Commercial Invoice + Packing List Checklist

Commercial Invoice + Packing List Checklist

If you are importing into the U.S., your shipment usually goes smoothly or goes sideways based on two documents:

• Commercial invoice
• Packing list

This guide shows what to include and the most common issues that trigger delays

 

Commercial invoice checklist

Include these fields

Parties and addresses

• Seller (supplier) legal name and full address
• Buyer (your company) legal name and full address
• Consignee name and address
• Ship-to name and address (often your 3PL/prep center)

Shipment terms

• Incoterm (FOB or FCA)
• Named place (FOB: port of loading, FCA: forwarder warehouse or named handoff location)
• Currency used (USD, CNY)

Item details

• Clear product description for each line item
  Example: “Stainless steel kitchen tongs”
  Avoid: “Accessories”, “Parts”
• Quantity per line item and unit of measure
• Unit value and line total
• Total invoice value
• Country of origin per item (where the item is manufactured)

Helpful fields that reduce back-and-forth

• HS code if you have it (broker can confirm)

• Material and use if description is not obvious
  Example: “Polyester woven backpack for personal use”

• Purchase order number or reference number (optional)

 

Packing list checklist

Your packing list should match your invoice totals and show how the cargo is physically packed

Include these fields

Totals

• Total cartons
• Total gross weight
• Total net weight if available
• Total CBM if ocean
• Total chargeable weight concept for air (your forwarder calculates)

Per carton or per SKU grouping

• Carton count by SKU or by item group
• Carton dimensions (L x W x H) and carton weight
• Carton numbers or marks
  Example: Carton 1–10

If pallets are used

• Pallet count
• Pallet dimensions and pallet weights
• Whether pallets are stackable

 

The 5 most common mistakes that cause delays

These show up constantly

• Invoice and packing list totals do not match (cartons, weight, quantities)
• Product description too generic
• Missing consignee or ship-to address
• Wrong Incoterm or no named place for FCA
• Country of origin missing or incorrect

 

Quick self-check before you send docs

Before you send documents to your forwarder or broker, verify

• Invoice total value matches sum of line totals
• Packing list carton count matches what supplier will actually deliver
• Incoterm is correct and named place is included
• Descriptions are specific enough for customs review
• Consignee and ship-to address are correct and commercial if delivering to a warehouse

 

Want a quick doc check

If you upload your draft commercial invoice and packing list, I will tell you exactly what is missing and what to correct before booking