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21.01.2026
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To provide an A-to-Z e-commerce logistics solution that would complete Amazon fulfillment network in the European Union.
You’ve got products ready to sell, maybe even a European customer base waiting on the other side of the border. But before you hit “ship,” there’s one thing standing between you and smooth entry into the EU market: paperwork. And not just one form. We're talking invoices, declarations, compliance certificates, VAT numbers, transport docs and, depending on what you sell, a few extra pages of regulations to follow you might not even know existed.
Welcome to cross-border logistics, EU edition.
If you're feeling overwhelmed, you're not alone. Most non-EU sellers underestimate how many documents are required before their first shipment. And while it’s tempting to just send the box and “figure it out later,” customs won’t be that forgiving.
So to make the EU launch a bit less stressful for you, in this article you'll find a clear, practical list of logistics documents you need before you ship to the EU. We'll break down what each document is for, who needs it, and how to prepare it right the first time. Plus, at the end, you’ll find a checklist you can actually use to check are you all set to ship to EU, so you wouldn't get unpleasantly surprised with a call from the customs saying "We need more documents from you before we can process with the clearance process" while customers are waiting for their deliveries.
Mandatory documents for every non-EU seller
Let's start by listing the core documents your shipment needs to enter the EU. To accept the shipment, EU custom clearance officers will first check whether you attached all the necessary documents that will allow them to determine the taxes and duties you need to pay and determine if your products meet the EU compliance laws. If even a single of those documents are missing or filled incorrectly, your parcels might be held up at customs until you send them the correct documents - and that means shipping delays.
So if you want your shipment to pass clearance quickly and smoothly, making sure all those documents are filled correctly is essential.
1. Commercial Invoice
The commercial invoice is the most important document in your export paperwork, as it acts as a formal record of the transaction between you (the seller/exporter) and the buyer (end customer or importer). Think of it as the international equivalent of a sales receipt, but with more legal and customs-relevant information.
EU customs officials use this document to verify the value of the goods for calculating import duties and VAT, identify the origin of goods for trade agreements or tariffs and confirm consistency across your shipment documents (e.g. transport docs, declaration, etc.). This is also typically the first document they check, and if they spot any issues on the invoice, such as a mismatch between the goods value on the invoice and declaration, your shipment will most likely be flagged and held up until you can explain or correct the mismatch.
What should a correctly filled commercial invoice include?
- Your company details and EORI number
- Buyer’s name and address (and VAT number if applicable)
- Invoice number and date
- Full product descriptions (such as "Men’s leather sneakers, black, EU size 44" - writing just “Shoes” might get the shipment flagged!)
- HS code for each product
- Quantity and unit price
- Total value of the shipment (preferably in EUR)
- Used Incoterms (e.g. DDP, DAP, FOB)
- Country of origin of goods (especially important if the goods are imported from Asia!)
- Currency used
- Signature or electronic approval (optional but often recommended)
Mismatched or missing HS codes, Incoterms or full product names are some of the most common reasons why packages might be held up for audits. Make sure the declared value reflects the actual transaction value as well, as lowering the declared value in hopes of paying less taxes is guaranteed to get your package under investigation.
2. Packing List
A packing list is a detailed breakdown of how the goods are packed, including the content of each box, total number of boxes, weight, and dimensions. This document helps customs check if the physical shipment matches the invoice (without opening the shipment), plus it also makes it easier for logistics partners and warehouses to manage the shipment during transit or at delivery.
Having a correctly filled packing list is especially important if your shipment might get damaged during opening and repacking, as without the packing list, the custom officers will have to open the shipment to check what's inside. But how it will get repacked is impossible to predict, and so your customers might later get a package that's damaged or has missing elements - and then you, as the seller, will be responsible for replacing or refunding the damaged item.
What should you include on the packing list?
- Invoice reference number
- Number and description of packages
- Contents of each package (by SKU or product name)
- Gross and net weight
- Dimensions (especially for air freight or when volumetric weight matters)
- Total quantity per SKU
- Packaging type (e.g. pallet, carton, polybag)
Some logistic partners or carriers might also refuse to process the packages that arrived visibly opened or damaged after the custom clearance, which would increase the shipment delays even further. So it's in your best interest to double-check whether the packing list is correctly filled and attached to the shipment, as both opening the shipment and potential arguments with the carrier might add several days to the shipping time.
3. Transport Document
A transport document is simply a written agreement in which the carrier confirms that it will receive goods from you and transport those goods to an agreed destination - you typically get it from your logistics partner. The specific document depends on the mode of transport:
Air Waybill (AWB) → for air shipments
Bill of Lading (B/L) → for sea freight
CMR → for road transport in Europe
For EU customs, transport documents prove that the goods were legally brought to the EU borders as there is a legal contract between sender, carrier, and receiver. Plus, they also tell customs to where the shipment is headed, who is responsible for the delivery and also prove that shipment is meeting the compliance laws for shipment methods.
