A steel shipment can be perfectly made, packed and loaded — and still get stuck because one document is missing or wrong. Banks reject letters of credit over small discrepancies. Customs holds containers over unclear descriptions. Buyers refuse to pay until certificates are corrected. A clear export documents checklist protects your cash flow and your reputation.
Here is what metal exporters typically need, and the mistakes to avoid.
Commercial documents
1. Proforma invoice
Sent before the order is confirmed. It lists products, specifications, quantities, prices, Incoterm, payment terms and validity. Buyers use it to arrange payment, open a letter of credit or apply for an import licence. Make it match your quotation exactly.
2. Commercial invoice
The main billing document for customs and payment. It must show:
- Seller and buyer names and addresses
- Invoice number and date
- Exact product description with standard and grade (for example "Seamless pipe ASTM A106 Gr. B, 4" SCH 40")
- HS code
- Quantity, unit price and total value
- Currency and Incoterm with named place
- Country of origin
- Payment terms and bank details
3. Packing list
Shows how the goods are packed: number of bundles, crates or coils, piece count, net and gross weight of each package, dimensions and marks. Customs and the buyer's warehouse rely on it. For steel, list heat numbers against each bundle where possible — it makes traceability easy.
Transport documents
4. Bill of lading (B/L)
Issued by the shipping line or forwarder for sea freight. It is a receipt for the goods, evidence of the contract of carriage and, when issued "to order", a document of title. Under letters of credit, details on the B/L must match the LC exactly — consignee, notify party, ports, description and "clean on board" notation.
5. Airway bill or road/rail consignment note
For air or overland shipments. Not a document of title, so payment protection must come from your payment terms.
Quality and origin documents
6. Mill test certificate (MTC)
For metals, the mill test certificate is often the most important document of all. Most buyers ask for EN 10204 3.1, and some for 3.2 with third-party witness. Heat numbers, grade, chemistry and mechanical results must match the material and the purchase order.
7. Certificate of origin (COO)
Proves where the goods were made. A non-preferential COO is usually issued by a chamber of commerce. A preferential COO under a free trade agreement can reduce import duty for the buyer — a real selling point, so check whether one applies to your destination.
8. Third-party inspection certificate
When the buyer appoints an inspection agency, its release note or inspection certificate is often required for payment. Read more in our guide to third-party inspection.
9. Insurance certificate
Required when you sell on CIF or CIP, showing the cover, value and risks insured. See our Incoterms guide.
Country-specific and packing documents
- Fumigation / ISPM 15 compliance — wooden crates and pallets must be heat-treated or fumigated and stamped. Many countries reject untreated wood.
- Conformity certificates — some markets need product conformity documents for regulated products, such as Saudi Arabia's SABER platform. Check before you ship, not after.
- Legalisation or attestation — some Middle Eastern and African buyers ask for invoices and COOs to be attested by a chamber or embassy.
Documents from your own country
Exporters also file documents with their own customs authority. In India, for example, the shipping bill is filed electronically, and exporters need an IEC (Importer Exporter Code). Your customs broker or forwarder usually handles these filings, but you remain responsible for the accuracy of the data.
The 10 most common document errors
- Product description differs between invoice, B/L and LC.
- Wrong or missing HS code.
- Weights on the packing list do not match the B/L.
- Heat numbers on the MTC do not match the material.
- Incoterm or named port missing.
- Buyer name or address spelt differently across documents.
- Late shipment versus the LC's latest shipment date.
- Documents presented after the LC's presentation period.
- Untreated wooden packing.
- Missing signatures or stamps.
Build a repeatable process
- Use one master data sheet per order and generate every document from it.
- Check every document against the purchase order and LC before submission.
- Keep scanned copies and a searchable archive by order number and heat number.
- Send the buyer a full document set by email the day the vessel sails.
Need help presenting this professionalism to new buyers? Our services help metal exporters build websites and outreach that show buyers you are ready for export.
Frequently asked questions
Who issues the mill test certificate?
The manufacturer issues the MTC. For EN 10204 3.1, it is validated by the manufacturer's authorised inspection representative, who is independent of the production department.
Is a certificate of origin always required?
Not always, but many buyers and customs authorities ask for one. A preferential certificate of origin can also reduce import duty under a trade agreement, which makes your offer more attractive.
How long should I keep export documents?
Keep complete records for at least the period required by your country's customs and tax laws — often several years. A searchable digital archive by order and heat number makes this easy.
What is the most common reason for LC discrepancies?
Inconsistent descriptions or dates between the invoice, bill of lading and the letter of credit. Check every document against the LC before presenting it to the bank.
Key takeaways
- Invoice, packing list, B/L, MTC and COO form the core set.
- Consistency across documents matters more than anything else.
- Check destination rules for packing, conformity and attestation early.
Clean paperwork means faster clearance, faster payment and a buyer who orders again.
