Chinese invoice and packing list: what should I do?
Ask the supplier for English or bilingual versions, keep the Chinese originals and check every description and reference against them. Send the matched pack to your UK customs broker and obtain written confirmation that it is usable before filing. Supplier-side checks can be coordinated by Cambridge China Bridge.
Ask for supplier-confirmed English versions
Send the Chinese invoice and packing list back to the supplier with a request for matching English or bilingual versions. Ask the supplier to confirm that they describe the same transaction and shipment. Request complete, readable files, including notes, stamps and attachments. Our customs documents guide covers the underlying paperwork; this guide covers checking its translation.
If the supplier cannot prepare accurate English documents, use a competent bilingual reviewer familiar with the products. Machine translation can help prepare a draft, but have a person check commercial terms, units and product meaning. Record who translated and reviewed the files, and obtain the supplier's written confirmation of the checked versions.
Keep the Chinese originals alongside the translations
Save the files exactly as received before editing anything. Label the English files as translations and identify the source document and revision. Keep the supplier's covering message with the pack. If the supplier issues an amended invoice, distinguish that amendment from a translation and retain the earlier version with an explanation.
HMRC guidance allows electronic storage of documentary evidence where a copy of the original document can be produced from it. Keep Chinese originals and English versions together, and preserve any paper originals you receive. Our import records guide covers retention and organising the wider shipment file.
Match descriptions and references line by line
Prepare a matching sheet linking each Chinese invoice line to its English description and the corresponding packing-list entry. Preserve product codes, model references, invoice references, order references and carton marks exactly. Ask the supplier for its established English company name and address rather than inventing a translation that could identify a different business.
Check quantities, quantity units, prices, totals, currency, net and gross weights, dimensions, origin and delivery terms against the originals. Describe what the goods are, their material and their use where relevant. Resolve ambiguous words with the supplier using specifications or photographs. Keep the same product wording across the English invoice and packing list; explain any grouping differences.
Get your UK broker's written acceptance
Send your broker the Chinese originals, checked English versions and matching sheet before the declaration is filed. Ask: ‘Can you use these documents for this shipment? Do you need supplier-issued English documents, bilingual documents or a translator's certification? Which descriptions or references need clarification?’ Obtain a reply identifying the reviewed files, and resolve any outstanding requests.
HMRC may request supporting documents for a customs check to clear the goods. Treat the broker's reply as confirmation that it can work from the pack, rather than a guarantee of customs clearance. Ask to review the draft declaration against the agreed descriptions and references. Our broker declaration guide explains the wider checks.
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Resolve discrepancies without hiding the trail
If English and Chinese versions disagree, mark the affected entry as unresolved and ask the supplier whether the source document or the translation is wrong. Request a corrected translation or an amended supplier document as appropriate. Avoid silently changing values, currency or quantities to make the documents agree. Record the reason for each change and send the updated pack to the broker.
If the declaration has already been filed, tell the broker which information changed and ask whether the declaration needs correction. Keep its response with the document history. For future orders, agree the English document format and product glossary before shipment. Cambridge China Bridge's staff in China can coordinate supplier clarification and bilingual document checks.
Frequently asked questions
Can I send a Chinese invoice to my UK customs broker?
Send it for review alongside a checked English version. Ask the broker to confirm which language, format and supporting explanations it needs for your shipment before filing.
Do I need a certified translation for UK customs?
Ask your broker whether certification is needed for your particular documents and shipment, and what form it should take. Confirm this before commissioning a certified translation.
Can I use machine translation for a packing list?
Use it as a draft. Have a bilingual reviewer check product meaning, quantity units, weights, carton marks and references against the Chinese original, then obtain supplier confirmation.
Should I replace the Chinese invoice with the English one?
Keep both. Label the English version as a translation linked to its Chinese source. If the supplier amends the invoice, retain the earlier version and record what changed.