Many import problems begin before the carrier receives the cargo. An incomplete product description, inconsistent invoice, missing marking, or unclear delivery term can lead to questions and costs much later—when changing the shipment is difficult.
A disciplined pre-shipment review gives the importer, supplier, customs broker, and logistics provider one last opportunity to align the transaction before departure.
1. Confirm the product details
Commercial documents should describe what the goods actually are, not just use an internal part number or broad label such as “parts,” “samples,” or “equipment.” Confirm:
- Product name and plain-language description.
- Material composition and intended use.
- Model, part number, and brand where applicable.
- Quantity and unit of measure.
- Country of manufacture.
- Unit price, total price, currency, and payment terms.
The description should be consistent across the purchase order, commercial invoice, packing list, transport instructions, and any permits or certificates.
2. Review classification, origin, and value
Tariff classification affects duties, admissibility requirements, trade remedies, and statistical reporting. Origin can affect marking and eligibility for preferential tariff treatment. Customs value may require more than simply copying the invoice total.
Importers should review these items before shipping and retain the reasoning and supporting records. In the United States, U.S. Customs and Border Protection provides importer guidance; Canadian businesses can consult the Canada Border Services Agency guide to importing commercial goods.
When the answer is uncertain, involve a qualified customs broker or trade professional before the cargo departs.
3. Check product-specific requirements
The customs entry is only one part of import compliance. Depending on the goods and destination, additional rules may apply to:
- Safety, testing, and certification.
- Food, agriculture, health, or environmental controls.
- Electrical, radio-frequency, or energy-efficiency standards.
- Chemical or hazardous-material declarations.
- Labeling, language, and country-of-origin marking.
- Wood packaging and treatment marks.
- Sanctions, restricted parties, quotas, or import licenses.
Do not assume the supplier is responsible for destination-market compliance unless that responsibility is clearly agreed and verified.
4. Align the commercial responsibilities
Confirm the agreed Incoterm and named location. Then translate it into operational instructions:
- Who books the pickup and main freight?
- Who completes export clearance?
- Who pays origin and destination terminal charges?
- Who arranges insurance?
- Who is the importer of record?
- Who pays duties and taxes?
- Is unloading included at the final destination?
A three-letter term is useful only when every party understands how it applies to the actual route.
5. Validate the document package
The required documents vary, but a typical review may include:
- Commercial invoice.
- Packing list.
- Bill of lading, sea waybill, or air waybill instructions.
- Certificate or statement of origin.
- Export declaration or license information.
- Product certificates, test reports, or permits.
- Insurance certificate when required.
- Dangerous-goods documentation when applicable.
Names, addresses, quantities, weights, values, and references should agree across documents. Resolve discrepancies before originals are issued or data is transmitted to the carrier.
6. Verify packaging and physical details
Freight quotes and bookings depend on accurate information. Confirm the final:
- Number and type of packages.
- Gross and net weight.
- Dimensions and total volume.
- Stackability and handling restrictions.
- Pallet and wood-packaging compliance.
- Marks, labels, and purchase-order references.
- Temperature, moisture, security, or hazardous-material needs.
Photographs of the packed cargo can help verify marks and condition while creating a useful shipment record.
7. Confirm the route and delivery plan
Check that the selected service matches the commercial requirement rather than relying only on the lowest freight quote. Review:
- Planned pickup and departure dates.
- Direct versus transshipment routing.
- Port, airport, and carrier constraints.
- Estimated customs-clearance timing.
- Free time and potential storage or demurrage exposure.
- Delivery appointment and receiving hours.
- Contacts responsible for exceptions.
Share the plan with the destination warehouse or customer before arrival.
The final 48-hour review
Before cargo handoff, ask five simple questions:
- Are the product, value, origin, and classification details complete?
- Are all required documents and approvals available?
- Do the physical cargo details match the booking?
- Does each party understand its responsibility and cost?
- Is someone assigned to monitor the shipment and respond to exceptions?
A pre-shipment checklist cannot eliminate every delay, but it can prevent avoidable surprises and create a stronger record of how the import was planned.
MGCC helps businesses coordinate sourcing, documentation, transportation, and trade requirements before goods move. Contact MGCC to discuss an upcoming import or export shipment.
This checklist provides general information and is not legal, customs, tax, or regulatory advice.
