Shipping Documents 101: What You Need to Know

You’ve got the orders, you’ve got the products—and then your shipment gets delayed, stuck in customs, or returned. Sound familiar? Nothing kills momentum like a “Package Stuck in Customs” notification. Whether you’re shipping across the country or overseas, missing or incorrect paperwork can slow things down or halt deliveries altogether. If you run an online business, having the right shipping documents isn’t just smart—it’s essential.

Whether you’re just starting your eCommerce business or scaling up, getting your shipping documents right is key to smooth, fast deliveries. These documents not only facilitate smooth transport and delivery of goods across international borders but also ensure that all transactions comply with the multifaceted regulatory requirements that vary from one country to another.

Here’s a simple breakdown of the key shipping documents you need, what they’re for, and how to avoid costly delays.

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What are shipping documents?

Whether moving goods domestically or across continents, the array of required shipping documents serves as the backbone of logistics operations. These documents range from bills of lading and commercial invoices to packing lists and certificates of origin, each serving a unique purpose in the shipping process. They provide essential information about the shipment—what’s being shipped, where it’s going, who’s involved, how it’s being transported, and what it’s worth.

These documents vary depending on whether you’re shipping domestically or internationally, but the core purpose is always the same: to ensure the smooth, legal, and trackable movement of goods from one place to another.

Essential Shipping Document for Domestic Shipment in Canada

For domestic shipping within Canada, the paperwork is much simpler than for international shipments. However, there are still a few essential shipping documents you should include to keep your shipments organized, trackable, and protected in case of delivery issues.

Here are the essential shipping documents for domestic shipments in Canada. If you’re a small to mid-sized business using regular parcel delivery through platforms like Shopify, Etsy, or Canada Post, the shipping label and packing slip are usually all you need.

Shipping Label

This label is attached to your package with all key delivery info. Most eCommerce platforms and carriers provide this automatically when you create a shipment.

What it includes:

Shipper and receiver names and addresses
Contact numbers
Postal codes
Tracking number
Barcode (scanned by carriers during transit)
Shipping service type (e.g., Expedited Parcel, Xpresspost)

Why it matters:
This is the main document used by Canada Post, Purolator, FedEx, UPS, or any other courier. It ensures your package goes to the right place and can be tracked along the way.

Packing Slip (Optional but Recommended)
A packing slip, or order summary document, listing the contents of the shipment. It may also include:

Order number
Product names/SKUs
Quantities
Customer info
Return policy or instructions

Why it matters:
It helps the recipient confirm the order is correct, and it’s useful for returns or customer service issues. Not mandatory, but it adds a layer of professionalism and transparency.

Bill of Lading (For Freight or LTL Shipments)

A contract and receipt for shipping goods, used mainly for palletized or larger freight shipments (not standard courier parcels).

Used when:

You’re shipping via LTL (less-than-truckload)
Using a freight broker or trucking company

What it includes:

Shipper/receiver details
Description of goods (weight, dimensions, packaging)
Freight class (if applicable)
Pickup and delivery instructions

Why it matters:
It protects both you and the carrier legally and financially. It’s also used for claims if your shipment is damaged or lost.

Proof of Delivery (POD)
A document (digital or paper) signed by the receiver upon delivery, confirming they got the goods. Most couriers provide POD automatically via tracking, especially for high-value shipments.

Why it matters:
It’s your protection in case a customer claims they never received the package.

Important Shipping document for International Shipment from Canada

For international shipments, the paperwork gets more detailed. Customs authorities in both the exporting and importing countries need accurate documents to clear your goods quickly and legally. Missing or incorrect documents can lead to delays, fines, or shipments being returned or destroyed.

Here’s a breakdown of the most important shipping documents for international shipments, especially for e-commerce businesses:

Commercial Invoice (Always Required)

The commercial invoice is the most critical document for international shipping. It acts as a bill for the buyer and includes:

Seller and buyer contact information
Invoice number and date
Detailed product descriptions
Quantity and price per unit
Total invoice value
Currency used (USD, EUR, etc.)
Incoterms (who pays for what—e.g., DDP, FOB)
Country of origin
Harmonized System (HS) codes

Why it matters:

This document is required by customs authorities in the destination country. They use it to assess tariffs, taxes, and whether the goods meet import regulations.

The commercial invoice is not a receipt or a standard invoice—it’s a customs document. It must be precise. Incorrect or vague information (e.g., writing “gifts” or “stuff”) can get your shipment flagged or rejected.

