International Shipping Documentation Checklist for Indonesian Business

Proper documentation is the foundation of successful international shipping from Surabaya. Missing, incomplete, or incorrect paperwork causes the majority of customs delays, unexpected fees, and shipment holds that frustrate businesses and disappoint customers.

This comprehensive checklist walks Indonesian businesses through every document required for international shipping, explains what information each document must contain, and provides practical tips to ensure your paperwork is customs-ready from day one.

Why Documentation Matters for Surabaya Businesses

International shipping documentation serves multiple critical purposes that directly impact your business success:

Customs clearance: Destination countries require proper documentation to verify shipment contents, assess duties, and ensure regulatory compliance. Without correct paperwork, your shipment sits in customs limbo.

Legal compliance: Accurate documentation proves you’re following export regulations, import rules, and international trade laws. Errors can result in penalties, seizures, or legal action.

Insurance claims: If damage or loss occurs, complete documentation supports your insurance claim. Missing paperwork often means denied claims.

Customer trust: Professional, accurate documentation demonstrates reliability and competence. It shows international buyers they can depend on your business.

Cost control: Documentation errors lead to storage fees, investigation charges, and return shipping costs that quickly eliminate profit margins.

For Surabaya businesses shipping internationally, mastering documentation is not optional—it’s essential to competitive operations.

Essential Documents: The Complete Checklist

Every international shipment requires specific core documents. Here’s what you need:

1. Commercial Invoice

What it is: The most important document for any commercial international shipment. It’s a detailed bill that describes the transaction between seller (you) and buyer (your customer).

Purpose:

• Proves the transaction’s legitimacy
• Provides customs officials with product information
• Determines duty and tax calculations
• Supports insurance claims if needed
• Serves as a receipt for the buyer

Required information:

Seller details:

• Your business legal name (must match business registration)
• Complete Surabaya address with postal code
• Contact phone number
• Email address
• Tax identification number (NPWP for Indonesian businesses)

Buyer details:

• Recipient’s full legal name (individual or company)
• Complete delivery address with postal code
• Contact phone number
• Email address
• Tax ID or VAT number (if applicable in destination country)

Shipment information:

• Invoice number (unique identifier for this transaction)
• Invoice date
• Purchase order number (if buyer provided one)
• Terms of sale (Incoterms: FOB, CIF, DDP, etc.)
• Payment terms (prepaid, net 30, etc.)
• Reason for export (sale, sample, gift, repair, etc.)

Product details for each item:

• Detailed product description (be specific, not generic)
• Quantity of each item
• Unit of measure (pieces, kilograms, meters, etc.)
• Unit price in agreed currency (usually USD)
• Total value for each line item
• Country of origin/manufacture for each product
• HS code (Harmonized System tariff code) when known
• Weight of each item type

Totals:

• Subtotal of all items
• Shipping/freight charges (if included)
• Insurance cost (if included)
• Other charges (handling, packaging, etc.)
• Grand total value

Critical formatting rules:

• Use letterhead or include your logo for professionalism
• All values in one consistent currency
• Clear, readable font (minimum 10-point)
• No handwritten corrections or additions
• Printed on standard letter or A4 size paper
• Sign and date the invoice
• Include your title/position

Common mistakes to avoid:

• Vague descriptions like “electronic items” instead of “wireless computer mouse, model XYZ-123”
• Undervaluing items to reduce recipient’s duties (this is illegal)
• Rounding values inconsistently
• Missing country of origin
• Forgetting to sign the invoice
• Using abbreviations customs officials won’t understand

Pro tip: Create a template invoice with your business information pre-filled. This ensures consistency and saves time on every shipment.

2. Packing List

What it is: A detailed inventory of everything in your shipment, organized by package.

Purpose:

• Helps customs officials inspect shipments efficiently
• Assists freight handlers in managing cargo
• Supports insurance claims if items are damaged
• Allows recipients to verify they received everything
• Required by most carriers and customs authorities

Required information:

Shipment overview:

• Your business name and address
• Recipient’s name and address
• Date of packing
• Reference number matching commercial invoice
• Total number of packages/cartons

For each package:

• Package number (1 of 5, 2 of 5, etc.)
• Dimensions (length × width × height in cm)
• Gross weight (total weight including packaging)
• Net weight (product weight only, without packaging)
• Package marks or identification numbers

For each item:

• Item description matching commercial invoice exactly
• Quantity in this specific package
• Item dimensions (if relevant)
• Special handling requirements (fragile, this side up, etc.)

