Invoice, packing list

Invoice, packing list

Invoice-a standard form commercial document which is prepared to represent the seller-buyer transaction.  There are two purposes to this document:

  1. certifies that the products are actually shipped by the seller (contractor) to the buyer (customer), indicating the nomenclature and price of the goods;
  2. is used as the basis for collecting customs duties and VAT tax accounting.

As with any invoice, the invoice has the following parameters:

  • number and date of issue;
  • seller bank details, seller’s and buyer’s taxpayer identification numbers;
  • addresses and precise names of the consignor (seller) and the consignee (buyer);
  • description of goods provided for shipment; quantity in delivery units, price per unit and (or) total amount, special terms of delivery and payment under the contract, corresponding transaction certificate, HS Code (HS);
  • the link
  • to contract (number, date).

What details should be taken into account when checking the invoice?

1.) Concurrence of paper and factual parameters of the goods:

  • cost of goods;
  • quantity of units or volume (weight) ready for shipment;
  • payment currency;

2.) Adequacy and completeness of provided information;

3.) Text readability, especially fields that display HS codes;

4.) Clear seal impression.

Further attention should be paid!

In order to reflect the transaction more fully, the bank details of the purchaser are also sometimes indicated. If the invoice is rendered in Chinese, a complete verbatim copy of the document must be provided in English.

Packing List

Another important document for the carrier is the packing list which is provided simultaneously with the invoice and duplicates some of the required information. Nevertheless, there are some differences in these documents. If the purpose of the Invoice is to reflect information on the contract and the parties to the transaction, including financial information, the Packing List serves as a product specification containing detailed information for each item. This document is particularly relevant because it can serve as an inventory, and an addition to the invoice, in the event when the freight contains a large number of units of goods, with varying weights and content.

There are no special fill-in criteria, so each sender choose their own version of the text.

Chinese sellers also may send an electronic form of packing list for follow-up control.

Packing list has the following information:

  • number, Packing List date;
  • full names of seller and buyer, consignor and consignee, other contact information;
  • cargo route;
  • number, date of order (contract);
  • a list of attachments containing a precise description of each item;
  • number of units of goods;
  • number, type of packaging;
  • overall dimensions of attachments;
  • product weight with and without packaging (net-gross);
  • total cargo volume;
  • total cargo mass.



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