Five reasons export documents come back, in the order they fail

One: goods description against HS code

The invoice describes the product in commercial language, the declaration classifies it in tariff language. When the two do not correspond, the file stops. Write the description so that it supports the code, not the other way round.

Two: gross and net weight

Packing list weights are often copied from the quotation instead of from the scale. A difference of a few kilos per carton across a container is enough to trigger a check.

Three: certificate of origin against the invoice

The first six digits of the HS code must agree, and so must the quantity and the consignee. A certificate issued before the final invoice is a common source of mismatch, because the invoice changes afterwards.

Four: shipping marks

Marks printed on the cartons and marks listed on the packing list are produced by different people. Photograph the first loaded pallet and compare it with the document before the container is sealed.

Five: declaration elements

Brand, model, material and use are separate fields, and an empty one is a question, not a detail. Fill them at the quotation stage, when the factory still has the answer.

The order to check them in

Description and code, then weights, then certificate, then marks, then declaration elements. Each check takes minutes at the factory and days at the port.