Documents
The paperwork that travels with the goods.
Every consignment leaves with four mandatory documents and picks up others depending on the product, the destination and the terms. This is the full list, so you know what to expect before you book.
- In every pack
- 4
- Conditional
- 8
- Sent before dispatch
- Yes
01 / The pack
Four documents in every shipment.
These four are issued for every order, regardless of product or destination. The rest depend on what is being shipped and where it is going.
Commercial Invoice
Declared to the value, currency and Incoterm agreed. HS classification attached where required.
Packing List
Carton-level detail with gross and net weight, dimensions and container particulars.
Bill of Lading / Air Waybill
Original or telex release per your instruction, with a verified container and seal number.
Certificate of Origin
Preferential or non-preferential as applicable, chamber-attested where the market requires.
02 / Conditional
The rest depend on product and market.
A customs broker will ask for some of these. We confirm which apply to your order at quotation stage, not after the container is loaded.
| Code | Document | When it is needed |
|---|---|---|
| DOC-05 | Phytosanitary Certificate Issued by the plant quarantine authority for all plant-origin goods. | Issued by the plant quarantine authority for all plant-origin goods. |
| DOC-06 | Health / Sanitary Certificate For food and edible oil consignments, per destination market requirement. | For food and edible oil consignments, per destination market requirement. |
| DOC-07 | Certificate of Analysis Named laboratory, accreditation number, method and result. Issued per lot where the commodity is assay-graded. | Named laboratory, accreditation number, method and result. Issued per lot where the commodity is assay-graded. |
| DOC-08 | Pre-Shipment Inspection Report ISO 2859-1 sampling, photographic, with an explicit accept or reject decision. | ISO 2859-1 sampling, photographic, with an explicit accept or reject decision. |
| DOC-09 | Insurance Certificate Marine cargo cover under ICC(A) or ICC(C) terms, CIF or CIP as contracted. | Marine cargo cover under ICC(A) or ICC(C) terms, CIF or CIP as contracted. |
| DOC-10 | Fumigation Certificate Where the destination country requires treatment certification, or where packaging mandates it. | Where the destination country requires treatment certification, or where packaging mandates it. |
| DOC-11 | GSP / Preferential Origin Evidence Movement certificate supporting a preferential tariff claim under the applicable agreement. | Movement certificate supporting a preferential tariff claim under the applicable agreement. |
| DOC-12 | Scope / Transaction Certificate For certified materials such as organic cotton, FSC wood or recycled PET, issued per shipment. | For certified materials such as organic cotton, FSC wood or recycled PET, issued per shipment. |
03 / Requesting copies
Ask for the pack against a reference.
A document request goes to the compliance desk, not to the sales inbox. Include the reference the document carries, the company asking, and what you need to see. If you have the shipment reference, include that instead. Most requests are answered the same working day.
- 01 Send the reference A certificate number, shipment reference or invoice number. If you have none of these, name the product and the month of shipment.
- 02 We check the register The document is located in the register and checked against the issue date, scope and issuing body before a copy is released.
- 03 You receive it with the verification trail The copy is sent with the issuing body named, so you can confirm it with them directly rather than relying on our word.
What is not public
Certificates of analysis and inspection reports are issued per lot. They are released with the shipment, not published in bulk, because the result only applies to the lot it was drawn from.
The register itself is public. If a document you expected is not there, ask and we will say whether it exists.
By email
Attach your request in writing and include the reference in the subject line.
trade@runwaymerchants.com