Export Documents Checklist for China-to-Africa Shipments

An export documents checklist keeps your shipment from getting stuck at the African port. The core set is a proforma invoice, a commercial invoice, a packing list, a bill of lading or airway bill, and, when needed, a certificate of origin and inspection papers. Small mistakes in these papers cause most clearance delays. Requirements differ by country and product, so use this list as a starting point and confirm with your buyer and forwarder. This is general information, not legal advice.

The core documents and who needs them

• Proforma invoice: the price offer you send before the order is paid. The buyer uses it to arrange payment, and often to apply for import approvals.
• Commercial invoice and packing list: the commercial invoice is the official sales record; the packing list shows what is in each carton. Customs in both countries use them.
• Bill of lading (sea) or airway bill (air): the transport document from the carrier. For sea freight, the buyer usually needs it to collect the goods.
• Export customs declaration: your China export clearance. Your forwarder or customs broker usually prepares it. Confirm the process with them.
• Insurance certificate: needed if you sell on CIF terms.
• Sales contract or purchase order: the agreement behind the shipment.

Commercial invoice and packing list: get the details right

The commercial invoice and packing list must match each other and the goods. Include: seller and buyer full names and addresses, product description in plain words, HS code, quantity, unit price, total value, currency, Incoterm, country of origin, weights and carton marks. Use the real price. Under-declaring value is illegal.

The product description must be specific. "Machine parts" is too vague. "Stainless steel pump impeller, 50 mm" is better. For more on codes and duty, read what your African buyer really pays in duties, VAT and landed cost.

Bill of lading: check before you release it

The bill of lading names the shipper, consignee and notify party. Spelling mistakes in these names can block the buyer from collecting the cargo. Check container number, seal number, port of loading, port of discharge and goods description against your invoice. Agree in advance whether the buyer needs original bills, a telex release or a sea waybill. Ask your forwarder to explain the options, and see FOB vs CIF quotes for how terms change who books the shipping.

Certificate of origin China

A certificate of origin China shows where the goods were made. Some African buyers need it for customs or for specific tariff treatment. In China, such certificates are normally issued through authorised bodies, and your forwarder or local trade council office can tell you the process. The needed type can depend on the destination and on any trade agreement. Do not assume a certificate gives a lower duty; the buyer's customs authority decides. Confirm requirements with your buyer.

Pre-shipment inspection and conformity papers

Some African countries ask for pre-shipment inspection or a product conformity certificate before goods leave China. These programmes differ by country, product and sometimes by time. Ask your buyer early: do they need a certificate, which body issues it, and who pays? Inspection can add days or weeks, so plan the production schedule around it.

Nigeria is a good example. Goods in many product groups need SONCAP certification, with a Product Certificate and a SONCAP Certificate. SON authorises independent firms to provide this service, and the list of firms can change. Read our guide SONCAP certificate for Chinese exporters, and check with SON for the current process.

Separately, you can arrange your own quality check before shipping. Inspect a sample of finished goods, packing and carton marks, and keep the inspection report and photos. This protects you in a dispute.

Destination-specific extras

Besides the core set, the importer may need local papers, such as import approvals, product registrations or permits for regulated goods like food, medicine, chemicals or telecom equipment. In some countries the importer must register the shipment with authorities before shipping. You may need to send documents to the buyer's bank or agent early. Ask your buyer for a full list of what they need from you, in writing, before you confirm the order.

Common errors that delay clearance

1. Names and addresses that differ between the invoice, packing list and bill of lading.
2. Different quantities or weights across documents.
3. Vague goods descriptions or wrong HS code.
4. Missing or expired certificates.
5. Invoice value that does not match the contract or payment.
6. Missing country-of-origin statement.
7. Late document delivery. Buyers sometimes cannot clear goods until papers arrive.
8. Poor carton marking, so goods cannot be matched to the packing list.

Do a final cross-check before sending: one person reads all documents side by side. Also see low MOQ strategy for African importers, because mixed orders need very careful packing lists.

Frequently asked questions

Who prepares these documents? You prepare the invoice, packing list and proforma. Your forwarder or broker usually helps with the customs declaration and transport documents.

Do I need a certificate of origin for every shipment? Not always. It depends on the destination country, the product and the buyer's needs. Ask the buyer.

How long should I keep shipping documents? Follow your company policy and Chinese rules; ask your accountant. Keeping full records is a good habit in any case.

What if a document has a mistake after shipping? Tell your buyer and forwarder at once. Corrections are easier before the vessel arrives.

Getting started

Make a standard document template for your factory and a checklist for each order. Ready to reach buyers? Apply as a supplier on Comilmart — there are no listing fees to get started.