Preparing the right shipping documents is just as important as packing your products.
For sellers in the U.S. and Canada, shipping documents fall into two categories: those required for domestic shipments and those documents required for international shipments. Understanding both will save you money, time, and avoid delivery delays or returned shipments..
What Are Shipping Documents?
At their core, shipping documents are the official records that accompany your products from the moment they leave your hands until they arrive at the buyer’s door. They confirm details such as:
- Who is sending and receiving the package
- What products are being shipped and in what quantity
- How much the products are worth (critical for insurance and customs duties)
- Which carrier and service level are you using
These documents protect both the seller and the buyer. They prove that the order was shipped, help carriers route it correctly, and allow customs officials to assess applicable duties on international deliveries. Without proper shipping documentation, your package could be delayed, returned, or even confiscated.
When and Who Needs Shipping Documents
Every business that sells physical products: whether a small online shop or a large marketplace seller, needs shipping documents. Domestically, they are minimal but still essential. Internationally, they are critical and required.
Who Prepares Shipping Documents?
The responsibility lies with the seller who is shipping the package. Carrier systems make it easier by generating forms once you enter shipment details. But carriers depend on you for accurate product descriptions, HS codes, and declared values.
What Information Must Be on Shipping Papers?
Regardless of the carrier, most shipping documentation must contain:
- Full shipper and consignee details (names, addresses, contact numbers)
- Product descriptions (clear and specific, e.g., “cotton t-shirts” not “clothing”)
- Quantity and weight of each item
- Declared value for customs and insurance purposes
- Country of origin and HS (Harmonized System) code for export shipping documents
- Service type (overnight, economy, etc.) for the shipment
It is important that this information be accurate and complete. An error in the address or an incorrect HS code can cause delays, penalties, or even package seizures.
Shipping Documents for Domestic Delivery (U.S. & Canada)
Domestic shipments within the U.S. or Canada are straightforward. Sellers typically need only a few basic shipment documents.
1. Shipping Label
The Shipping Label is the most important shipment document for domestic delivery. It is generated in the format required by FedEx, UPS, USPS, or DHL and includes a barcode for tracking, delivery and return addresses, service level, and sometimes billing details. Without it, your package cannot be delivered.
2. Shipment List / Packing Slip
The packing slip is an optional document placed inside the box that specifies what was sent. This is especially important if the seller ships partial shipments, i.e, not all items on the order, and the order is fulfilled by multiple shipments. It lists the items in that shipment [rather than on the order] so your customer can quickly check what they received. For the seller, it’s a safeguard against disputes and makes warehouse operations smoother.
3. Proof of Delivery
Carriers provide a digital or signed proof of delivery once the package arrives, assuming this is provided by default or it has been requested for the shipment. This is a key shipping document that protects sellers in case of chargebacks or customer claims.
4. Return Shipping Forms
Pre-printed return labels are optional but boost customer satisfaction. Offering easy returns builds trust and increases customer loyalty.
Types of Shipping Documents International Sellers Need
When you ship internationally, you need all the domestic shipping documents plus additional paperwork for customs clearance in the destination country. These are known as export shipping documents or international shipping documents, and they are critical to getting your package through border controls.
5. Commercial Invoice
The commercial invoice is the single most important customs document. It is prepared by the seller and includes buyer/seller details, a complete description of goods, quantities, values, HS codes, and countries of origin.
The Customs organization in the destination country uses it to calculate duties and taxes, if applicable. Without it, your package cannot clear Customs. Errors in the Commercial Invoice are the most common reason international shipments get delayed.
6. Customs Declaration
This form declares your goods to customs officials. It is required for all international shipments. Carriers like UPS and DHL generate customs declarations when you enter product data in their online systems.
Be specific: vague descriptions (“electronics”) trigger inspections, while detailed ones (“wireless headphones, lithium-free”) pass faster. Incorrect or missing customs documents are the #1 cause of delays in international shipping.
7. International Shipping Invoice
FedEx and other carriers may require additional forms for international shipments. For example, FedEx shipping documents include their own invoice format, which combines commercial details with customs requirements.
Packing List
While not mandatory, a Packing List is recommended for export. Similar to the domestic packing slip but with more detail, the export packing list supports customs clearance. It lists the contents, dimensions, and weights of each package in the shipment. Customs may compare it against the Commercial Invoice or Shipping Invoice to confirm accuracy. Since a Packing List is usually included to specify the contents of the shipment, it can leave out details like the HS code, Country of origin, and Value.
8. Certificate of Origin
This document confirms where the product was manufactured. It’s not always required, but some countries ask for it to apply trade agreement benefits (like reduced tariffs under USMCA). It must usually be signed by a chamber of commerce or industry body.
Shipping Documentation Process for Sellers
The shipping documentation process is not complicated if you follow a clear flow. Think of it in three stages:
1. Preparation
Start with the basics. Print your shipping label and packing slip for every order.
For international orders, generate your Commercial Invoice and any additional customs documents through your carrier’s online system or as part of the shipment label generation process in OrderСup. Always double-check values, HS codes, and addresses.
2. Submission
For domestic shipments, attach the label and drop off the package.
For most international deliveries, print three copies of the commercial invoice, attach them to the outside of the package, or submit electronic versions of the commercial invoice if your carrier supports it.1
3. Tracking & Confirmation
Use carrier tracking to follow the parcel’s journey. If you use OrderСup, you can track all your shipments from all carriers and different marketplaces in one place. Once delivered, you may want to save the proof of delivery for your records.
For international packages, keep all documentation filed: it helps with returns, audits, and potential disputes.
This workflow ensures compliance with logistics documentation standards and avoids delays.
Why Shipping Documents Matter
Every successful shipment, whether domestic or international, is based on generating and submitting the right shipping documents. For international shipments, shipping documents are the only way Customs can evaluate and clear your package. For domestic shipments, they keep deliveries transparent and accountable.
Streamlining the document preparation process means fewer delays, fewer disputes, and happier customers. It also positions your business as professional and reliable in the eyes of both carriers and buyers.
To simplify your workflow, OrderCup centralizes your carriers, automates the creation of shipping labels and documents, and helps track shipments until they are received. This helps you avoid errors that cause delays and returned shipments, leading to greater customer satisfaction.