Import Documents Checklist: Invoice, Packing List, B/L, COO, CE DoC
The short answer
Every workwear shipment needs at least six documents: a commercial invoice, a packing list, the transport document (bill of lading or air waybill), a certificate or declaration of origin, an insurance certificate, and — for certified protective clothing — the CE Declaration of Conformity with its test reports. Add the certificate of origin and any labelling evidence if you are claiming a preferential duty rate.
Missing or inconsistent documents are the single most common reason a container sits at the port, and demurrage costs more than every document on this list combined.
Last updated: September 2026.
Key takeaways
- The invoice and packing list must agree exactly. Weights, carton counts and values that differ trigger examinations.
- Origin paperwork decides your duty rate. Without it you pay the standard rate automatically.
- PPE needs more than the goods — the technical file, test reports and the CE Declaration of Conformity travel with the shipment.
- FBA shipments need Amazon-specific labels on top of the standard import documents.
- Keep a digital copy of everything for at least five years for audits and warranty claims.
1. Core documents for every shipment
| Document | Issued by | Purpose | Common mistake |
|---|---|---|---|
| Commercial invoice | Supplier | Customs valuation and duty calculation | Value not matching the payment terms |
| Packing list | Supplier | Physical verification of the cargo | Carton count differs from the B/L |
| Bill of lading or air waybill | Carrier | Title to the goods and release | Consignee name inconsistent |
| Certificate of origin | Chamber of commerce or approved body | Preferential duty treatment | Not applied for, so full duty is paid |
| Insurance certificate | Insurer | Cover for loss and damage | Cover limited to minimum terms |
| Fumigation / ISPM 15 certificate | Supplier or pallet supplier | Wooden pallet compliance | Untreated pallets refused entry |
| Test reports and CE Declaration of Conformity | Manufacturer or lab | PPE compliance evidence | Reports name a different style |
| Commercial invoice declaration | Exporter | Confirms origin and value statements | Missing signature or date |
2. Documents specific to protective workwear
| Requirement | Applies to | What customs or the market authority expects |
|---|---|---|
| EU Declaration of Conformity | PPE placed on the EU market | Signed statement naming the standard and the manufacturer |
| Test reports | Hi-vis, FR, anti-static, chemical protection | Reports for the finished garment, not just the fabric |
| Notified body certificate | PPE Category III | Only for products requiring third-party approval |
| Care and content labels | All garments | Fibre composition and care instructions per market rules |
| Standard marking on the garment | Certified PPE | Standard number and performance class printed on the product |
| Technical file | Manufacturer's responsibility | Must be available on request for ten years |
3. Amazon FBA-specific requirements
| Item | Requirement | Why it matters |
|---|---|---|
| FNSKU labels | One per unit, covering any barcode | Without it the units cannot be received |
| Polybag with suffocation warning | Bags over 12.7 cm must carry the warning | Non-compliant bags are rejected |
| Bundle or set labelling | The bundle barcode must match the ASIN | Otherwise units are counted as separate items |
| Carton weight | Under 22.7 kg unless marked Team Lift | Overweight cartons are refused |
| Carton dimensions | Longest side under 63.5 cm | Oversize handling fees apply |
| Packing list in each carton | One list per shipment | Speeds receiving and resolves discrepancies |
| Importer of record and duty | Amazon is not the importer | Duty and clearance remain your responsibility |
4. The pre-shipment checklist
Print this and work through it before the container leaves the factory:
- Invoice issued in the buyer's legal name, matching the purchase order number
- Packing list showing cartons, pieces, sizes and gross weight per carton
- Bill of lading consignee matching your customs registration
- Certificate of origin applied for if a preferential rate is available
- Insurance certificate covering CIF value plus 10%
- ISPM 15 stamp on every wooden pallet
- CE Declaration of Conformity and test reports for certified garments
- Care, content and standard markings verified on the physical sample
- Carton marks matching the packing list, including SKU and size ranges
- Digital copies sent to your broker before the vessel departs
5. Frequently asked questions
What documents do I need to import workwear from China?
At minimum: a commercial invoice, packing list, bill of lading or air waybill, insurance certificate, and origin documentation. Certified protective clothing also requires the CE Declaration of Conformity and test reports. FBA shipments need FNSKU and carton labels as well.
What is the CE Declaration of Conformity and do I need it?
It is the manufacturer's signed statement that a PPE product meets the applicable standard. For certified workwear sold in the EU or UK it is mandatory, and it must name the product and the standard rather than referring to a generic category.
Can customs clear my shipment without a certificate of origin?
Yes, but you will pay the standard duty rate instead of a preferential one. If your origin qualifies for a reduced rate, the certificate is worth applying for on every shipment.
Who prepares the packing list?
The supplier, based on the actual packing. It must match the bill of lading and the invoice exactly; discrepancies are one of the most common causes of inspection delays.
Do I need a fumigation certificate for garment shipments?
Only if you use wooden pallets or wooden packaging. They must be ISPM 15 treated and stamped. Carton-only shipments do not require it.
How long should I keep import documents?
At least five years in most markets, and longer for PPE technical files, which manufacturers must retain for ten years in the EU. Keep digital copies of everything, including correspondence.
Have the document pack prepared with your order
Tell us the destination market and whether you are importing for resale or into Amazon FBA, and we will confirm the document set with your quotation and send the commercial documents as soon as the shipment is booked.
