Missing paperwork is the single most common reason a car sits at the destination port racking up demurrage. Below is the document set we issue on every CarSourceHub export order, and what each one is for.
Core commercial documents - Proforma Invoice (PI): issued before payment. Shows VIN, model, year, price terms (FOB/CIF), port of loading and discharge, and bank details. Your bank needs this for a T/T or to open an L/C. - Commercial Invoice: the final priced invoice used by customs to assess duty. The declared value must match the invoice used for payment. - Packing List: for vehicles this lists the unit, VIN, dimensions and weight, plus any spare parts shipped inside the car. - Sales Contract: signed contract confirming Incoterms, payment stages and delivery timing.
Shipping documents - Bill of Lading (B/L) for container or breakbulk, or a Sea Waybill for RoRo. The original B/L is a title document — you cannot collect the car without it or a telex release. - Booking Note / Shipping Order confirming vessel and ETD. - Marine insurance certificate if you buy on CIF terms.
China export documents - Export Licence for used vehicles: China requires an export licence issued to a licensed used-car exporter. Private sellers cannot legally export. - Customs Export Declaration. - CCIC / CIQ pre-shipment inspection certificate. Many markets (Kenya, Nigeria, Tanzania, UAE re-export, Saudi Arabia) will not clear a car without a recognised pre-shipment inspection. - Certificate of Origin (CO), or FORM E / RCEP certificate where a free-trade agreement lowers your duty rate.
Vehicle documents - Original vehicle registration certificate (for used cars) and the cancellation/deregistration record. - VIN photograph and inspection report showing mileage, accident/flood/fire history and, for EVs, battery state of health. - Certificate of Conformity or homologation letter if your country requires type approval.
Practical tips 1. Ask for scanned copies of all documents before the vessel sails. Errors are cheap to fix pre-departure and expensive afterwards. 2. Check the consignee name matches your import licence exactly, including spelling. 3. If you use an L/C, list only documents you can actually obtain; every extra clause is a chance for a discrepancy. 4. Keep the FTA certificate in mind early — a RCEP or China-ASEAN certificate can cut duty substantially but must be applied for before shipment.
CarSourceHub issues the PI, contract, commercial invoice, packing list and inspection report from the order dashboard, and coordinates CCIC inspection and the export licence with the licensed exporter. Ask us for a document checklist tailored to your destination port before you pay the deposit.