Missing paperwork delays containers at destination ports — and demurrage eats margin faster than any price negotiation. Here is the complete document checklist for a bulk tea shipment from China.
Core Documents (every shipment)
- Commercial Invoice — item numbers, grade, unit price, Incoterm (FOB/CIF), total value.
- Packing List — bag/carton counts, net & gross weight, container number and seal.
- Certificate of Analysis (COA) — per production lot: moisture, total ash, dust ratio, water extract, tea polyphenols.
- Pesticide-Residue Report — SGS/Intertek, scoped to the destination MRL (EU 396/2005, Japan Positive List, etc.).
- Phytosanitary Certificate — issued by China Customs after plant-health inspection of the actual goods.
- Health / Sanitary Certificate — food-safety attestation for destination authorities.
- Certificate of Origin — CO; preferential Form A (GSP) or Form E / RCEP where the destination qualifies for duty reduction.
- Bill of Lading (B/L) — issued by the carrier after loading.
Destination-Specific Extras
- EU: organic transaction certificates (TRACES) for organic lots; MSDS for tea powders.
- Saudi/UAE: Halal certificate; SFDA registration support for branded packs.
- USA: FDA prior notice (importer side), FSVP records; FDA facility registration of the factory.
- West/Central Africa & Central Asia: the core set above is generally sufficient; legalized CO when required.
Practical Tips
- Agree the full document list in the proforma invoice before production — not after loading.
- Check B/L details against LC terms word-for-word if paying by letter of credit; documentary discrepancies are the top LC refusal cause.
- Keep sealed counter-samples of each lot for 12 months for dispute arbitration.
Smileaf Tea issues the complete set with every container — see the full compliance guide or request document templates →