According to stats, over $3.2 trillion worth of goods were successfully imported into the United States in 2024 ranging from electronics and apparel to machinery and food products.
When we say successful import, it means the documentation has been accurately submitted to the U.S. Customs and Border Protection (CBP) on-time
In this guide, we’ll break down the key documents needed for importing into the USA.
Why are documentation important while importing goods into the USA?
The CBP has become very strict over the years. They are very cautious about what is coming inside the USA, in order to have a healthy and secured nation.
Which means you cannot ship anything you want inside the USA. Every product must comply with U.S. regulations and be properly documented to prove it's safe, legal, and accurately declared.
For example if you are importing fresh mangoes from India to the USA, you’ll need:
- APHIS or USDA phytosanitary certificate to prove the fruit is pest-free
- FDA Prior Notice to alert food safety authorities
- Commercial Invoice & Bill of Lading showing product details and origin
- Packing List matching what’s declared
Without these, your cargo can be delayed, rejected, or even destroyed by customs authorities.
Whether you’re shipping cars, food, electronics, textiles, or chemicals, documentation is your first line of defense against penalties, delays, or regulatory issues.
The U.S. Customs and Border Protection (CBP) relies on import documentation to verify the value, classification, origin, and admissibility of every shipment
List of documents required for importing goods into the USA
Bill of Lading
A Bill of Lading is an essential document in shipping that serves three main purposes:
- It acts as a receipt issued by the carrier to confirm that the goods have been received for transport
- It functions as a contract outlining the terms and conditions under which the goods will be carried from the origin to the destination
- It serves as a document of title, meaning whoever holds the original bill has the legal right to claim the goods.
What is the information that will be there on a bill of lading?
- Names of the shipper and consignee
- Description of the goods
- Ports of loading and discharge
- Freight terms.
Overall, the bill of lading is a key document for ensuring the smooth transfer and legal ownership of goods in international and domestic shipping.
Airway Bill?
An airway bill is a digital receipt for all the goods that are shipped by air. It can be perishable, hazmat, household, commercial, etc.
It acts as a digital vow confirming that the airline has received the cargo and will safely deliver it to the destination
The vow is between the shipper(exporter) and the airline(carrier) between the shipper(exporter) and the airline(carrier),
What is an airway bill no?
The Airway Bill Number (AWB No.) is a unique 11-digit code printed on the AWB.
This number is essential for tracking and identifying your shipment throughout its journey. Think of it like a tracking number for air freight.
What are the different types of airway bills?
Let’s say a freight forwarder in California is consolidating cargo from three different customers—Alice, Bob, and Charlie—all shipping goods to London.
The freight forwarder combines all three shipments into one larger shipment and books it with an airline.
The airline issues one MAWB (Master Airway Bill) to the freight forwarder for the entire consolidated shipment. This MAWB is used between the airline and the freight forwarder.
The freight forwarder then issues three HAWBs (House Airway Bills)—one each for Alice, Bob, and Charlie. These HAWBs serve as individual receipts for each customer’s shipment and are used between the freight forwarder and each customer.
Note
In short:
- MAWB = Airline ↔ Freight Forwarder
- HAWB = Freight Forwarder ↔ Individual Shippers
What is the information that will be there on an airway bill?
An AWB contains key details, including:
- Airway bill number
- Shipper and consignee information
- Flight details and routing
- Description of goods
- Weight and dimensions
- Handling instructions
- Freight charges and payment terms
Commercial Invoice?
A Commercial Invoice is a crucial document in international trade that serves as a bill for the goods sold and a customs declaration for the shipment.
It outlines the transaction details between the seller and the buyer and is submitted to customs (e.g., CBP in the U.S.) for calculating duties and taxes.
Think of it as the official sales invoice used in cross-border shipping.
Purpose of the Commercial Invoice
- Describes the goods in the shipment
- Declares the value of the goods
- Specifies the terms of trade (Incoterms)
Used by customs authorities to assess import duties and taxes
What Information is Included in a Commercial Invoice?
