Incoterms and Documentation Requirements

Proper documentation is essential in international trade transactions. Understanding documentation requirements under different Incoterms rules helps ensure smooth trade operations.

Common Documentation Requirements

Transport Documents

• Bill of Lading (B/L)
• Air Waybill (AWB)
• Road Consignment Note
• Rail Consignment Note
• Multimodal Transport Document

Commercial Documents

• Commercial Invoice
• Packing List
• Certificate of Origin
• Quality Certificate
• Insurance Certificate

Documentation by Incoterm

FOB (Free on Board)

Under FOB, the seller must provide:

• Commercial invoice
• Packing list
• Export license (if required)
• Certificate of origin
• Transport document to port

CIF (Cost, Insurance, and Freight)

Under CIF, the seller must provide:

• All FOB documents
• Bill of Lading
• Insurance certificate
• Freight documentation

Best Practices

• Prepare documents in advance
• Ensure accuracy and completeness
• Check document requirements
• Maintain proper records
• Use electronic documentation when possible

Common Challenges

• Missing or incorrect documents
• Language barriers
• Different country requirements
• Document processing delays
• Cost of documentation

Document Management

• Digital storage systems
• Document tracking
• Version control
• Access management
• Retention policies