The export document checklist: what should arrive with every chemical shipment

A chemical shipment is only as smooth as its paperwork. The cargo can arrive on time and in perfect condition, yet sit at the port for days because a certificate is missing, a weight does not match, or a product name differs from one document to the next. Each day of delay can bring storage and demurrage charges.

This checklist covers the documents that typically accompany an international chemical shipment, and what to check on each. Exact requirements vary by product, destination country and payment term, so always confirm them with your customs broker before shipment.

Commercial documents

Commercial invoice. The basis for customs valuation and payment. Check the seller's and buyer's full names and addresses, the product description, quantity, unit price, total value, currency, Incoterm with named place, and the HS code if required by your customs.

Packing list. Details how the goods are packed: number and type of packages (bags, drums, IBCs, flexitanks), net and gross weights, and container and seal numbers. The figures must match the invoice and the bill of lading.

Proforma invoice. Often needed before shipment, to open a letter of credit or apply for an import licence or foreign exchange allocation. Make sure the final invoice matches it.

Transport documents

Bill of lading (B/L). The most important document in sea freight. It is a receipt for the goods, evidence of the contract of carriage and, when issued "to order", a document of title. Check the shipper, consignee and notify party, the ports of loading and discharge, the vessel, the description of goods, container and seal numbers, and that it is marked "shipped on board" and "clean", with no remarks about damaged packaging.

For letter of credit transactions, the number of originals and the consignee wording must match the credit exactly.

Sea waybill or air waybill. Used when no document of title is needed. The consignee can collect the goods without presenting an original.

Quality and product documents

Certificate of analysis (COA). Issued by the producer for the specific batch. It shows the tested values against the agreed specification, such as purity, moisture or free fatty acid content. Check that the batch number matches the packaging and the other documents.

Safety data sheet (SDS). Describes hazards, safe handling, storage, transport and emergency measures. Many destinations require it in a specific format or language. It should be current and match the exact product supplied.

Inspection certificate. Many importers, banks or authorities require an independent inspection of quality and quantity at loading. The inspection company, scope and sampling method should be agreed in the contract.

Certificate of quantity and weight. Sometimes issued separately from the inspection certificate, especially for bulk cargo.

Origin and regulatory documents

Certificate of origin. Confirms where the goods were produced. A preferential certificate (such as an EUR.1 or a statement on origin under an EU trade agreement) can reduce import duties if the rules of origin are met. A non-preferential certificate is usually issued by a chamber of commerce.

Dangerous goods declaration. Mandatory for products classified as dangerous goods for transport. It must follow the IMDG Code for sea freight, with the correct UN number, proper shipping name, class and packing group.

Pre-shipment inspection or conformity certificates. Several countries in the African continent run conformity assessment programmes that require a certificate before goods can be cleared. The name and procedure differ by country.

Import licence or permit. Some chemicals, including certain fertilizers, precursors and food-grade products, need prior authorisation in the destination country.

Phytosanitary or health certificates. May be required for food ingredients and vegetable oils.

Payment and insurance documents

Insurance certificate or policy. Required under CIF and CIP, and often under a letter of credit. Check the insured value, the cover and the claims agent at destination.

Bill of exchange (draft). Used in documentary collections and some letters of credit.

Five checks that prevent most problems

1. Consistency. Product name, quantities, weights and parties must be identical across all documents.
2. Batch traceability. Batch numbers on the COA must match the packaging.
3. Timing. Documents must reach the buyer, or the bank, before the vessel arrives.
4. Originals. Know how many originals are needed, and courier them with tracking.
5. Destination rules. Confirm local requirements before loading, not after arrival.

How Dhow Group handles this

Our documentation team prepares and checks the full document set for every shipment, including invoice, packing list, bill of lading, certificate of analysis, SDS, certificate of origin and any destination-specific certificate. We review drafts with you before shipment, cross-check every figure between documents, and send the originals in time for clearance. Learn more about our documentation service.