A complete and accurate commercial invoice typically contains:
- Seller and Buyer Details
- Description of Goods
- Quantity and Unit Price
- Total Invoice Value
- Currency Used
- Country of Origin
- Incoterms (Trade Terms)
- Terms like FOB (Free on Board), CIF (Cost, Insurance, and Freight), EXW (Ex Works), etc., which define responsibility and cost-sharing between the seller and buyer
Packing List?
A Packing List is a shipping document that provides a detailed summary of the contents and packaging of a shipment.
It helps customs officials, freight forwarders, and warehouse staff verify and handle the cargo accurately.
Think of it as a map of what’s inside each box or container.
Purpose of the Packing List
- Verifies the type and quantity of goods shipped
- Assists customs clearance and inspection
- Helps warehouse staff with unloading, checking, and inventory
- Supports the creation of other shipping documents like the Bill of Lading
What Information is Included in a Packing List?
- Number and Type of Packages
- Total number of boxes, crates, pallets, etc.
- Description of packaging type (e.g., wooden crate, carton)
- Weight and Dimensions
- Gross weight (including packaging)
- Net weight (product only)
- Dimensions of each package (length × width × height)
- Marks and Numbers
- Labeling or identifying marks on each package
- Container or box numbers (used to match with commercial invoice or bill of lading)
- Contents of Each Package
- Detailed list of what’s inside each package
- Product names, model/part numbers, quantities per package
Importer Security Filing (ISF)?
Importer Security Filing (ISF), also known as “10+2”, is a U.S. Customs and Border Protection (CBP) requirement for ocean freight imports.
It requires specific shipment data to be submitted electronically at least 24 hours before the cargo is loaded onto a vessel at the foreign port.
Think of it as a pre-arrival security screening for ocean cargo entering the U.S.
Purpose of ISF (Importer Security Filing)
- Helps CBP assess security risks before goods arrive
- Supports the targeting of high-risk shipments
- Aims to prevent smuggling and improve cargo visibility
Penalties for Late or Inaccurate Filing
- Up to $10,000 per violation
- Risk of shipment holds, delays, or CBP exams
Customs Bond
Purpose: Financial guarantee to CBP for duty payment and compliance
If you're importing goods valued over $2,500 or subject to federal regulations (FDA, EPA, etc.), you need a customs bond.
Two types of customs bond:
- Single Entry Bond: For one-time shipments
- Continuous Bond: Covers multiple shipments for a year
What is an Entry Manifest or Entry Summary?
The Entry Manifest (Form 7533) and Entry Summary (Forms 3461/7501) are official documents used to declare goods entering the U.S. to U.S. Customs and Border Protection (CBP).
These forms are typically prepared and filed by a licensed customs broker on behalf of the importer.
Think of them as the formal request and clearance paperwork for bringing goods into the U.S. legally.
Purpose of Entry Documentation
- Officially declares imported goods to CBP
- Provides shipment details and classification
- Used to calculate duties and taxes
- Verifies compliance with U.S. import regulations
Power of attorney (POA)
Authorizing a licensed customs broker to act on your behalf in dealings with the U.S. Customs and Border Protection (CBP).
Think of a POA as the legal permission slip that allows your broker to handle the paperwork, filings, and communications required for importing goods into the U.S.
Why is a POA Required?
If you're working with a customs broker—which most importers do—you must grant them the authority to:
- File ISF (Importer Security Filing)
- Submit customs entries and clear shipments
- Communicate with CBP
- Pay duties, taxes, and fees on your behalf
What will happen without a POA:
- A broker cannot legally represent you
- Your shipment may be stuck at customs
- Delays and penalties could occur due to missed filings or late ISF submission
Pro Tip: Make sure your POA includes your EIN or IRS number, matches your legal business name, and is signed by an authorized officer of the company.
Arrival Notice
Notifying the importer or customs broker that the cargo has arrived and is ready for clearance and pickup.
