Importing goods from Asia—particularly from China—has become an increasingly popular business strategy for companies worldwide. Thanks to affordable manufacturing costs, a wide selection of products, and high production capabilities, countries like China offer lucrative sourcing opportunities. However, one of the most critical aspects of successful importing is ensuring that you have the correct documentation in place. Without proper paperwork, your shipment may face delays, penalties, or even rejection at customs.
This guide outlines the essential documents you need when importing goods from Asia, especially China, and explains why each is important. Whether you’re working with a China sourcing agent, a trading company, or directly with manufacturers, having these documents ready ensures a smoother, legally compliant import process.
1. Proforma Invoice (PI)
The Proforma Invoice is the starting point of your import transaction. It is a preliminary bill of sale sent by the supplier before production or shipment begins. This document outlines:
Product details (name, quantity, specifications)
Pricing per unit and total amount
Payment terms (e.g., 30% deposit, 70% before shipment)
Incoterms (e.g., FOB, CIF)
Estimated delivery timeline
This invoice is often used to apply for an import license or arrange for financing. If you're working with a China procurement agent, they can help verify the accuracy of this invoice to avoid hidden costs.
2. Commercial Invoice
The Commercial Invoice is a legal document used by customs authorities to determine duties and taxes. It is more detailed than the Proforma Invoice and is required for clearing goods at the border.
Key information includes:
Full details of the exporter and importer
Invoice number and date
Harmonized System (HS) code
Shipping details and terms
Signature and company stamp of the exporter
Whether you're sourcing from China or another Asian country, a well-prepared Commercial Invoice helps reduce the chances of customs delays.
3. Packing List
A Packing List is critical for confirming the contents of your shipment. It is often reviewed alongside the Commercial Invoice and includes:
Description of goods
Quantity and weight
Packaging type (e.g., cartons, pallets)
Dimensions of each package
