Documents Required for Import and Export

Shipping commercial freight between Canada and the US? Start with the commercial invoice, the shipment details for your bill of lading, and a packing list if the invoice doesn’t show how the goods are packed. Then confirm whether your goods need an origin certification, a permit or a separate export filing. Here’s what each document does and who supplies it.

Commercial invoice: what’s in the shipment and what it’s worth

Ask the seller or exporter for the invoice. It should identify the parties, describe the goods in plain language, show quantities, state the value and currency, and give the country of origin. Ask your broker which other fields your entry needs.

“Parts” leaves room for questions. “New steel mounting brackets, 48 pieces” gives customs and your broker something to work with. List different products separately and show where each was made. The country your supplier ships from isn’t necessarily the country of origin.

Sending a sample, a return or your own equipment? Tell your broker why it’s moving. A shipment can still need a declared customs value when there’s no sale. Ask what document and valuation basis to use before you send it.

Packing list: what’s on each pallet or in each crate

The shipper prepares the packing list. It breaks the shipment down by pallet, carton or crate and identifies what each contains. Include the package counts and, where available, the weights, dimensions and marks that identify the packages. This is especially useful when one pallet contains several products or the invoice shows only a total.

Bill of lading: how the freight is supposed to move

The bill of lading carries the transportation details: pickup and delivery locations, piece count, weight, freight description and handling instructions. Use the bill of lading agreed with your carrier. Check that the package counts and descriptions make sense alongside the invoice and packing list. The bill of lading and the commercial invoice do different jobs; send both as instructed.

Certification of origin: when you’re claiming CUSMA or USMCA

Canada calls the agreement CUSMA. The US calls it USMCA. If you plan to claim preferential tariff treatment, ask your broker whether the goods qualify and what proof is needed. The certification can go on an invoice or another document if it contains the required information. A Canadian or US ship-from address does not establish eligibility.

Permits and certificates: what depends on the product

Food, plants, medical products and other regulated goods can need information or approvals beyond the standard paperwork. Give your broker the exact product description, intended use and origin before pickup. If the goods need a permit, confirm who will obtain it and when it needs to be available.

Export filings: check the country you’re shipping from

Canada to the US: Goods going to the US for consumption generally don’t need a Canadian export declaration. Export controls and permit requirements can still apply, and goods travelling through the US to another country are a different case.

US to Canada: Many US exports with Canada as their final destination are exempt from Electronic Export Information filing. Exceptions apply, including some controlled or licensed shipments. The exporter should confirm the rule for the goods and their actual destination.

An export filing exemption doesn’t take care of import clearance on the other side.

What to send before pickup

Send the invoice, packing details and any product or origin documents that apply. Identify the importer, the broker and who’s responsible for duties and taxes. Tell Moto what’s ready and what’s still outstanding so we can coordinate the move with the broker.

Which process applies to your shipment

Importing into Canada? Customs clearance into Canada: where to start — the importer account, the broker authorization and what CBSA release actually means.

Importing into the US? US customs clearance: a quick start guide — the importer of record, the customs bond and the handoff between broker and carrier.

Need help getting the documents to the right place? Talk to Moto about customs clearance.