Essential Shipping Documents: A Complete Guide for Businesses Handling Domestic & International Shipments

Explore essential shipping documents for domestic and international shipments—and how to manage them efficiently with multi-carrier shipping software.
SendTech Staff Pitney Bowes
10/14/2025 Operational Efficiency

Shipping paperwork might not seem glamorous, but it’s the backbone of smooth logistics. Even the most efficient supply chain can grind to a halt if critical documents are missing, incomplete, or incorrect. From delayed packages and customs seizures to compliance fines and frustrated customers, the risks of overlooking documentation are real.

For businesses handling domestic shipping, these documents ensure shipments are processed, tracked, and delivered without issues. For international shipping, the stakes climb even higher: customs declarations, regulatory compliance, and financial security all hinge on accurate paperwork. A single error could mean weeks of delay or thousands in penalties.

This guide breaks down every essential shipping document you’ll need — both domestic and international — and shows you how to manage them with confidence. Let’s explore exactly what paperwork to prepare, when you need it, and how to avoid costly mistakes.

Table of Contents

What are shipping documents? Why they matter for your business

Shipping documents are the essential forms and records that travel with a package from origin to destination. At their core, they serve three purposes: proof of ownership, instructions for shipping carriers, and records for compliance. Without them, even the most efficient supply chain can quickly run into costly roadblocks.

These documents typically include shipment details like contents, quantity, value, origin, destination, and handling requirements. Depending on the shipment, you might encounter a bill of lading for freight, a packing slip to confirm order accuracy, a commercial invoice to record a sale, or a certificate of origin to prove where goods were manufactured. Each plays a unique role in moving packages through the system smoothly.

Why do they matter so much? Shipping documents ensure that packages are processed, tracked, and delivered without delays. They are critical for customs clearance in international shipping, provide proof of transaction for buyers and sellers, and support accurate inventory tracking.

Domestic shipping often requires fewer documents, while international shipments demand stricter paperwork to meet customs and legal requirements. Up next, we’ll break down the specific documents your business needs to know for domestic shipping.

Essential shipping documents for domestic shipments

Domestic shipping relies on a set of documents that keep packages moving without delays or confusion. These forms and labels ensure shipments are processed, tracked, delivered, and, when necessary, returned with minimal hassle. Even minor errors in documentation can lead to late deliveries, unhappy customers, or discrepancies in inventory. Broadly, domestic shipping documents fall into two categories: legal/logistical paperwork and operational documents used throughout fulfillment.

Bill of lading (BOL)

The bill of lading is a legally binding transportation contract between the shipper and the carrier, especially critical for freight shipping. It functions as both a receipt for the goods and an agreement on shipping terms. A standard BOL includes shipper and consignee information, origin and destination, carrier details, a unique BOL number, description of goods, and freight class. It also outlines the shipping method, such as full truckload (FTL) or less than truckload (LTL). Both shipper and carrier must sign it, ensuring accountability across the supply chain.

Packing slip

A packing slip, sometimes called a packing list, is included inside the package and details every item shipped. It lists product names, SKUs, quantities, and the order number, along with basic shipping information. This document helps warehouse teams maintain picking accuracy and allows customers to verify order contents at a glance. A well-prepared packing slip not only reduces fulfillment errors but also supports smoother returns and restocking when needed.

Commercial invoice

Although not always mandatory for domestic shipments, a commercial invoice is a valuable record of the transaction between buyer and seller. It typically includes an invoice number, date, seller and buyer details, item descriptions, prices, taxes, totals, and shipping terms. Keeping this document on file makes it easier to manage returns, track sales for accounting, and resolve disputes. Even for domestic shipping, a commercial invoice adds transparency and supports business operations.

Shipping label

Every package requires a shipping label to move through a carrier’s network. Generated by a shipping platform or carrier, it contains the destination and return addresses, shipping carrier and method, service level, tracking number, and barcode for scanning. Because shipping labels are scanned multiple times in transit, they must be clear, accurate, and securely affixed. A misprinted or damaged label is one of the most common reasons for lost or delayed deliveries.

Proof of delivery (POD)

Proof of delivery confirms that a shipment reached its intended recipient. Depending on the carrier, POD might be a signed receipt, a digital signature, or delivery photos captured at the drop-off point.This document is crucial for resolving customer disputes, processing refunds, and protecting against chargebacks. For businesses, keeping POD records helps build accountability and trust with customers while safeguarding revenue.

