International shipments are critical for some companies and individuals, so getting them in a timely manner is important. One thing that some people may not realize is how much paperwork goes into these shipments. When documents are incomplete, inconsistent or missing, a routine shipment can turn into a dispute involving customs delays, seizure concerns and other issues.
Documentation gaps often appear insignificant at first, but even those small issues can lead to major issues. These gaps can be as simple as a vague product description, an incorrect invoice or a bill of loading naming the wrong cosignee. Everything in the documentation must be complete and accurate, including the declared value, country of origin, classification and quantity.
Why are documents so important?
Shipping documents show what was sent, who owned it, where it is going and facts about the contract. They should also note if the goods were damaged at any point before or during the shipping process.
Accurate records are beneficial if there are disputes about the shipment. If a seller claims the goods were shipped properly, but the buyer claims the wrong product arrived, the documentation may clear up the issue.
Documentation should be checked at every point in the international shipping process. All information should remain consistent, and any changes that are made should be confirmed in writing. Even when the documentation is all in order, there may still be issues with the shipment. Clear records can help to identify who’s liable and may support a faster review of the facts that can help to get the matter taken care of in a timelier manner.