Every consignment needs a commercial invoice, a packing list, a transport document such as a CMR, and an export customs declaration. On top of that base, plant products usually need a phytosanitary certificate, products of animal origin need a health certificate and border pre-notification, preferential origin needs an origin proof, and organic goods need a certificate of inspection.
The base set
| Document | Issued by | Purpose |
|---|---|---|
| Commercial invoice | Seller | Value, terms, parties, article detail |
| Packing list | Seller | Pallets, cartons, net and gross weight, lot numbers |
| CMR or bill of lading | Carrier | Contract of carriage and proof of handover |
| Export declaration | Declarant or broker | Customs clearance on the Ukrainian side |
What gets added on top
- **Phytosanitary certificate** for most plant products, issued by the state phytosanitary service in the country of export.
- **Pre-notification in TRACES NT** and a common health entry document where the product falls under official controls at the EU border.
- **Origin proof** where the buyer intends to claim preference. The applicable instrument and the tariff treatment in force change over time, so confirm the current arrangement before quoting a duty-free price.
- **Certificate of inspection** for organic consignments, issued electronically by the exporter’s control body.
- **Laboratory reports**, usually residues against Regulation (EC) No 396/2005 plus a micro panel, and heavy metals where the buyer asks.
Names of lots on the packing list, the invoice and the lab report should match exactly. Mismatched lot references are the single most common cause of a hold at intake.
The full working version, with who signs what and in what order, is in the export documentation guide.