This checklist helps you organize and complete the main export and logistics documents for shipments or project deliveries. It helps ensure they are accurate, consistent and ready when needed.
It helps reduce delays, penalties and customs issues by giving you a simple way to track which documents are required, prepared, checked and filed for each transaction.
When to use it
Use this checklist:
when preparing for your first export shipments or projects, to confirm which documents you will need, and how they fit together
before each new shipment or deal, as a pre‑dispatch checklist to confirm that required documents are complete, accurate and consistent
when reviewing or improving your documentation processes as part of export readiness, compliance, or logistics improvements
How to use it
Create one copy of this checklist for each shipment, project, or contract, and record the basic transaction details at the top.
Work through each section (commercial, transport, customs, and supporting documents). For each document, mark its status and note any follow‑up actions.
Use the consistency checks to confirm that key data (names, values, Incoterms, Harmonized System (HS) codes, quantities) matches across documents before you ship or deliver.
Shipment or project overview
Use this section to capture the basic context so anyone reviewing the file understands what the checklist refers to.
Commercial documents define the transaction, pricing and terms. For each item, confirm whether it is required, prepared, checked, and filed.
1. Pro forma invoice (if used)
2. Purchase order from buyer
3. Sales contract or order confirmation (if used)
4. Commercial invoice
Consistency checks
Before you move on, confirm that:
Buyer name and address are identical across the purchase order, contract (if used), and invoices.
Product descriptions are clear and consistent, including model numbers or stock keeping units (SKUs) (if used).
Currency, prices, Incoterms, and payment terms are consistent across all commercial documents.
Transport and logistics documents
Use this section to track documents generated or handled by you, your freight forwarder, carrier or logistics partners.
1. Packing list
2. Transport document
For example, bill of lading, sea waybill, air waybill, Convention on the Contract for the International Goods Carriage by Road (CMR).
3. Booking confirmation or shipment instructions
4. Certificate of origin (if required)
5. Other transport related documents
For example, dangerous goods declaration, fumigation certificate, weight certificate.
Consistency checks
Before you move on, confirm that:
Number of packages, weights and dimensions match the packing list, sales contract, commercial invoice, and transport documents.
Consignee and notify party details are correct and match the sales agreement and shipping instructions (if applicable).
Customs and regulatory documents
1. Export declaration
As required under Canadian regulations or carrier procedures.
2. Export permits
Some products, destinations or end uses require an export permit from a government authority before shipment (for example, controlled goods, strategic items, certain technologies, items with dual-use potential, or sanctions sensitive destinations). Use this section to confirm whether an export permit is required and that it is obtained and on file before dispatch.
Consistency check
Confirm that the products, HS codes, quantities, consignee, and end user shown on the export permit match the commercial invoice, packing list, and transport documents.
3. Import licence or permit (if applicable)
4. Product specific certificates
For example, health, safety, veterinary, phytosanitary, technical compliance.
5. Preferential origin documentation
For example, under a free trade agreement, where applicable.
Consistency checks
Before you move on, confirm that:
HS codes used on customs declarations match your internal product classifications and are consistent on invoices and other required documents.
Important notes
The first 6 digits of a 10 digit Harmonized System (HS) code are used internationally. You can usually identify them using tools such as Canada Post's Find an HS Code tool, or the full CBSA customs tariff.
The last 4 digits are country specific and must be looked up using the tariff schedule or HS classification system of the destination country. In many cases, your buyer or their customs broker can provide the correct 10 digit code for their market.
If you are exporting to a country that has a free trade agreement (FTA) with Canada, you can also use the Canada Tariff Finder to look up the full 10 digit HS code and applicable tariff treatment. To be considered for preferential tariff treatment under an FTA, you may need to register with the appropriate authority and provide proof that your goods meet the agreement's rules of origin.
Country of origin, declared values and Incoterms are consistent across commercial, transport and customs documents.
Supporting and financial documents
Track documents that support payment, insurance and quality assurance.
1. Insurance certificate (cargo or project related)
2. Payment instrument
For example, letter of credit, bank collection, open account terms.
3. Inspection or quality control reports (if applicable)
4. Other supporting documents
For example, warranties, guarantees, technical manuals, certificates requested by buyer.
Final consistency and pre dispatch checks
Before the goods are dispatched or a service project is formally started, confirm that key details line up across all documents.
Tick each box once confirmed:
Final sign-off
What you do next
Save each completed checklist with the shipment or project documentation (physical file, shared drive, or document management system) so you have a clear record of the checks you performed.
After each shipment, note recurring issues (for example, missing certificates, mismatched HS codes, delays in obtaining signatures) and adjust your internal procedures and templates to reduce repeat errors.
For broader legal and regulatory review, use this checklist with the Compliance Checklist and the Regulatory Compliance Checklists, and consult your customs broker, freight forwarder, and other professional advisors as needed.
Additional Information
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