Orlan Lawson
Researching practical freight, cargo and transportation topics across Australia.
Documents Required for Every Shipment
Most commercial air cargo shipments require a basic set of documents covering the goods, their value, packing details and movement. These should be prepared before the shipment is booked whenever possible.
Commercial invoice
Provides the description, quantity and declared value of the goods. Information should be accurate and consistent with the shipment.
Packing list
Lists the contents, weights and dimensions of the shipment and should match the commercial invoice.
Air waybill (AWB)
Issued by the airline or consolidator, the AWB acts as the primary transport and tracking document for the shipment.
Import declaration
The formal customs declaration is generally lodged with the Australian Border Force by a customs broker or freight forwarder.
Additional Documents Depending on Cargo Type
Some shipments require additional documentation because of their origin, contents, treatment requirements or regulatory classification.
- Certificate of origin — may be required when claiming a preferential duty rate under a Free Trade Agreement. See our Free Trade Agreements & Preferential Certificates guide.
- Import permits — required for some regulated goods including certain foods, plants, chemicals and biological products.
- Dangerous goods declaration — required for applicable hazardous materials under IATA dangerous goods requirements.
- Fumigation or treatment certificates — may be required for timber packaging and other organic materials.
- Insurance certificate — not generally mandatory, but recommended for high-value cargo.
Common Documentation Errors
Documentation problems can result in customs questions, additional checks, storage charges or delays in releasing cargo from the terminal.
Check these details before departure
Declared values should match the import declaration. Goods descriptions should be specific enough to support correct classification. Certificates, permits and treatment records should be available when required.
- Declared value on the invoice does not match the import declaration.
- Goods descriptions are vague or generic instead of providing useful tariff-relevant detail.
- A certificate of origin is missing when an FTA preference is being claimed.
- Timber packaging is untreated or lacks appropriate ISPM 15 evidence.
- Required import permits are missing and only discovered during clearance.
Getting Documentation Right Before the Flight
The most efficient approach is to prepare the paperwork before the cargo is booked on a flight. This gives the freight forwarder or customs broker an opportunity to review the information and, where applicable, pre-lodge the import declaration.
Having accurate documentation ready before arrival can help reduce avoidable clearance delays and may support same-day or next-day release when no inspection or additional regulatory action is required.
For more detail, see our full customs clearance process for Darwin .
Who Prepares Each Document?
| Document | Typically prepared by |
|---|---|
| Commercial invoice | Shipper / exporter |
| Packing list | Shipper / exporter |
| Air waybill | Airline or freight forwarder |
| Import declaration | Customs broker or forwarder |
| Certificate of origin | Shipper, sometimes through a chamber of commerce |
| Permits for regulated goods | Shipper, with forwarder guidance |
Air Freight Documentation FAQs
What's the difference between a commercial invoice and an import declaration?
The commercial invoice is issued by the seller or exporter as evidence of the sale and value of the goods. The import declaration is a separate customs document lodged with the Australian Border Force to formally declare the imported goods.
Do I need an original air waybill, or is a copy sufficient?
For most commercial air freight, electronic documentation or a copy of the AWB is standard practice. Original paper AWBs are increasingly uncommon, although particular shipment types may have different requirements.
Can my forwarder prepare all of this for me?
A full-service freight forwarder or customs broker can prepare or review much of the documentation, but they still rely on the shipper to provide accurate underlying information such as invoice values, goods descriptions and origin details.