Trade documents are the core means of exchanging information in the international supply chain. Without this information goods and services cannot be exchanged.

Documents play a key role in international transactions. Both buyers and sellers need documents for bookkeeping, accounting, taxation, export and import formalities, as well as making payment using letters of credit and other documentary payment methods. Documents for international trade fall into several overlapping categories.

The following information can be found in Dictionary of International Trade: Handbook of the Global Trade Community, 6th ed., World Trade Press.

Transaction Documents

The key transaction document is the invoice or commercial invoice. This document is used by all parties to the transaction for accounting and bookkeeping purposes. It is also required for export and import formalities as well as most banking and payment procedures.

Export Documents

These are documents required by the customs or national export authority of the country of export and vary greatly from country to country. Included are licenses, permits, export declarations, inspection certificates, commercial invoice and sometimes transport documents.

Transport Documents

These are documents issued by a shipping line, air cargo carrier, trucking company or freight forwarder that detail the terms of transport for cargo. The key transport document is the bill of lading. 

Inspection Documents

These documents are generally issued by third party inspection firms at the request of the buyer to certify the quality and quantities of a shipment. Inspection documents are also issued to satisfy country export and import requirements.

Insurance Documents

These documents evidence insurance coverage of a shipment and can be in the form of a policy or a certificate.

Banking/Payment Documents

Banking and payment documents include letter of credit, amendments to letters of credit, various advices, plus virtually all the other documents used in trade (bills of lading, commercial invoice, insurance document, inspection certificates, etc.?

Import Documents

These are those required by the customs authority of the country of import and vary greatly from country to country. The minimum documentation requirement is an entry form and a commercial invoice. However, many other forms may be required, especially if the imported merchandise is sensitive, if the importer is requesting special tariff treatment under an import program, or if the import comes from certain countries.