What documents are required for export and import clearance

Export from Thailand, as well as from Russia or any other country, requires a specific set of documents. In this article, we will review the documents required for exporting from Thailand. And if you’ve suddenly asked yourself, “Can I ship cargo without documents?” – the answer is no! The easiest way to prevent your goods from being shipped is to skip preparing export documents or to make a mistake!

Here is the minimum set of documents that your broker, supplier, or you personally must prepare for exporting from Thailand (it’s the same for exports from Russia). In fact, this is a collaborative process involving all parties, including the customs broker (representative) in the country of import.

Proforma Invoice. The proforma invoice must be prepared in both Russian and English, because Thai officials do not read Russian, and this is standard international practice. A proforma invoice is essential for confirming product names, characteristics, quantities, delivery terms, and prices, as well as for declaring the cargo value to customs. Once agreed upon by both parties, it serves as the basis for the final Invoice.The proforma invoice must include:
- Details and addresses of both parties (seller and buyer)
- Product names and specifications
- Unit price in USD
- Total value of the shipment in USD
- Delivery terms (INCOTERMS: FOB, CPT, FCA, etc.)
- Date and document number
- Detailed product description (e.g., composition or materials)
Invoice. This is the document used for payment of the goods.
The invoice must include:
- Seller: address and details
- Buyer: address and details
- Consignee: address and details
- Invoice number and date
- Country of origin and country of dispatch
- Product names and specifications
- Unit price in USD or EUR
- Total value of the shipment in USD or EUR
- Delivery terms (INCOTERMS: FOB, CPT, FCA, etc.)
Packing List. This document is a MANDATORY addition to the invoice. It accompanies the shipment and lists every item in every package with a detailed description of the packaging and the shipping unit (a shipping unit can be a box, crate, pallet, case, etc.). Each unit is assigned a number, which should also appear on the Shipping Mark. Be sure to include dimensions and weight of each unique shipping unit.
The packing list must include:
- Seller: address and details
- Buyer: address and details
- Consignee: address and details
- Invoice number and date (associated with this packing list)
- Packing list number and date
- Country of origin and country of dispatch
- Product names and specifications
- Delivery terms (INCOTERMS: FOB, CPT, FCA, etc.)
- Port of departure and port of arrival
- Unit number (package number)
- Total number of packages (boxes, pallets, etc.)
- Dimensions of each unit (length x height x width)
- Net and gross weight
- Total weight and volume of the cargo
- Detailed unit description (if specific features should be noted)
Transport Documents – such as Air Waybill or Bill of Lading. The type of document depends on the specific shipping method. In all cases, the Air Waybill or Bill of Lading confirms the conclusion of the shipping contract! It verifies that the carrier has accepted the cargo for transportation under the specified terms for a specific shipment (referencing the invoice and packing list).It includes:
- Dimensions, weight, volume
- Product name
- Package numbers
- Vessel or flight number
- Container number
- Port of loading and port of discharge
- Document number and date
- Information about the sender and recipient
- Notification contact for cargo arrival
- Possible shipping cost
- Delivery terms (INCOTERMS: FOB, CPT, FCA, etc.)
- Required temperature or special transport conditions (if applicable)
- Carrier’s details (shipping line)

Other documents required for customs clearance depend on the legislation of the country of the shipper or consignee.

REMINDER: This is the minimum required list of documents! If you need help with preparing these or other documents, you can contact a manager on the website. RECOMMENDED: Consult regarding your specific product to determine which documents will be needed by you or your consignee to complete the export declaration and import the goods into Thailand or Russia from Thailand.