Buyer-side documents
The buyer should confirm import permit requirements, company eligibility and destination release process before the cargo is shipped.
Exporter-side documents
The exporter prepares the commercial invoice, packing list, product list with botanical names, and coordinates the phytosanitary certificate according to the agreed products and destination requirements.
Transport documents
For air cargo, the air waybill and carton-level packing information should match the product list and invoice. Consistency helps inspection and release.
Why this matters
If the product name, quantity, medium description or packing information does not match across documents, clearance may slow down and live plant quality may be affected.
Buyer checklist
- Import permit
- Phytosanitary certificate
- Certificate of origin when requested
- Commercial invoice
- Packing list
- Air waybill
- Buyer clearance instruction
FAQ
Do we need botanical names?
Yes. Botanical names reduce ambiguity and help the buyer confirm import requirements.
Should the PI include shipping terms?
Yes. The PI should state Incoterm, destination airport, currency, payment term and document responsibility.
Can documents be prepared after packing?
Some details are finalized after packing, but document requirements should be confirmed before the order is packed.