Return label

Returns are inevitable in ecommerce, and a return label makes the process simple for both customer and business. A pre-generated return label includes the correct return address, the customer’s name or order ID, and a barcode for tracking. Many businesses now include return labels in outbound packages or provide them digitally. Offering this document upfront reduces customer frustration, speeds restocking, and supports accurate inventory management. Some companies also add return instructions and return reason codes, which help warehouse teams quickly identify why an item was sent back and process it more efficiently. Branded return labels even help reinforce customer loyalty.

Key shipping documents required for international shipments

International shipping involves far more than moving goods from one country to another. Businesses must meet strict documentation requirements for customs clearance, regulatory compliance, and payment assurance. Missing even a single document can trigger costly delays, rejected shipments, or fines. To simplify what can feel overwhelming, here’s a breakdown of the most important international shipping documents — what each is, why it matters, and when your business will need it.

Proforma invoice

A proforma invoice is a preliminary bill of sale issued before the transaction is finalized. Buyers use it to secure import licenses, arrange financing, or begin regulatory paperwork. It lists buyer and seller details, product descriptions, estimated prices, terms, expiration dates, and harmonized system codes (HS codes). While not legally binding, proforma invoices set clear expectations and are essential for many B2B international shipments.

Commercial invoice

The commercial invoice is the official bill of sale and a key document for customs clearance. It’s used to calculate duties, taxes, and shipment value. It includes seller and buyer information, product descriptions, unit values, totals, HS codes, origin country, incoterms, and banking details. Customs officers, carriers, and freight forwarders depend on the commercial invoice for critical shipment details and information. Because it is mandatory for nearly all international shipments, an incorrect or incomplete commercial invoice is one of the fastest ways to cause delays or fines.

Export packing list

An export packing list provides a detailed breakdown of cargo. It lists product descriptions, quantities, weights, dimensions, packaging types, SKU codes, UPC codes, and purchase order numbers. Customs authorities and freight carriers use it to confirm shipments match the commercial invoice, while warehouses rely on it for inspections and insurance claims. Without a complete export packing list, international shipments may be delayed for review.

Certificate of origin

A certificate of origin verifies where goods were manufactured. It is often required to determine tariffs, qualify for free trade agreements, or confirm compliance with local laws. Certificates of origin include shipper and consignee details, product descriptions, shipping details, and an official seal or signature — usually from a Chamber of Commerce. Missing or inaccurate certificates can result in rejected shipments.

Certificate of free sale

A certificate of free sale confirms that products are legally sold in the exporter’s country and meet local regulatory standards. It’s commonly required for food, cosmetics, pharmaceuticals, and medical devices. The document lists manufacturer details, product information, and the issuing authority’s approval. Some countries also refer to it as a certificate of export or a certificate to foreign government.

Dangerous goods declaration

The dangerous goods declaration (DGD) is mandatory when shipping hazardous materials such as lithium batteries, aerosols, or chemicals. It must follow IATA regulations for air or the IMDG Code for ocean freight. The form lists the UN number, hazard class, packaging group, and emergency contact information. This document ensures carriers handle dangerous cargo safely; without it, hazardous shipments can be fined, delayed, or refused.

Shipper’s letter of instruction (SLI)

The shipper’s letter of instruction gives freight forwarders clear directions on how to manage a shipment. It typically includes exporter and consignee information, cargo descriptions, and a checklist of documents. While not required for every shipment, freight forwarders often request SLIs to reduce confusion and ensure compliance. They’re especially useful for high-value exports or complex logistics.

Inland bill of lading

An inland bill of lading is used when goods move domestically before export, such as from a warehouse to a port. It acts as a shipping contract and proof that the carrier received the cargo. It includes shipment details, pickup and delivery locations, carrier information, and transport terms. Inland bills of lading are required when an export journey begins with ground or rail transport.

Ocean bill of lading

An ocean bill of lading is the contract of carriage between a shipper and an ocean carrier. It also serves as a receipt of goods and sometimes as a title document. It lists exporter and consignee details, cargo descriptions, weight, vessel name, route, and shipment terms. This document is required for all sea freight shipments and is central to maritime logistics.

Air waybill (AWB)

The air waybill is the equivalent of a bill of lading for air cargo. Issued by the air carrier, it is non-negotiable and serves as both a receipt and a transport contract. An AWB includes shipper and consignee details, airport codes, flight information, declared value, and charges. Every air shipment requires one, and each is assigned a unique AWB number for tracking.

