Establish the product identity first
Collect the product name, use, materials, components, quantity and whether it is presented alone or as a set. Add photographs, product references and the packaging version. These details help the importer and customs specialist review classification and requirements; a marketing title alone is not a classification basis. If material, set contents or stated use changes, review the effect on the document file.
- Identify contracting party, manufacturer and importer separately.
Keep commercial records consistent
Check that the commercial invoice, packing list and order reference agree on descriptions, quantities, parties and packing. Establish what the transport or clearance provider needs, who prepares each record and who reviews it. Do not carry a description from an old order into a different combination. Review drafts before issue and retain one final version for later questions.
- Link weights and carton counts to the approved packing data.
Check the scope of additional evidence
If a test report or conformity record is requested, review the identified product, materials, named entity, standard, date and scope of results. A certificate name in a general presentation is not enough, and evidence for another product does not establish this order's status. Ask the importer to confirm the actual requirements and agree when evidence must be available before booking or final printing.