The goal of shipping documentation is simple: to provide customs and carriers with the information they need to process your shipment.

Sounds easy, right? But if you've ever prepared a shipment for export, you know it's not. Every product and destination comes with its own rules, and figuring out which documents you need can delay the shipment.

In this article, you’ll learn what makes shipping documentation so hard to manage, and how Terminal Africa makes it easier.

Why Shipping Documents Are Crucial for International Shipping

The documents required for an international shipment depend on certain factors. These include the origin and destination countries, type of goods, shipping method, and applicable customs or regulatory requirements.

Common shipping documents include commercial invoices, packing lists, air waybills, bills of lading, certificates of origin, customs declarations, and product-specific certificates or permits.

Since documentation requirements vary from one shipment to another, knowing which documents apply to your package is important.

For more information, read our Complete Guide to Shipping Documentation.

What Makes Shipping Documentation Difficult to Manage?

Here are some common challenges businesses face when managing shipping documentation.

1. Different products require unique documentation

The U.S. Food and Drug Administration requires prior notice for food delivered into the US. That means a business exporting food cannot prepare a standard commercial invoice and assume the documentation process is complete.

The same principle applies to other products.

Agricultural shipments may require quarantine or phytosanitary documentation. Products with chemicals or materials subject to safety requirements may need an SDS/MSDS. So, there’s no one-size-fits-all approach to international shipping documentation.

📌We strongly recommend that you read learn how to Get Your FDA Certificate in 3 Minutes

2. Manual processes take time

Preparing shipping documents takes time. You’d need to identify the right forms, enter your details, and submit the documents before your package can move.

But what happens when you're processing thousands of shipments? For logistics companies, 3PLs, and courier businesses, this becomes an operational problem. One customer may need standard customs documents while another could need FDA documents.

This makes it difficult to manage that process manually.

📝 See also What Is 3PL? A Complete Guide for Businesses

3. Risk of errors

Shipping documents need accurate and consistent information. Product descriptions, quantities, values, weights, and other details should match across the relevant documents.

Also, little errors or vague product descriptions can lead to questions or delays during customs clearance. This is why documentation needs to be done before it becomes a problem.  

How Terminal Africa Simplifies Shipping Documentation

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Terminal Africa makes the process fast and seamless, helping you generate and access the documents you need in just a few seconds.

1. Generate Documents Online

Once you book a shipment on Terminal Africa, you can access the documents required from your dashboard.

That means you don't have to search through different websites or create every document from scratch. All you need to do is enter your details and get the paperwork at a go.

Depending on your shipment, you can generate:

• Waybills
• FDA Certificates
• Quarantine/Phytosanitary Certificates
• Textile Addendums
• Museum Certificates
• Lithium Battery Declaration Forms
• SDS/MSDS forms

2. Spend less time on paperwork

If you ship regularly, manually preparing documentation can take up valuable time.

Our platform reduces that administrative work by bringing shipping and documentation into the same workflow.

3. Handle different shipment requirements

Every shipment has different documentation requirements based on the product, destination, and shipping method.

Terminal Africa helps you access the documents required for your specific shipment. So you don't need to figure out the paperwork from scratch. This is useful for businesses shipping different categories of products internationally.

4. Keep your shipping process in one place

Managing international shipments often means juggling booking details, invoices, waybills, and other documents. Keeping track of all is exhausting, especially when you have multiple shipments going out.

Terminal Africa keeps your shipment details, booking, and shipping documents in one place. You can book a shipment and access the documents you need from the same dashboard.

Who Can Benefit From Easier Shipping Documentation?

• E-commerce businesses
• Food and supplement businesses
• Exporters and importers
• Logistics companies and 3PLs
• Businesses shipping regulated products
• Freight forwarders
• Online retailers with international customers

Frequently Asked Questions

What documents are needed for international shipping?

Common documents include a commercial invoice, waybill, certificate of origin, customs declaration, FDA certificates, and applicable permits or certificates. The exact documents required depend on the product, origin, destination, and shipping requirements.

The U.S. International Trade Administration's guide to export documents provides an overview of commonly required export documents and their uses.

Do I need FDA documentation to ship to the USA?

Food, supplements, cosmetics, medical products, and other FDA-regulated goods may require additional FDA documentation.

What is an SDS/MSDS for shipping?

An SDS (Safety Data Sheet) provides information about the hazards, handling, storage and safety precautions associated with a substance or product. MSDS is an older term that is still commonly used.  

Do I need a Certificate of Origin to export from Nigeria?

Not every shipment requires a Certificate of Origin. You may need one depending on the product, destination, buyer, or applicable trade agreement.

Generate Shipping Documents on Terminal Africa

As you have seen, the documents you need can vary depending on your products and its destination.

Terminal Africa makes the process easier. Generate waybills, FDA certificates, phytosanitary certificates, textile addendums, lithium battery declaration forms, and other required documents from your dashboard.

Ready to simplify shipping? Visit https://www.terminal.africa/  today!