Totals:

• Total packages in shipment
• Total gross weight
• Total net weight
• Total volume/cubic meters if relevant

Format considerations:

• Organize by package number for easy reference
• Use the same product descriptions as your commercial invoice
• Include any special markings on packages
• Note any hazardous materials (following proper protocols)

Why both invoice and packing list?

The commercial invoice focuses on value and transaction details. The packing list focuses on physical contents and how items are packed. Both are necessary because customs officials need both perspectives to properly assess and clear your shipment.

3. Certificate of Origin (COO)

What it is: An official document certifying where your products were manufactured or produced.

Purpose:

• Qualifies shipments for preferential duty rates under trade agreements
• Meets import requirements in many countries
• Prevents illegal transshipment
• Required for certain regulated products
• Can significantly reduce or eliminate import duties for your customers

When it’s required:

• Many countries mandate COO for all commercial imports
• Required to claim benefits under free trade agreements (ASEAN, RCEP, etc.)
• Specific industries (textiles, food products, automotive parts)
• High-value shipments
• Products subject to anti-dumping measures

Where to obtain:

For Indonesian businesses, obtain Certificates of Origin from:

Indonesian Chamber of Commerce (KADIN): Issues standard COOs and preferential COOs for ASEAN trade agreements

Ministry of Trade: Issues COOs for certain products and specific trade agreements

Industry associations: Some industries have authorized bodies to issue COOs

Process to obtain COO:

1. Register your business with the issuing authority
2. Prepare required documents (commercial invoice, manufacturing records, etc.)
3. Submit application with shipment details
4. Pay applicable fees (typically Rp 50,000-200,000 per certificate)
5. Receive stamped, certified COO (usually within 1-3 business days)

Required information on COO:

• Exporter (your business) name and address
• Importer (buyer) name and address
• Description of goods
• HS codes
• Quantity and value
• Country of origin
• Manufacturing location
• Declaration that goods qualify as Indonesian origin

Origin criteria:

Products qualify as Indonesian origin if:

• Wholly produced or manufactured in Indonesia, OR
• Substantially transformed in Indonesia (typically 40%+ value added)

ASEAN and trade agreement benefits:

Indonesia participates in several preferential trade agreements:

ASEAN Free Trade Area (AFTA): Reduced or zero tariffs on qualifying goods shipped between ASEAN member states (Singapore, Malaysia, Thailand, Philippines, Vietnam, Brunei, Myanmar, Laos, Cambodia)

ASEAN-China FTA: Preferential rates for Indonesian goods entering China

ASEAN-Japan EPA: Reduced duties on qualifying products to Japan

ASEAN-Korea FTA: Benefits for shipments to South Korea

RCEP (Regional Comprehensive Economic Partnership): Covers 15 Asia-Pacific countries including Australia and New Zealand

For Surabaya businesses, properly utilizing COO documentation can save customers thousands of dollars in import duties, making your products more competitive.

Pro tip: If you regularly ship to ASEAN countries, get approved as a certified exporter. This allows you to self-certify origin on your commercial invoices instead of obtaining separate COO documents for each shipment.

4. Export License (When Required)

What it is: Government permission to export certain controlled products.

When it’s required:

Most common products do NOT require export licenses. However, licenses are mandatory for:

Controlled goods:

• Certain chemicals and pharmaceuticals
• Telecommunications and encryption equipment
• Military or dual-use technology
• Cultural artifacts and antiques
• Precious metals and gemstones (in certain circumstances)
• Endangered species products (CITES-regulated items)

Strategic goods:

• Advanced technology components
• Items with potential military applications
• Certain software and technical data

Quota-restricted products:

• Some agricultural products during shortages
• Minerals and natural resources with export limits

How to determine if you need one:

Check with:

• Ministry of Trade (Kementerian Perdagangan) – primary authority
• Industry-specific regulators (BPOM for food/drugs, Ministry of Agriculture for plants/animals)
• Indonesia National Single Window (INSW) system

Application process:

1. Verify your product requires a license
2. Gather required documentation (business registration, product details, etc.)
3. Submit application through INSW portal
4. Pay applicable fees
5. Await approval (timeframe varies: 3 days to several weeks)
6. Receive electronic license

Important: Apply for export licenses well before your shipping deadline. Some licenses require extensive documentation and review periods.

