Paperwork is one of the most common reasons food shipments are delayed at the port. For herbs and spices, a few key documents prove what the product is, where it comes from and that it is safe. Here is a plain-language overview of the documents you will usually see.
Commercial invoice
The commercial invoice shows the seller, buyer, product description, quantity, unit price, total value and agreed Incoterms. Customs uses it to calculate duties, so the description and HS code should be accurate.
Packing list
The packing list details how the goods are packed: number of bags or cartons, net and gross weights, and lot numbers. It helps customs inspect the shipment and helps your warehouse receive it.
Certificate of origin
This document confirms the country where the product was grown or produced. It can affect import duties, especially where trade agreements offer reduced rates for goods from certain countries.
Phytosanitary certificate
Issued by the plant protection authority in the exporting country, the phytosanitary certificate states that the plant products were inspected and meet the importing country’s plant health requirements. Many destinations require it for dried herbs and botanicals.
Certificate of analysis (COA)
A COA reports lab results for a specific lot — for example moisture, foreign matter, microbiology or pesticide residues. Importers often ask for a COA from an independent laboratory, especially for food manufacturing.
Bill of lading or air waybill
The transport document issued by the shipping line or airline. It acts as a receipt for the goods and, for sea freight, is often needed to collect the container at the destination port.
Requirements vary by destination
Every country sets its own rules, and requirements can change. Before your first order, confirm the exact list with your customs broker or import authority and share it with your supplier. A good exporter will prepare documents to match your market.
Verdant prepares full export documentation for every shipment. Tell us your destination and we will confirm the documents your market requires. New to importing? Start with our bulk buyer’s guide.