Use this list before sending a shipment file. It highlights frequent inconsistencies without replacing the operational or customs validation required for the actual cargo.
Updated: 31 July 2026
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Start with three checks across every document
Party names, quantities and values are identical throughout the file.
Weights, dimensions and package counts match the cargo actually handed over.
Restrictions, batteries, liquids, regulated products or temperature needs are disclosed before booking.
01 / IDENTITY
Identify the flow and responsibilities
These details establish who provides the data, who completes formalities and where the requested service ends.
Legal name and address of the shipper.
Legal name and address of the consignee.
Exact collection and delivery addresses.
Expected mode, target date and actual urgency.
Incoterm and named place if already agreed.
Operational contact for each party.
02 / INVOICE
Check the commercial invoice
Generic descriptions or inconsistent totals can delay quotation, declaration and controls.
Invoice number and date.
Seller, buyer and consignee clearly identified.
Precise item description, intended use and material where relevant.
Quantity, unit, unit value, currency and line total.
Country of origin and validated HS/CN code when available.
Incoterm, named place and separately stated costs where required.
EORI, VAT or other identifiers required for the file.
03 / PACKING
Align the packing list
The carrier and operations team must be able to connect each commercial line to the cargo handed over.
Number and type of packages, pallets, cases or handling units.
Gross and net weight per package or package group.
Dimensions and total volume.
Marks, package numbers and purchase-order reference.
Item distribution across packages.
Packing type, stackability and handling constraints.
04 / ACCEPTANCE
Disclose constraints before booking
Acceptance depends on the cargo, packing, mode, carrier and supporting documents.
Batteries, liquids, magnets, aerosols or other regulated products declared.
SDS, UN number, certificates or tests available where applicable.
Temperature, sensitivity, high value or security requirements stated.
Collection/delivery access, hours, tail lift or appointment requirements stated.
Packing and label photographs available for special cargo.
05 / CUSTOMS
Prepare border data
Responsibilities and documents vary with direction, mode and the party acting as exporter or importer.
France/Europe to China export: exporter, EORI and declaration data identified for FEESGO-coordinated air or sea files.
Customs office, office of exit and transport references confirmed at the relevant stage.
China to France import: importer, EORI/VAT and customs representative identified before arrival.
For Paris-CDG or Le Havre: arrival documents, release, delivery instructions and charges/free time tracked for the shipment.
Licences, standards, controls or specific authorisations verified by the responsible party.
06 / CONSISTENCY
Run a final check before handover
A final comparison prevents transport, customs and the consignee from working with different versions.
Same quantities, weights, values and descriptions in invoice, packing list and instructions.
Clear filenames with one final version for each document.
Legible scans, complete pages and signatures where required.
Changes highlighted instead of silently replacing a document.
Validation owner and next action clearly stated.
RELATED / 03
Related services when required
NEXT / REVIEW
Ask the team to review the available information
Attach the invoice, packing list and known constraints to the request. The team will identify what is still needed for the review.
