Even a perfect shipment can become a headache if documents are wrong. This checklist covers the standard document set for rubber and rubber product shipments from Thailand — and how trade terms change who prepares what.
The core document set
- Proforma / Commercial Invoice — final pricing, Incoterm, payment terms, HS codes.
- Packing List — bale/carton counts, weights per package, container seal number.
- Bill of Lading (B/L) — issued by the carrier; check consignee, notify party and port names carefully.
- Certificate of Origin (COO) — required for customs duty treatment in most destinations.
- Certificate of Analysis (COA) — laboratory results for the shipped lot (dirt, Mooney, volatile matter for rubber; test results for food items).
Situational documents
- Phytosanitary Certificate — plant-origin products (charcoal and coconut products often require it).
- Fumigation Certificate — commonly required for wood charcoal and wood packaging.
- Health Certificate / Halal — for food-grade coconut products where certified.
- Insurance Certificate — mandatory under CIF; optional (buyer-arranged) under FOB/CFR.
How Incoterms change responsibilities
- EXW: buyer handles export clearance — rare for first-time importers.
- FOB: exporter clears export and loads on vessel; buyer arranges freight and insurance.
- CFR: exporter also pays freight; buyer insures the cargo.
- CIF: exporter arranges freight and insurance — the simplest for new buyers.
Practical tips from our experience
- Confirm the exact spelling of consignee/notify party before booking — B/L amendments cost money and time.
- Ask for document drafts before sailing; errors are cheap to fix pre-departure.
- Keep every COA on file — it's your reference baseline for future orders and any claims.
As an exporter, we prepare and verify the full set for every shipment — see Export & Logistics for how we work.
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