Typically, you can find on the document:
- Carrier and shipper information
- Destination and consignee
- Description and weight of goods
- Tracking number
- Date of shipment
- Shipping terms (e.g. who pays for freight)
Keep in mind that the transport documents will also be compared with the commercial invoice and packing lists. If the custom clearance finds that the transport document contains inconsistencies with the invoice (e.g. mismatched product descriptions or weight), customs may delay the release of your goods until they get correctly filled documents.
4. EORI Number
An Economic Operators Registration and Identification number (EORI for short) is a unique identification number required for any business moving goods into or within the EU, including those who don't have a physical presence in the EU. To apply for it, it's typically enough to fill an EORI application form on a designated custom page in a country to which you plan to send your products first. The good news is, the number works across all EU countries, so you only need to apply for it once.
We covered EORI in more detail in our other article "How to register for an EORI number as a non-European seller", including when you need it and how you can apply for it.
5. Customs Declaration (SAD – Single Administrative Document)
Custom declaration is a document submitted to the customs authority that declares the contents, value, origin, and other details of the shipment and acts as the legal basis for your shipment entering the EU. Customs uses it to calculate duty, VAT, and verify that the shipment complies with EU regulations. What's important is that the document, instead of being attached to the shipment, is typically submitted electronically via customs systems.
What's typically included in the document:
- HS codes
- Product values
- Country of origin
- Incoterms
- Importer/exporter info
- EORI number
- Transport and invoice references
You can ask your customs broker, logistics partner, or postal operator to submit the document on your behalf, but remember, you are the person responsible for the accuracy of the data provided, even if someone else submits it.
6. HS Code (Harmonized System Code)
HS code, or Harmonized System Code, is a 6- to 10-digit code that classifies your product type according to an international system maintained by the World Customs Organization (WCO). The HS code is used by custom officers to verify to which category your product belongs and determines which duties, VAT rates, and product-specific regulations apply to it.
Since you need to add a correct HS code to each product you import and said products might have different HS codes, finding and adding those are not something you can do at the last moment. Rather, we would recommend checking the HS codes list early, and note down the HS codes for each product, as the VAT and duty rates vary widely between categories (e.g. electronics vs. apparel)
To find the HS codes list, you can use official databases like the EU TARIC or ask your customs broker or freight forwarder for those. Double-check whether you used the correct codes for each products, as misclassification often ends in your shipment being flagged for audit until all issues are cleared.
7. VAT Registration or IOSS Number
VAT registration or IOSS number proves that you’re registered for Value Added Tax (VAT) in the EU, either through a local VAT number or via the Import One-Stop Shop (IOSS) scheme. For B2C shipments with a value under €150, IOSS registration is enough, but if you store goods in an EU warehouse or ship orders over €150 directly, you need to register for VAT in all European countries to which you ship.
Since the topic is a pretty lengthy one, we covered it in a separate article "What non-EU sellers should know about VAT and OSS registration", including how those two models differ and when you should use them in our article, so we recommend you read it before you start preparing for the VAT registration.
Additional documents you might be asked for depending on product type
Besides the documents we mentioned above, there are also additional requirements for importing certain types of products into the EU, such as electronics or cosmetics. Unless you can prove that your products are meeting the regulations for those products and have the necessary documents, your products might be stopped at customs, or even returned at your expense. The regulations are especially strict for food and health supplements, electronics and cosmetics, so if you plan to ship to the EU such products, you'll likely need to provide the customs with additional documents to show your products are safe for the customers.
To make the requirements easier to follow, we divided those into product categories, each with a list of required additional documents.
Electronics, electrical equipment, smart devices
European laws are very strict when it comes to importing electronic devices into EU countries, so if you sell electronic toys, household appliances or smart devices, you will be legally obliged to provide:
- CE Declaration of Conformity (DoC): Confirms that your product complies with all applicable EU directives (e.g. EMC, LVD, RoHS). Must be issued by the manufacturer and kept on file as customs authorities can request it at any time.
- Test reports or certificates: Meaning supporting documentation from accredited labs proving compliance with EU technical standards, such as EMC (Electromagnetic Compatibility), LVD (Low Voltage Directive) or RoHS (Restriction of Hazardous Substances).
- User manual & safety information: Those must be written in the official language of the destination country (or languages accepted by local law) and included inside the product box.
Those regulations apply to any and all products with electronic components, batteries, plugs, radio modules (e.g. WiFi, Bluetooth), even if they are low-value or simple products such as USB chargers or LED lights.
