How to Prepare Shipping Documents: Packing List, Commercial Invoice, and B/L from China

Shipping goods from China? Good. The paperwork can make or break delivery. Get the packing list, commercial invoice, and bill of lading right. Then customs, banks, and carriers will behave. This guide gives clear steps. No fluff. A little humor to keep you awake.

Who creates each document and when

Packing list: created by the seller (supplier) before shipment.
Commercial invoice: issued by the supplier to the buyer. Needed for customs and payments.
Bill of Lading (B/L): issued by the carrier or the freight forwarder after loading.

Packing List: the itemized road map

Think of the packing list as the address book for each carton and pallet. Customs and the consignee use it to find items fast.

What to include

Seller and buyer names and addresses.
Purchase order or sales contract number.
Invoice number and date.
Full product description in plain English and HS code if available.
Quantity per carton and total quantity.
Net weight and gross weight per carton and total weight.
Dimensions of each carton (L×W×H) and total CBM (cubic meters).
Packing type (carton, pallet, drum) and number of packages (e.g., 24 cartons, 3 pallets).
Marks and numbers printed on boxes (for identification).
Container number and seal number if containerized.

Keep units consistent. Use kg and cm or lb and inches. Avoid vague descriptions like “parts” or “assorted.” Be specific.

Commercial Invoice: the financial record

Customs and banks live on the commercial invoice. It shows value, terms, and who pays what. If you use a letter of credit, the invoice formats must match the L/C exactly.

Key fields

Seller (exporter) and buyer (importer) details with full addresses.
Invoice number and date.
Purchase order or contract reference.
Detailed item description, quantity, unit price, and total price per line.
Currencies and total invoice value.
Incoterms (e.g., FOB Shanghai, CIF Rotterdam) with named place.
Payment terms (T/T, L/C, balance on delivery).
Country of origin for each item.
HS code for each product line.
Signature and company stamp if required by the buyer or bank.

Tip: Match the descriptions on the commercial invoice exactly with the packing list and purchase order. Inconsistencies slow customs and banks.

Bill of Lading (B/L): the legal ticket

The B/L proves the carrier has received the goods for shipment. It acts as a receipt, a contract, and (if negotiable) a document of title. Treat it with respect.

Types of B/L you will see

Ocean Bill of Lading (negotiable): transferable by endorsement. Banks often require originals.
Sea Waybill: non-negotiable. Faster, but not suitable for L/Cs that call for original B/Ls.
House B/L vs Master B/L: forwarders issue HBL to shipper and receive MBL from the carrier.
Air Waybill (AWB): used for air freight. Usually non-negotiable.

What to check on the B/L

Shipper and consignee names and addresses. They must match the commercial invoice and contract terms, or the bank may reject documents.
Notify party details (who gets alerted on arrival).
Vessel name, voyage number, port of loading and port of discharge.
Container number(s) and seal number(s).
Description of goods and number of packages.
Freight terms and charges (prepaid, collect, or third-party).
Date of issuance and place of issue.
Original B/L count (e.g., 3 originals). Keep track of originals; banks and customs may demand them.

For an L/C, you usually need “clean on board” language and three original negotiable B/Ls. Ask your bank early.

Practical steps: from order to delivery

Confirm Incoterms and who handles shipping documents before production starts.
Ask your Chinese supplier to prepare the commercial invoice and packing list and send drafts for review.
Select a trusted freight forwarder. They will advise on B/L type and handle booking.
Arrange inspection and certificates if required (CO, inspection report, fumigation certificate).
Get export declaration done in China. The seller or forwarder usually files it.
Receive B/L originals or an eB/L. Verify all fields match the invoice and contract.
Send documents to your bank or customs broker for clearance.

Common mistakes and how to avoid them

Mismatched information. Fix it before shipment. A corrected B/L costs time and money.
Missing HS codes. Customs will ask. Add HS codes to the invoice and packing list.
Wrong Incoterm or place. This causes disputes over cost and responsibility.
Not enough B/L originals for an L/C. Banks often require 3 originals.
Poor product descriptions. Use clear, specific language and include model numbers.

Final checklist before goods leave China

Packing list and commercial invoice reviewed and matched.
Freight booking confirmed and container/seal details recorded.
Bill of Lading type confirmed (originals or sea waybill) and issued correctly.
Certificates (origin, inspection, phytosanitary) prepared when needed.
Copies sent to buyer, bank, and customs broker electronically.

Need help?

Documents can be annoying. But mistakes are costlier. If you source from China, Supplier Ally (sourcingall.com) can help manage suppliers and shipping documents. We coordinate invoices, packing lists, and B/Ls so your cargo clears fast. Contact us for support or for a free checklist tailored to your shipment.

Good documentation makes customs a speed bump, not a roadblock. Pack carefully. Invoice clearly. Get the right B/L. Your goods will thank you—silently, in a warehouse somewhere.