5. Product-Specific Certifications

Certain products require additional documentation proving compliance with safety, quality, or regulatory standards:

Food products:

• BPOM (Indonesian FDA) registration and certification
• Halal certification (mandatory for many Muslim-majority destination countries)
• Health certificate from local health authority
• Phytosanitary certificate (for plant-based foods)
• Free sale certificate (proves product is legally sold in Indonesia)

Cosmetics and personal care:

• BPOM notification or registration
• Ingredient safety documentation
• Product testing results
• Manufacturing facility certification

Electronics:

• Safety certification (relevant standards: SNI, CE, FCC, etc.)
• Compliance documentation (RoHS, REACH for European markets)
• Product testing reports
• User manuals and safety warnings in destination language

Textiles and garments:

• Fiber content certification
• Flammability testing (for children’s products)
• Chemical compliance (many countries restrict certain dyes)
• Factory audit certificates (for major retailers)

Medical devices and healthcare products:

• Regulatory approval from destination country
• Quality management system certificates (ISO 13485)
• Safety and performance documentation
• Instructions for use in local language

Handicrafts and wood products:

• Forestry certification (if using protected wood species)
• CITES permit (for products containing protected species)
• Cultural heritage clearance (for antique or culturally significant items)

Agricultural products:

• Phytosanitary certificate from Ministry of Agriculture
• Pest-free certification
• Origin and variety certification
• Fumigation certificates (when required)

Pro tip: Research destination country requirements early. Obtaining some certifications can take months, so plan ahead for new products or new markets.

6. Shipper’s Letter of Instruction (SLI)

What it is: A document providing detailed shipping instructions to your freight forwarder or carrier.

When it’s used: Primarily when working with freight forwarders who handle logistics on your behalf.

Required information:

• Shipper (your business) details
• Consignee (recipient) details
• Description of goods
• Packaging details
• Value and weight
• Special handling requirements
• Insurance instructions
• Delivery preferences

For Surabaya businesses using Cakra Express, we handle much of this documentation for you, but having SLI prepared ensures nothing is missed.

7. Air Waybill (AWB) or Bill of Lading

What it is: The transport contract and receipt for your shipment.

Air Waybill (AWB): For air freight shipments

Bill of Lading: For sea freight shipments

Purpose:

• Proves carrier received your shipment
• Serves as contract of carriage
• Required for customs clearance
• Tracking reference number

Who provides it: Your carrier (FedEx, DHL, UPS, etc.) or freight forwarder generates this upon accepting your shipment.

Your responsibility: Ensure all information on the AWB/Bill of Lading matches your commercial invoice and packing list exactly.

Special Documentation Scenarios

Certain situations require additional documentation beyond standard requirements:

Samples and No Commercial Value Shipments

For product samples sent for evaluation (not for sale):

Required documents:

• Pro forma invoice (instead of commercial invoice)
• Clearly marked “SAMPLES – NO COMMERCIAL VALUE”
• Description of items and their representative value
• Statement of purpose (“for evaluation,” “for testing,” etc.)
• Return guarantee if applicable

Value considerations:

• Declare realistic sample value (what they’d be worth if sold)
• Some countries have limits on sample values (often $100-800 USD)
• Samples exceeding limits may incur duties

Gifts

For genuine gifts to individuals:

Required documents:

• Gift declaration or gift certificate
• Commercial invoice showing “GIFT” and zero commercial value
• Description of items
• Gift recipient information

Restrictions:

• Most countries limit gift values before duties apply
• Multiple gifts to same person may raise suspicions
• Commercial goods disguised as gifts risk penalties

Temporary Exports (Trade Shows, Repairs)

For items being sent temporarily with intent to return:

Required documents:

• ATA Carnet (international customs document for temporary imports)
• Temporary export permit
• Return guarantee bond
• Proof of trade show registration or repair authorization

Process: Complex and requires advance planning. Consult customs broker or specialized logistics provider.

Hazardous Materials

For dangerous goods (batteries, chemicals, pressurized containers, flammable items):

Required documents:

• Dangerous Goods Declaration
• Material Safety Data Sheet (MSDS)
• Shipper’s Declaration for Dangerous Goods
• UN classification and proper shipping name
• Emergency response information

Restrictions: Many carriers limit or prohibit certain hazardous materials. Always declare hazardous contents honestly—concealing them is illegal and dangerous.

