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1. Shipping documents
Shipping documents are prepared by you or your freight forwarder. They allow the shipment to pass through customs, to be loaded onto a carrier, and be transported to the destination. Key shipping documents include:
a commercial invoice;
a special packing or marking list;
a certificate of origin;
a certificate of insurance; and
a bill of lading
An ocean bill of lading is a negotiable instrument and as such can actually be bought and sold among parties. Who ever possesses the ocean bill of lading owns the goods. The other bills of lading, including the airway bill, are not negotiable. They are contracts of carriage whereby the carrier identifies terms, conditions and responsibilities to deliver the goods to the consignee without implications for ownership of the shipment.
Your shipment also needs an insurance document. Goods shipped by sea are typically insured for 110% of their value, to compensate for the extra costs involved in replacing lost goods.
2. Collection documents
Probably the most important collection document is the commercial invoice, which describes the goods in detail and lists the amount owing by the foreign buyer. This form is also used for customs records and must include:
the date of issue;
the names and addresses of the buyer and seller;
the contract or invoice number;
a description of the goods and the unit price;
the total weight and number of packages;
shipping marks and numbers; and
the terms of delivery and payment.
Other collection documents include:
certificates of origin;
certificates of inspection, used to ensure that goods are free from defect, and
import and export licences as required (for example, a NAFTA certificate of origin).
You can check exportsource.ca for resources on documents and other shipping needs.