Examples of trade documents and data requirements

National legislation and international regulatory requirements prescribe and define trade documents and the data they contain. They can be exchanged in paper as well as electronic form. Documents carry data elements that provide information on issues such as name and address of the importer/exporter, means and mode of transportation, address of destination, description of goods and their quantities and packaging.

Examples of trade documents and the data they carry are provided below. Click on the titles to view the documents discussed and learn about each of documents. To read a general description of trade documents click here.

Cargo Manifest

A manifest is a compilation of information about the goods carried on a means of transport (ship, airplane, truck, rail wagon and barge), together with the information about the means of transport, such as its identification, characteristics and route. A manifest can be exchanged for commercial purposes, for example the freight manifest exchanged between two liner agents in the departure and the arrival ports. The manifest can also be prepared for regulatory purposes, specifically the customs manifest which needs to be sent to customs when arriving in the first port in a country.

Commercial Invoice

Commercial invoices are traditionally commercial documents used by buyers and sellers of goods and services. An invoice consists of an itemized account of goods shipped, services performed or work done, an amount expended or owed, and a demand for payment. It may contain a range of other administrative or logistical information and usually states applicable taxes payable. Invoices must be accurate and authentic as they are printed and possibly stamped according to some jurisdictions, carried as legally valid original paper documents, often endorsed by a state consulate, and stored for a number of years according to local and international laws.

Goods declaration for Customs purposes

The Goods Declaration is a statement made in the manner prescribed by Customs, by which the persons concerned (importer/exporter or agent) indicate the Customs procedure to be applied to the goods and furnish the particulars, which Customs require for its application. The Cargo Declaration has to be submitted (by the carrier or agent) prior to, or on arrival or departure. The data to be included in the goods declaration and the cargo declaration are derived from trade and transport documents pertaining to the international movement of the goods, such as the invoice, bill of lading, packing list, etc. These documents have to be submitted together with the declaration to Customs, and are therefore referred to as supporting documents.