Step-by-Step: Preparing Your Documentation

Follow this process to ensure complete, accurate documentation for every shipment:

Step 1: Gather Product Information

Before creating any documents, compile:

• Exact product descriptions
• HS codes for each item
• Country of origin/manufacture
• Accurate weights and dimensions
• Unit values in USD or agreed currency
• Any applicable certifications or permits

Step 2: Create Commercial Invoice

Using your template or accounting software:

• Fill in all required fields completely
• Double-check product descriptions are specific
• Verify calculations are correct
• Ensure values reflect true market prices
• Sign and date the invoice
• Make 4 copies (carrier, customs, customer, your records)

Step 3: Prepare Packing List

As you pack items:

• List every item in each box/package
• Number packages sequentially
• Weigh each package (gross and net)
• Measure package dimensions
• Note any special markings
• Create 3 copies (carrier, customs, your records)

Step 4: Obtain Certificate of Origin (if required)

If your destination requires COO:

• Verify you have current registration with issuing authority
• Submit application with commercial invoice
• Pay fees
• Collect stamped COO
• Attach original to shipment documents

Step 5: Verify Product Certifications

Check that you have:

• Current BPOM certificates (for food/cosmetics)
• Safety certifications (for electronics)
• Any destination-specific requirements
• Make copies for shipment

Step 6: Complete Carrier Documentation

When arranging pickup or drop-off:

• Provide carrier with commercial invoice
• Provide packing list
• Declare accurate value for insurance
• Complete any carrier-specific forms
• Retain tracking number and reference

Step 7: Document Organization

Organize documents in this order:

1. Commercial invoice (original plus copies)
2. Packing list (original plus copies)
3. Certificate of Origin (if applicable)
4. Product certifications (copies)
5. Other permits or licenses (copies)

Document placement:

• One complete set in clear plastic pouch attached to outside of shipment
• One complete set inside the shipment (in case exterior documents are damaged)
• One complete set for your business records
• One set goes to carrier

Common Documentation Mistakes to Avoid

Surabaya businesses shipping internationally often encounter these avoidable errors:

Mistake 1: Generic Product Descriptions

Wrong: “Electronic items”
Right: “Wireless Bluetooth computer mouse, model M720, brand Logitech”

Why it matters: Vague descriptions cause customs delays while officials investigate exactly what you’re shipping. Specific descriptions allow immediate classification and clearance.

Mistake 2: Inconsistent Information Across Documents

Commercial invoice says “10 pieces,” packing list says “12 pieces,” actual shipment contains 11 pieces.

Solution: Create all documents from the same master data. Double-check quantities and descriptions match exactly across all paperwork.

Mistake 3: Missing Signatures and Dates

Unsigned invoices or undated documents appear incomplete or suspicious.

Solution: Always sign invoices in ink (digital signatures acceptable for some carriers). Date all documents on the actual shipping date.

Mistake 4: Undervaluing Goods

Declaring $50 value for items worth $500 to reduce recipient’s duties.

Consequences:

• Customs seizure of shipment
• Heavy fines (often 3-5x the undervalued amount)
• Criminal charges for fraud
• Denial of insurance claims
• Blacklisting from international shipping

Solution: Always declare accurate market values. If customers ask you to undervalue, politely explain the serious legal risks and refuse.

Mistake 5: Incomplete Addresses

Missing postal codes, unclear street names, abbreviated addresses.

Solution: Request complete addresses from international customers including:

• Full recipient name
• Company name (if business)
• Street address with building/unit numbers
• City/town
• State/province
• Postal/ZIP code
• Country
• Phone number

Mistake 6: Wrong HS Codes

Using incorrect tariff classifications.

Consequences: Wrong duty calculations, customs investigations, shipment delays.

Solution: Use official HS code lookup tools. When uncertain, consult a customs broker. HS codes are product-specific and can be complex.

Mistake 7: Missing NPWP on Invoices

Indonesian tax ID number (NPWP) often required for commercial shipments from Indonesia.

Solution: Include your business NPWP on all commercial invoices.

Mistake 8: Expired Certificates

Using outdated BPOM certificates, COOs, or product certifications.

Solution: Maintain a tracking system for certificate expiration dates. Renew well before expiry.

Mistake 9: Handwritten Corrections

Making pen changes to printed documents.

Solution: If you discover an error, print a corrected version. Never make handwritten changes to formal documents.

Mistake 10: Forgetting Country-Specific Requirements

Each destination has unique documentation rules.

Solution: Research destination country requirements before shipping. Keep a reference guide for countries you frequently ship to.

Electronic Documentation and Digital Options

Modern shipping increasingly uses electronic documentation:

Electronic Data Interchange (EDI)

Major carriers support electronic submission of customs documentation:

Benefits:

• Faster processing
• Fewer errors (data validation)
• Automatic compliance checks
• Digital record keeping
• Reduced paper waste

How to use:

• Set up EDI with your carrier
• Submit data electronically when booking shipments
• System generates required documents automatically

Digital Certificates

Some countries accept digital/electronic versions of:

• Certificates of Origin (eCoO)
• Phytosanitary certificates
• Health certificates

Indonesia National Single Window (INSW): Provides electronic export documentation services for registered businesses.