Letter of credit

A letter of credit is a payment guarantee issued by the buyer’s bank. It ensures the seller gets paid once the shipment terms are met. It specifies the amount, parties involved, payment conditions, expiry date, and required documentation. Letters of credit are common in large international deals or when buyers and sellers are unfamiliar with each other.

Insurance certificate

An insurance certificate confirms that goods are covered during international transit. It specifies the insured value, coverage terms, carrier, and claims process. This document protects shippers and buyers against loss, theft, or damage in transit. For high-value or fragile goods, an insurance certificate is strongly recommended.

Export license

An export license is government authorization required for certain goods, especially restricted, dual-use, or regulated products. It includes exporter and consignee information, license number, product classification, and validity period. Export licenses are mandatory for products listed under export control regulations. Shipping without one can result in severe penalties.

How to create and manage shipping documents efficiently

Managing shipping documents manually can feel like a constant game of catch-up. Handwritten shipping forms, spreadsheets, and siloed records often lead to errors, mislabeling, and costly delays. For international shipments especially, a single mistake on customs forms can cause compliance headaches or rejected cargo. These risks make manual processes a weak link in modern shipping operations.

That’s where digital automation comes in. Modern shipping platforms reduce human error by automatically generating shipping labels, customs forms, invoices, and other documents. Instead of juggling paper or disconnected ERPs and CRMs, teams can rely on centralized, cloud-based dashboards that track every shipment in real time. Integrations with ecommerce platforms like Shopify, Amazon, or WooCommerce further eliminate the need for repetitive data entry, speeding up fulfillment.

PitneyShip® makes this process even easier by consolidating shipping documents into one automated workflow. The result: fewer errors, faster processing, and a smoother customer experience from checkout to delivery.

Best practices for managing shipping documents

Most shipping document errors are preventable with the right systems and habits. By putting a few best practices in place, businesses can avoid costly shipping mistakes and keep shipments moving without disruption.

  • Understand destination-specific requirements. Before shipping internationally, research the import/export rules, documentation formats, and restricted goods lists for the destination country.
  • Maintain consistent, organized records. Store shipping details and copies of every shipping document for audits, customer service requests, and dispute resolution.
  • Verify shipping data. Double-check weights, product descriptions, declared values, and harmonized system (HS) codes to prevent customs delays or penalties.
  • Use digital labels and barcodes. Scannable, standardized shipping labels speed up processing and reduce the risk of misrouting.

These habits don’t just reduce errors; they help create a professional shipping experience that builds trust with customers and supports long-term business growth.

Simplify shipping document management with PitneyShip® 

Whether you’re a small startup or a high-volume shipper, managing shipping paperwork manually is time-consuming and error-prone. From customs declarations to packing slips, every shipment adds another layer of complexity. That’s why many businesses turn to PitneyShip® — a multi-carrier shipping platform designed to simplify document workflows and reduce risk.

With PitneyShip®, you can automatically generate essential shipping documents like invoices, packing slips, shipping labels, and customs declarations. All shipping records are stored in a single, searchable dashboard, making it easy to stay organized. Seamless ecommerce integrations with platforms like Shopify, Amazon, and WooCommerce eliminate manual data entry, while built-in safeguards help ensure compliance with both domestic and international shipping regulations.

By centralizing shipping document management, PitneyShip® helps teams ship faster, more accurately, and with greater confidence. It’s the smarter way to handle shipping documents at scale — and a powerful tool for long-term growth.

Shipping Documents FAQs

What’s the difference between a bill of lading and a packing slip?

A bill of lading is a legal contract between the shipper and carrier that confirms goods were handed over for transport. A packing slip lists the contents of a shipment for the recipient.

What happens if my customs forms are incorrect?

Incorrect customs forms can lead to shipment delays, fines, or even seizure of goods. Always double-check details like item descriptions, declared value, and HS codes to avoid issues at the border.

Who issues the bill of lading?

The carrier (such as a shipping line, freight forwarder, or logistics provider) typically issues the bill of lading after they receive the goods for transport. In some cases, the shipper may prepare the document, but it must be validated and signed by the carrier to be legally binding.

Can I ship internationally without a certificate of origin?

Sometimes — it depends on the destination and type of goods. Some countries require a certificate of origin for customs clearance or to qualify for trade agreement benefits. If it’s missing when required, your shipment could be delayed or rejected. Always check the import rules for the destination country.

How long should I keep shipping documents?

Most businesses keep shipping documents for at least 3 to 7 years for tax, audit, and compliance purposes. Check your local regulations and industry requirements, as timeframes may vary.