Best practices:

Use accurate descriptions, not just product names. Instead of “Item 500X,” write “Bluetooth wireless headphones, over-ear, rechargeable.”
Use the correct HS code for each item (look it up in the customs tariff database of the importing country).
Match the declared value to the actual sale value. Undervaluing to save on taxes is illegal and risky.

Packing List

A packing list is a document that itemizes everything inside the shipment. It typically includes:

Product names and descriptions
Quantities
SKU numbers or item codes
Unit weight and total weight
Dimensions of the package(s)

Why it matters:

The packing list helps customs officers and freight forwarders quickly inspect and verify your shipment. It also helps your buyer check that they received the correct items. If something goes missing or gets damaged in transit, the packing list can be used as a reference for claims.

Best practices:

Place one copy inside the box for the recipient.
Attach another copy outside in a plastic sleeve labelled “Packing List Enclosed.”
Make sure it matches your invoice exactly—any inconsistency can raise flags.

Bill of Lading (BOL) or Air Waybill (AWB)

This is the formal agreement between you and the shipping carrier. It serves as:

A receipt confirming goods were received by the carrier
A contract of carriage outlining the terms of delivery
A document of title, in some cases, allows ownership transfer

You’ll use:

A Bill of Lading for ocean or land freight
An Air Waybill for air cargo

Each includes:

Shipper and consignee details
Origin and destination
Description of goods
Handling instructions
Tracking number or reference code

Why it matters:

Without a valid BOL or AWB, your goods don’t move. It also provides legal protection and serves as proof of shipment for disputes, insurance claims, or lost packages.

Best practices:

Double-check that all information matches your commercial invoice and packing list.
Save both digital and physical copies.
If you’re using a freight forwarder, they’ll often prepare this for you—but review it carefully.

Customs Declaration Forms

Customs declaration forms tell government authorities what’s coming into their country. These forms vary by country and carrier. For express or freight shipments, your commercial invoice may serve this purpose, but some countries also require:

Export declaration or Electronic Export Information (EEI) for high-value shipments (typically over $2,500 from the U.S.)

Why it matters:

These forms are what customs officers use to decide:

If your shipment is allowed entry
What tariffs/taxes are due
Whether it needs inspection

Incomplete or inaccurate customs forms = delays, fines, or seizure.

Best practices:

Fill in product description, value, and purpose (e.g., “sale,” “gift,” “sample”) truthfully and clearly.
Match the details on your commercial invoice—customs will compare the two.
Check destination-specific rules. Some countries ban certain materials (e.g., cosmetics, seeds, and electronics without certification).

Certificates (When Required)

Depending on what you’re shipping and where, you might need to include additional certificates. Examples include:

Certificate of Origin

States where the goods were made.
Often required for tariff purposes or trade agreements.
Confirms where your products were manufactured. It may allow your buyer to pay reduced or zero tariffs under trade deals like:

CUSMA/USMCA (Canada–U.S.–Mexico)

CETA (Canada–EU)

CPTPP (Asia-Pacific nations)

MSDS (Material Safety Data Sheet)

Required if you’re shipping anything potentially hazardous—like batteries, chemicals, or aerosols.
Includes handling, storage, and emergency response info.

Import/Export Licenses

Required for restricted items such as medical equipment, food, military gear, or tech with encryption.

Why it matters:

Shipping restricted items without the proper paperwork can result in returned goods, confiscation, or legal trouble. Always research whether your product category requires special clearance in the destination country.

Best practices:

Check both export and import laws.
If in doubt, consult with a customs broker or your carrier’s international trade expert.

Final Tips to Avoid Shipping Delays

Stay consistent: All documents should tell the same story—names, addresses, values, and product descriptions must match.
Use the right HS codes: Misclassification can trigger inspections or incorrect duty charges.
Label clearly: External documents should be visible, sealed, and weatherproof.
Get tracking: Always choose carriers that provide real-time tracking and delivery confirmation.

Shipping documents aren’t optional—they’re part of doing business. For e-commerce sellers, especially those shipping across borders, they’re the difference between fast, worry-free delivery and a shipping nightmare. They keep packages moving, ensure smooth customs clearance, and protect your business from delays and fees.

Having the right documents ready for every order means fewer headaches, happier customers, and smoother operations.

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Shipping Documents 101: What You Need to Know