China factory documents for your customs broker
Ask the factory for a commercial invoice, packing list, requested origin evidence and product test reports. Obtain transport documents from the responsible shipping party. Have your destination broker confirm formats and extra evidence before dispatch. Cambridge China Bridge can coordinate the factory document pack.
Start with your destination broker
For goods moving directly from China to your own port, send your destination customs broker the product specification, proposed shipping route and purchasing arrangement before packing. Ask them to confirm destination rules, the document checklist, accepted language, file format, original-document needs and any additional evidence before dispatch.
When buying through a UK company, identify the contractual seller, Chinese manufacturer, exporter, consignee and intended importer separately. Explain who invoices whom. Ask the broker which commercial invoice and supporting transaction records they want; do not assume the factory's invoice alone explains your purchase.
Request the factory document pack
Give the factory a written checklist naming the person responsible for each item. Request drafts for review, then final documents reflecting the goods actually packed. If the UK company issues your purchase invoice, coordinate that invoice with the factory's shipment information.
Check the invoice's goods descriptions, quantities, unit prices, total, currency and agreed delivery term with its named place. Reconcile the packing list to the invoice and physical packing. For carton-level detail, use our mixed-product packing list guide.
| Document | Who to ask | What to check |
|---|---|---|
| Commercial invoice and supporting transaction records | Factory or exporter, with the UK seller where applicable | Actual seller and buyer, invoice reference, goods, quantities, values, currency and delivery term |
| Packing list | Factory or packing warehouse | Product references, carton contents, package totals, net and gross weights, dimensions and marks |
| Requested origin evidence | Factory for manufacturing information; exporter for an issued certificate | Broker's requested evidence, issuer, wording and shipment references |
| Product test reports and requested supporting documents | Factory and relevant laboratory | Complete reports covering the supplied model, materials and configuration |
| Transport document | Responsible carrier or freight forwarder | Draft details, final issuance timing and agreed cargo-release arrangements |
Confirm the origin evidence requested
Ask the broker whether they want a factory origin statement, manufacturing information or an issued certificate. Have them confirm the acceptable issuer, wording and format before the exporter arranges it. Also check any origin-document conditions in your purchase or bank instructions.
Ask the factory to explain where the goods were manufactured and provide the requested supporting information. Send that explanation with the draft document for review. Our China certificate of origin guide covers issuer and authenticity checks; confirm destination acceptance with your own broker.
Match test reports to the supplied product
Request complete product test reports, including their attachments, rather than a certificate cover or a photograph of a pass result. Compare the manufacturer, model, sample description, materials, configuration and photographs with your order. Ask for an explanation where names differ or a report covers a related model.
Ask the destination broker to confirm what product evidence to send and whether a destination product specialist should review it. Use our testing and certification service to coordinate factory and laboratory documents. Treat a report as evidence to review, rather than a guarantee of destination acceptance.
Obtain transport documents from the shipping party
Transport-document issuers can differ. Identify the carrier or freight forwarder responsible for providing your bill of lading or air waybill, and name the contact who will send it to the broker. The factory can supply shipment details without being the document issuer.
Request the draft when available and compare names, ports, goods descriptions, package totals and weights with the shipment pack. Use our draft bill of lading checklist for sea shipments. Agree how cargo release will work and when the final document will arrive; a final transport document may follow dispatch.
Close document queries before dispatch
Send the broker the available pack together, with the order reference and a list of outstanding documents, responsible contacts and expected issue points. Ask for written confirmation that the reviewed formats are acceptable and that additional evidence has been identified. Resolve queries before authorising dispatch, and agree delivery of documents issued later.
After any change to goods, packing, values or parties, resend the affected documents and identify the revision. Keep the accepted versions, broker correspondence and later transport documents together. Cambridge China Bridge's staff in China can collect factory records and coordinate corrections with your destination broker.
Frequently asked questions
What documents should my Chinese factory send my broker?
Request the invoice, packing list, requested origin evidence and complete product test reports. Coordinate the UK seller's invoice where applicable. Ask your destination broker to confirm formats and additional evidence.
Which invoice should I use when buying through a UK company?
Explain the factory, exporter, UK seller and buyer to your destination broker. Ask which invoice and supporting transaction records they want before dispatch.
Does the Chinese factory provide the bill of lading?
Ask the responsible carrier or freight forwarder who issues and sends it. The factory supplies shipment details. Check the draft when available and agree final-document timing and cargo release.
Can I ship before the broker checks the documents?
Have the broker review the available pack and resolve queries before dispatch. List documents issued later, who will obtain them and when they will reach the broker.