Your complete guide to international shipping documentation
Why Documentation Matters
Accurate customs documentation is the foundation of successful international shipping. Every parcel crossing a border must be accompanied by the correct paperwork – without it, your shipment faces delays, additional charges, or even seizure by customs authorities. At ICExpress, we’ve been helping South African businesses navigate international shipping requirements since 2000, and proper documentation is the single most important factor in ensuring your goods arrive on time.
Key Document Types
Commercial Invoice
The commercial invoice is the most critical document for any non-document international shipment. It serves as the primary record for customs valuation and duty calculation. Your commercial invoice must include the following fields:
- Exporter & importer details – full name, address, and contact information
- Detailed commodity description – what the goods are, their material composition, and intended use
- HS/tariff code – the Harmonized System code for each line item
- Declared value – the true transaction value in the currency of sale
- Country of origin – where the goods were manufactured
- Number of pieces, weight, and dimensions
A commercial invoice is required for all shipments containing goods with a commercial value, including samples, gifts, and returns.
Packing List
The packing list supplements the commercial invoice by providing a detailed breakdown of how goods are packed. It lists each carton or piece, its contents, individual weights, and dimensions. While not always mandatory, a packing list significantly speeds up customs clearance and reduces the chance of a physical inspection.
Certificate of Origin
A Certificate of Origin (CoO) confirms the country where the goods were manufactured or substantially transformed. This document is essential for claiming preferential duty rates under trade agreements such as SADC, AGOA, or the AfCFTA. It must typically be certified by the local chamber of commerce or an authorised body.
Customs Declaration (CN22/CN23)
For smaller shipments, a customs declaration form provides a simplified summary of the contents and their value. ICExpress generates the appropriate declaration automatically when you book through our system, but you must ensure all details – especially the commodity description and value – are accurate and truthful.
Special Cases
Controlled Customs Declaration (CCD)
High-value shipments entering or leaving South Africa may require a formal Controlled Customs Declaration processed through SARS. This applies to commercial consignments exceeding the low-value threshold and requires a registered customs broker to submit the entry on your behalf. ICExpress works with licensed clearing agents to handle CCD requirements seamlessly.
Temporary Exports & ATA Carnets
If you are shipping goods abroad temporarily – for exhibitions, repairs, or testing – you may qualify for temporary export procedures or an ATA Carnet. These arrangements allow goods to re-enter South Africa without incurring import duties, provided they return within the specified timeframe and in the same condition.
Tips for Smooth Customs Clearance
- Always provide complete and accurate descriptions – avoid vague terms like “goods” or “samples”
- Declare the true value of your shipment – undervaluation is a customs offence
- Include HS codes on your commercial invoice to speed up classification
- Ensure sender and receiver contact details are complete and current
- Attach all documents securely to the outside of your shipment in a clear pouch
- Keep copies of all documentation for your records
Frequently Asked Questions
What customs documents do I need to ship goods internationally from South Africa?
Every non-document international shipment needs a commercial invoice as a minimum — it is the primary record customs uses for valuation and duty. Depending on the destination and commodity you may also need a packing list, a certificate of origin (to claim preferential duty under agreements like SADC, AGOA or AfCFTA), and a customs declaration (CN22/CN23). ICExpress generates the appropriate declaration automatically when you book, but you must ensure the commodity description and declared value are accurate and truthful.
What is the difference between a commercial invoice and a proforma invoice?
A proforma invoice is a preliminary quotation issued before a sale is confirmed — it states the goods, estimated value and terms, and is often used for samples, gifts or returns where no commercial transaction has taken place. A commercial invoice is the final document for a confirmed sale and is the legal basis customs uses to assess duties and taxes. For customs clearance you should provide a commercial invoice for any shipment containing goods with a commercial value; a proforma may be accepted for non-sale shipments, but it must still show a realistic declared value.
How long does customs clearance take, and what causes delays?
Clearance times vary by destination country, commodity and whether a physical inspection is triggered, so we cannot guarantee a fixed timeframe. The single biggest cause of avoidable delay is incomplete or inaccurate paperwork — vague descriptions such as "goods" or "samples", a missing HS/tariff code, or a value that does not match the invoice. Providing a complete commercial invoice with HS codes, an itemised packing list, and accurate sender and receiver contact details is the most effective way to keep your shipment moving.
What happens if I under-declare the value of my shipment?
Declaring a value lower than the true transaction value is a customs offence and we cannot assist with it. Under-declaration can lead to penalties, your shipment being held or seized, and reassessment of duties. Always declare the true value in the currency of sale. Note that the declared value is also what your Goods in Transit (GIT) insurance cover is based on — under-declaring leaves your goods under-insured.
Are my goods insured while they go through customs?
Standard carrier liability is limited and subject to exclusions, so without Goods in Transit (GIT) insurance your goods travel at the owner's risk. GIT cover protects your shipment against loss, damage or theft up to the full declared value, from collection until it is delivered and signed for — and it applies to international shipments. GIT must be requested and activated at the time of booking; it cannot be added after collection. You can read more on our Goods in Transit Insurance page.
Do I need a customs broker, or can ICExpress handle clearance for me?
Most standard shipments clear on the documentation you provide. Higher-value commercial consignments that exceed the low-value threshold may require a formal Controlled Customs Declaration (CCD) submitted to SARS by a registered customs broker. ICExpress works with licensed clearing agents to handle CCD requirements, and for temporary exports (exhibitions, repairs, testing) we can advise on temporary-export procedures or an ATA Carnet so qualifying goods re-enter South Africa without import duties.
Get Help With Your Documentation
Our experienced team can guide you through the customs documentation process for any destination worldwide.
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