Blockchain Documentation

Emerging technology for secure, verified digital documentation:

• Tamper-proof records
• Instant verification
• Reduced fraud risk
• Faster customs processing

Some major carriers are piloting blockchain solutions for international shipping documentation.

When to Get Professional Help

Consider working with customs brokers or freight forwarders when:

Your shipment is complex:

• Multiple product types
• High value (over $10,000 USD)
• Hazardous materials
• Regulated products (medical, food, chemicals)

You’re entering new markets:

• First shipment to a country
• Unfamiliar with destination regulations
• Language barriers

Time is critical:

• Tight delivery deadlines
• Cannot afford customs delays
• High-value customer relationships at stake

Recurring shipments:

• Regular exports to same destinations
• High shipping volume
• Need systematic documentation processes

At Cakra Express, we provide customs assistance as part of our service for Surabaya businesses. We help ensure your documentation is complete and correct before shipment, reducing delays and complications.

Creating Your Documentation System

Establish efficient processes for consistent, accurate documentation:

Build Document Templates

Create fillable templates for:

• Commercial invoices (with your business info pre-filled)
• Packing lists (with standard formatting)
• Declaration statements
• Cover letters

Tools: Microsoft Word, Excel, Google Docs, or specialized logistics software.

Maintain Product Database

Keep digital records of:

• Complete product descriptions
• HS codes
• Countries of origin
• Standard unit values
• Weight and dimension specifications
• Required certifications

This allows quick, accurate document creation for repeat products.

Document Checklist

Create destination-specific checklists:

Example – Shipping to Japan:

• [ ] Commercial invoice (3 copies)
• [ ] Packing list (2 copies)
• [ ] Certificate of Origin (if claiming ASEAN FTA benefit)
• [ ] Product safety certificate (for electronics)
• [ ] Japanese customs form (carrier provides)

Digital Organization

Maintain electronic copies of:

• All certificates and licenses
• Historical invoices and packing lists
• Carrier receipts and tracking
• Correspondence with customs

Benefits: Quick reference, easy retrieval, backup if physical documents are lost.

Quality Control Process

Before every shipment:

1. Review all documents for completeness
2. Verify information matches across documents
3. Check signatures and dates
4. Confirm all required certificates attached
5. Have a second person review (if possible)

Training Your Team

If multiple people handle shipping:

• Document your processes clearly
• Provide training on documentation requirements
• Share templates and checklists
• Review common mistakes regularly
• Update procedures when regulations change

Staying Current with Requirements

International shipping documentation requirements change regularly:

Monitor Regulatory Updates

Key sources:

• Indonesian Ministry of Trade announcements
• Destination country customs websites
• Trade association bulletins
• Carrier notifications

Recommendation: Designate someone to monitor updates monthly.

Join Industry Associations

Memberships provide:

• Regulatory updates
• Training opportunities
• Networking with experienced exporters
• Access to experts

Relevant associations:

• Indonesian Chamber of Commerce (KADIN)
• Industry-specific trade groups
• Export development organizations

Work with Knowledgeable Partners

Shipping partners like Cakra Express stay current on documentation requirements and can alert you to changes affecting your shipments.

Document Your Learning

When you encounter new requirements or solve documentation challenges:

• Update your procedures
• Add notes to your checklists
• Share knowledge with your team
• Keep examples for reference

Conclusion

Proper documentation is non-negotiable for successful international shipping from Surabaya. While the paperwork may seem overwhelming at first, establishing clear processes and using templates makes documentation manageable and routine.

The investment in getting documentation right pays immediate dividends: faster customs clearance, fewer delays, lower costs, happier customers, and reduced stress. Surabaya businesses that master documentation gain a significant competitive advantage in international markets.

Start with the essentials—commercial invoice, packing list, and Certificate of Origin. Build templates, create checklists, and refine your process with each shipment. Consider the documentation expertise available through professional shipping partners to bridge knowledge gaps while you develop internal capabilities.

Most importantly, never cut corners on documentation accuracy. The short-term savings from undervaluing goods or using vague descriptions are never worth the long-term risks of penalties, shipment seizures, or damaged business reputation.

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Need help with documentation for your international shipments? Contact Cakra Express for guidance on preparing proper paperwork for your specific products and destinations. We help Surabaya businesses navigate documentation requirements, reducing delays and ensuring smooth customs clearance.

Cakra Express | International Shipping from Surabaya
Website: cakraexpress.com
WhatsApp: +62 838-3102-5300
Email: cakraexp@gmail.com
Office: Jl. Wonorejo Timur Baru (Green Lake E-21), Surabaya