Cosmetics and personal care products
Regulations for cosmetics are just as strict, if not stricter, than the ones for electronic devices, as the EU won't let inside their borders any personal care products that have banned ingredients inside them or might be potentially harmful for the customers.
When importing those, the customs, besides the mandatory documents, will also check:
- Product Information File (PIF): A detailed technical and safety dossier containing formula and ingredients, safety assessments, GMP compliance evidence, label and claims review and animal testing statement (if relevant).
- CPNP Notification: Informs authorities about your product via the Cosmetic Products Notification Portal and must be submitted before placing the product on the EU market
- Labelling compliance proof: Includes mandatory elements such as INCI ingredient list, batch number, shelf life, country of origin, Responsible Person contact, and safety warnings in local language.
- Responsible Person (RP) information: Name and contact to a legally designated individual or company located in the EU who takes regulatory responsibility for the product.
You will need those documents for any product falling under the definition of a cosmetic in the EU, skin creams, soaps, shampoos, perfumes, make-up, etc.
Food products, dietary supplements, beverages
Food products and dietary supplements regulations in the EU are some of the strictest in the world, which might be especially surprising for e-commerce brands coming from countries with much laxer laws, for example USA.
To legally import those types of products into EU, you might need to show:
- Sanitary Certificate / Health Certificate: Issued by the health authority in the exporting country to confirm that the product is safe, handled properly, and comes from an approved facility.
- Import licence or pre-authorization: Some categories (e.g. meat, dairy, supplements with certain ingredients) require prior notification or licensing from EU food authorities.
- Lab test results: Sometimes required for supplements or functional foods to verify ingredient content, contaminants, or shelf life.
- Label compliance file: EU food labels must include ingredient list, allergens in bold, nutritional table, country of origin and expiry date or best before, all translated to the local language of the country to which those products are to be imported.
Those regulations apply anytime you ship ingestible goods into the EU, even if you only send small quantities (like product samples) to potential customers.
You don’t always need to submit these documents proactively, but you must have them ready in case customs or market surveillance authorities ask. Even if the product is manufactured by a third party, and you are selling it under your brand or label, the legal responsibility for those products falls on you.
EU shipping readiness checklist
Does it seem like plenty of requirements and documents to prepare, especially if you want to sell personal care products or smart gadgets? It might, especially if you just started to gather all the shipping prerequisites, compliance requirements and necessary documents for sending products into the EU.
So to make things easier, we created a handy checklist you can use to make sure your shipment won’t get stuck at the border. Print the checklist and then tick off each item to confirm you're fully prepared — and then you can send the parcels to the EU customs with confidence.
Core documents (required for all non-EU e-commerce sellers)
[ ] Commercial invoice includes full product details, value, HS code, Incoterms, seller/buyer info, EORI
[ ] Packing list matches the invoice and clearly shows contents, quantities, and package dimensions
[ ] Transport document (AWB / B/L / CMR) issued by your carrier and consistent with your invoice
[ ] EORI number registered and active in the EU country of import
[ ] Customs declaration submitted (via customs agent or platform) with complete and correct data
[ ] HS codes correctly assigned for all products in the shipment
[ ] VAT setup in place: IOSS for <€150 orders OR local VAT number for stored/warehoused goods
Product-specific documents (if applicable to your goods):
For electronics:
[ ] CE Declaration of Conformity
[ ] Test reports (e.g. RoHS, EMC, LVD)
[ ] Manual and safety info in destination language
For cosmetics:
[ ] Product Information File (PIF)
[ ] CPNP notification submitted
[ ] Responsible Person assigned in the EU
[ ] Label translated and compliant
For food/supplements:
[ ] Sanitary or health certificate from your country
[ ] Import license (if required)
[ ] Fully compliant label: ingredients, allergens, nutrition, expiry
The key thing we want you to remember is that customs may not ask for every document on day one, but you should always have those prepared and at hand, as being unprepared when they do can delay delivery, damage customer trust, or even result in returned shipments. A smart idea is to keep digital versions of all documents organized and accessible for every product and order, as it will be significantly speed up the custom processes in case problems appear.
All set for shipping into the EU?
Getting ready to ship into the EU for the first time? It’s a lot, we know. Between invoices, codes, declarations, and product-specific paperwork, it can feel like you need a mini legal team just to send a parcel. But here’s the good news: once you understand what’s actually required — and why — it all starts to make sense.
Most of the work is upfront. Once your documents are in place and your process is dialled in, each shipment gets easier.
So before you hit “ship,” take a few minutes to double-check that checklist. You're already investing time and energy into growing in the EU. A little extra prep now means faster customs, smoother deliveries, and no surprises down the line.