Think of it as your shipment alert—sent by the carrier or freight forwarder—letting you know it’s time to take action.
Who Issues Arrival Notice?
Usually issued by the carrier, NVOCC, or freight forwarder upon arrival of the cargo at the port or terminal.
What’s Included in an Arrival Notice?
- Shipment Arrival Date
- Terminal or Warehouse Location (where the cargo is being held)
- Carrier/Vessel or Airline Information
- Freight Charges & Storage Fees (if applicable)
- Bill of Lading or Airway Bill Number
- Consignee and Notify Party Details
Why arrival notice Matters:
- Triggers customs clearance and pickup planning
- Helps avoid demurrage or storage fees for delayed action
- Often needed to coordinate trucking or final delivery
Specialized Documents (Commodity-Specific)
Some imports require additional documentation, depending on the type of product:
- FDA Prior Notice – For food, supplements, cosmetics
- Lacey Act Declaration – For wood and plant-based products
- Textile Declaration – For apparel and fabric
- EPA Form 3520 – For vehicles and engines
- TSCA Certification – For chemicals and hazardous goods
Make sure you verify your product requirements before shipping in order to avoid customs holds.
Quick Document Checklist for Importing into the USA
How do you as an importer help freight forwarders avoid documentation mistakes?
Being an importer, you will have to provide certain documents and information to the freight forwarder. So that they can help you promptly and efficiently.
The important information and documents includes
- Share the commercial invoice, packing list, and purchase order as early as possible.
- Double-check that product descriptions, weights, quantities, and prices match across all documents.
- If you can provide the right HTS (Harmonized Tariff Schedule) code for your product. If unsure, your forwarder or customs broker will help you.
- Issue the POA with your EIN and full legal name early in the process.
- Keep it on file for future shipments if using a continuous POA.
- Always inform your forwarder about the type of products being imported. This helps them determine:
- If special permits or clearances (e.g., FDA, USDA, EPA) are needed.
- If your shipment is subject to additional compliance requirements.
- Keep your freight forwarder updated if there are any changes to the supplier, goods, or documentation, you receive updated invoices or packing lists, or your shipment date changes.
When importers provide complete, accurate information early in the process, freight forwarders can submit ISF, customs entries, and other filings without delays.
This will eventually reduce the risk of penalties, inspections, or holds and your cargo reaches its destination on time.
Conclusion
Proper documentation is the backbone for your shipment to get delivered on time without many customs holds or delays.
Recap:
- Always share complete and matching documents early.
- Double-check product details, values, and quantities.
- Issue the Power of Attorney in time.
- Clearly communicate your product type and any special requirements.
- Work closely with your freight forwarder to keep everything on track.
Frequently Asked Questions
Q1: What documents do I need to import goods to the USA?
A: Essential documents include: Bill of Lading/Airway Bill, Commercial Invoice, Packing List, ISF filing (ocean only), Customs Bond ($2,500+ shipments), Entry Summary forms, and Power of Attorney. Freight forwarders ensure all documents are prepared correctly and submitted on time to prevent costly delays.
Q2: What is ISF filing and when is it required?
A: ISF (Importer Security Filing) is required for ocean freight imports and must be filed 24 hours before cargo loading. Professional freight forwarders handle ISF filing to ensure accurate submission and avoid penalties up to $10,000.
Q3: When do I need a customs bond?
A: You need a customs bond for shipments over $2,500 or regulated goods (FDA, EPA, etc.). Freight forwarders help determine if you need a Single Entry or Continuous Bond and secure competitive rates through their industry relationships.
Q4: What happens if my import documents are incorrect or missing?
A: Incorrect documents cause delays, holds, penalties, and cargo rejection. Experienced freight forwarders catch errors before submission and ensure document accuracy, saving importers from expensive mistakes.
Q5: Do I need a customs broker to import goods to the USA?
A: While not legally required, using a freight forwarder with customs brokerage is essential. They handle complex regulations, filings, and permits while keeping costs minimal compared to potential penalties from DIY mistakes.