The four documents your import runs on
Commercial Invoice, Packing List, Bill of Lading, Certificate of Origin — what each one does and what to check before the ship sails.
Last reviewed: 2026-06-14
The document set at a glance
| Commercial Invoice (CI) | The formal transaction invoice — basis for customs valuation and duty at your port |
|---|---|
| Packing List (PL) | What is in the shipment: vehicle(s), VIN(s), quantities — used at inspection |
| Bill of Lading (B/L) | Issued by the shipping line; the document of title — whoever holds the original claims the cargo |
| Certificate of Origin (CO) | Certifies the goods' origin; required by some countries, reduces duty under some trade agreements |
These four documents form the core of every used-car import from China. They work together with the Proforma Invoice you received before paying your deposit — the PI is your pre-sale contract, while these four are the post-sale proof set that moves the car through customs.
What to check on each — before sailing
- VIN consistency. The same 17-character VIN must appear identically on CI, PL and B/L. One transposed character can stall clearance — and this is the most common document error in the trade.
- Consignee details. Your name/company exactly as registered with your customs authority — this is who the cargo legally belongs to. A misspelling or wrong entity name can require amendment at port, which means delays and fees.
- Invoice value and currency. Must match the PI you paid against; customs at both ends compare. Under-declaration is a customs offence; over-declaration means you pay more duty than necessary.
- Port names. Loading port and destination port spelled per the shipping line's schedule.
- Vehicle description. Make, model, year, engine displacement, fuel type — your customs authority uses these to classify the vehicle and calculate duty. See our landed cost guide for how these details affect your total import cost.
The Bill of Lading in detail
The B/L deserves special attention because it is the document of title — whoever holds the original can claim the cargo at the destination port. This is the strongest protection in the entire payment process: you pay the balance, the car loads, the shipping line issues the B/L, and the originals are couriered to you. No one else can collect the goods.
Two forms of B/L release exist:
| Original B/L | Physical documents couriered to you; you present them at the destination port to collect cargo. The most conservative and traditional method. |
|---|---|
| Telex release | The shipping line releases cargo electronically at the destination port, without the paper original. Faster, but requires trust in the process — common in established trade relationships. |
For a first transaction with any exporter, the original B/L route is the safer choice. As the relationship matures, telex release saves courier time without materially increasing risk.
The timeline
- Draft documents are prepared around loading — review them the day you get them. This is your last cheap correction window.
- B/L issues after the vessel departs. Originals are couriered (or telex release arranged).
- You forward scans to your broker so clearance is queued before arrival. The best brokers begin the customs filing from scans and finalize when originals arrive.
- At the port: original B/L (or release) + CI + PL + CO → inspection → duties paid → release.
Country-specific document requirements
Some countries require additional paperwork beyond the standard four. For example, Saudi Arabia requires a SABER/CoC (Certificate of Conformity) filing; Algeria may require specific documentation tied to their foreign-exchange regime. Always confirm with your destination customs broker what your country needs *before* the ship sails — corrections at origin are routine; corrections after arrival are expensive.
One principle to remember
Documents are not bureaucracy — they are the transaction. The car is whatever the documents say it is; the owner is whoever the B/L says it is. Spend ten minutes reviewing drafts and you will avoid the two expensive failure modes of this trade: cargo stuck at port, and goods released against the wrong name.
For the complete import process from sourcing to clearance, and how to spot red flags in the document and payment process, see our related guides. Browse current stock to start the process.
Frequently asked questions
Do I get the original Bill of Lading or a copy?
After the balance is paid, the original B/L set is couriered to you (or a telex release is arranged, where the shipping line releases cargo without the paper original). For a first transaction with any supplier, the courier-original route is the most conservative choice.
Which document does my customs broker actually need?
All four, typically: the B/L to take delivery, the Commercial Invoice for customs valuation, the Packing List for inspection, and the Certificate of Origin where your country requires it or grants preferential duty. Send your broker scans before the vessel arrives so clearance starts immediately.
What if a detail on a document is wrong?
Tell the exporter before the vessel sails — corrections at origin are routine; corrections after arrival can mean port storage fees while paperwork is reissued. Check VIN, consignee name and spelling the day you receive drafts.
Is an export certificate or deregistration paper also included?
In China, an exported used vehicle is deregistered and export-licensed before customs. The buyer-side document set is the four above; if your registration authority asks for additional origin paperwork, ask the exporter what is available before the deal — not after arrival.
Disclaimer: import regulations change and are applied by the destination country's customs at the time of clearance. The information on this page is general guidance, not legal advice — always confirm current rules with your local customs broker before paying a deposit. Under FOB terms, import compliance and clearance are the buyer's responsibility; we flag obvious issues (such as vehicle age limits) before you commit.