Car Export Documents from China: A Checklist for Dealers

Ask your destination broker for a document checklist before committing to a vehicle. Then agree with the supplier and forwarder who prepares each document, when it will be available and what details must match.

Before you order, agree on what the broker needs

Send your broker the exact model and trim, whether the vehicle is new or used, the destination and the planned route. Ask separately about customs clearance and local registration. Where the broker needs a particular certificate, a translation or an original document, ask for the exact name, format and deadline.

Give that list to your supplier and forwarder. For each item, agree who issues it, who obtains it, the deadline and any separate fee. Use the quotation or pro forma invoice to record the proposed vehicle, quantity and price. Ask the seller for the commercial invoice at the agreed stage.

Before shipment, check the vehicle and draft paperwork

Commercial invoice: The seller issues it. Check the buyer and seller’s legal names against the contract, along with the vehicle description, quantity, currency and price. Once the vehicle is assigned, confirm which documents need its VIN.
Packing list or vehicle list: Confirm whether the broker or carrier needs a packing list, a vehicle list or both. Agree whether the seller or forwarder prepares it. For several vehicles, ask for one line per vehicle on the agreed list so each VIN can be checked separately.
Certificate of origin or other certificates: Where requested, confirm the document type and format with the broker, then agree who will apply and which body can issue or validate it.
Inspection and handover evidence: Agree which photos and records you want for each vehicle. Link the condition record to the same VIN as the order and keep it with the shipment file.

Check the transport document and release instructions

Ask the carrier or forwarder which document the booking uses. For sea shipments, this may be a bill of lading or sea waybill. For road or rail, confirm the consignment document for the route. Ask for draft details when available, then confirm when the carrier or its agent will issue the final document and what is needed to release the vehicle.

Check each VIN against the vehicle and the agreed records that carry it. Check company names against the roles on each document. The buyer on the invoice, the shipper and the consignee can be different entities. Ask the destination broker to confirm that the legal names and roles are acceptable. Have the issuer correct any discrepancy before the documents are used for filing or cargo release.

A simple way to assign responsibilities

Keep one shared list with six columns for document, issuer, who obtains it, due date, format and status. Mark whether the destination broker has checked each draft.

EXW warehouse pickup. Under standard EXW, the buyer handles export and import clearance. If Harmo Auto is asked to help coordinate China-side paperwork, agree the tasks, responsible party and charges in writing.
FCA, FOB or CIF. The seller handles export clearance under these terms and the buyer handles import clearance. The buyer normally books main carriage under FCA and FOB. Under CIF, the seller arranges and pays for sea freight and minimum cargo insurance to the named port. FOB and CIF apply to sea and inland waterway transport. For road, rail or a container handed over at a terminal, ask whether FCA fits the handover.

The trade term helps assign responsibilities. Agree the document list, issuers and delivery deadlines with the supplier, forwarder and destination broker for your specific order.

See the buying process · Compare EXW, FOB and CIF quotes · Plan your pre-export inspection · Ask about a vehicle order

Sources include the U.S. International Trade Administration guide to common trade documents, the ICC Incoterms® 2020 checklist and Maersk’s explanation of bills of lading and sea waybills.