Export checklist
Which documents do you need for your export? Choose destination country, goods and terms of delivery – the document check instantly shows what to prepare. The detailed checklist follows below.
Document check
Basic documents for every export shipment
- Commercial invoice – shipper, consignee, exact description of goods, quantity, value, currency, delivery terms (Incoterm) and ideally the HS code.
- Packing list – number and type of packages, dimensions, gross and net weights, markings.
- EORI number of the exporter – required for commercial exports from the EU.
- Export declaration (ATLAS) – filed electronically with German customs for goods worth more than EUR 1,000 or weighing more than 1,000 kg. After exit you receive the exit confirmation as proof, e.g. for VAT purposes.
- Bill of lading or sea waybill – issued by the shipping line after loading; we take care of the coordination.
- VGM – the verified gross mass of the packed container must be reported before loading.
Additionally, depending on the goods
- Proof of origin – certificate of origin from the chamber of commerce or proof of preferential origin (e.g. EUR.1 or statement on origin), so the consignee may save duty.
- Export licence (BAFA) – for dual-use goods or shipments to embargoed countries.
- Dangerous goods declaration (IMDG) – for batteries, chemicals, paints, vehicles with fuel, etc.
- Wood packaging according to ISPM 15 – solid wood pallets and crates must be treated and marked.
- Certificates – e.g. conformity, health or phytosanitary certificates.
Specifics by destination region
| Region | What to look out for |
|---|---|
| West Africa | Many countries require an electronic cargo tracking note (e.g. ECTN or BESC) before shipment. Without it, heavy penalties may be imposed at the port of destination. |
| Middle East / Gulf | Invoices and certificates of origin sometimes have to be legalised by the chamber or consulate. Saudi Arabia requires product conformity certificates (SABER). Currently: note the situation in the Strait of Hormuz. |
| North and Central America | The USA requires advance cargo filings (24-hour rule, ISF "10+2" by the importer). Precise descriptions of goods are mandatory – generic terms such as "spare parts" are not sufficient. |
| Australia / New Zealand | Strict biosecurity rules: cargo and containers must be clean. During the season (roughly September to April), treatment against the brown marmorated stink bug is required for certain goods. |
| Far East | Precise descriptions and HS codes on all documents; registrations or certificates in the destination country for certain goods. |
Country-specific requirements
| Country | What to watch out for |
|---|---|
| Egypt | Advance Cargo Information (ACI) is mandatory: before shipment, the Egyptian consignee applies for a 19-digit ACID number via the Nafeza system. The shipper registers with CargoX and uploads the invoice, packing list and certificate of origin there, no later than 48 hours before the vessel arrives. The ACID number must appear on all documents, including the bill of lading. Without it, the goods will not be cleared in Egypt. |
| Algeria | The consignee must first register (domiciliate) the transaction with their Algerian bank; without this, customs clearance is not possible. A chamber of commerce certificate of origin is required (EUR.1 only if preferential duty is claimed). Many goods are subject to import restrictions or prior approvals, and food also requires health certificates. Please clarify with the consignee before booking. |
| China | Exact description of goods and HS code on all documents. Certain products require CCC certification. Food manufacturers must be registered with the Chinese customs authority GACC; since 1 June 2026 the new Decree 280 applies and the registration number must be stated in the import declaration. Wooden packaging only in accordance with ISPM 15. |
| Indonesia | The consignee needs a valid import licence. For many goods (including electronics, textiles, food and steel), a pre-shipment inspection by a government-appointed surveyor in the country of dispatch is mandatory before loading; some products also require SNI certification. Please check the requirements with the consignee before booking. |
| Mongolia | Usually shipped to Tianjin/Xingang, then onward by rail or truck under Chinese transit procedures. The bill of lading must state “in transit to Ulaanbaatar, Mongolia” and the Mongolian consignee. Invoice and packing list are checked in both China and Mongolia and must match exactly. |
| Brazil | Commercial invoice in Portuguese, Spanish or English, signed, with the NCM tariff number for each item as well as freight and insurance costs. The consignee's tax number (CNPJ) must appear on the bill of lading. For goods requiring a licence, the import licence must be issued before shipment; wooden packaging only in accordance with ISPM 15. |
Country information as of September 2026.