.

Final Thoughts

Preparing goods for international transport involves more than booking space and packing cargo. It requires attention to regulatory requirements, accurate documentation, and coordination across multiple parties and jurisdictions.

At Campbell McCleave, we work closely with our customers to manage freight forwarding, customs processes, and international logistics from origin to destination. By following this checklist and partnering with an experienced logistics provider, businesses can better manage risk, support compliance, and improve the reliability of their international shipments.