Top 10 Common Mistakes in Freight Documentation (and How to Avoid Them)

In international logistics, freight documentation is the engine that keeps goods moving across borders. Whether you’re importing from Asia, exporting to the EU, or shipping between the UK and Ireland, the accuracy and completeness of your documentation can mean the difference between smooth clearance and costly delays.

Unfortunately, many businesses—especially small and medium-sized importers and exporters—make preventable errors that disrupt supply chains, add unnecessary costs, and damage customer relationships. At TCB Group, we handle freight documentation and customs clearance for clients across global markets. We’ve seen how small oversights can have big consequences. In this guide, we reveal the top 10 mistakes businesses make with freight paperwork—and how to fix them before they become expensive problems.

1. Inaccurate or Incomplete Commercial Invoices

The commercial invoice is one of the most critical documents in freight forwarding. It’s used by customs authorities to assess duties, verify shipment content, and clear goods for entry.

Common errors:

• Missing or vague product descriptions
• Incorrect quantities or unit values
• Inconsistent data across supporting documents
• Currency not clearly indicated

How to avoid it:

• Use a standardised template that includes: seller/buyer info, detailed product descriptions, HS codes, Incoterms, quantity, value, currency, and country of origin
• Cross-check invoice data with the packing list and booking details

2. Misclassified Commodity Codes (HS Codes)

Harmonised System (HS) codes are used worldwide to categorise goods for customs and taxation purposes. Misclassification can result in:

• Overpayment or underpayment of duties
• Incorrect VAT calculation
• Seizure or rejection of goods

How to avoid it:

• Use official HMRC tools or consult a customs expert to determine the correct code
• Stay updated on any HS code revisions, as classifications may change
• Document your classification logic for audit purposes

3. Incorrect or Missing Incoterms

Incoterms (International Commercial Terms) define who is responsible for what during the shipping process. They impact costs, liability, insurance, and customs documentation.

Common mistakes:

• Using outdated terms (e.g. Incoterms 2000 or 2010 instead of 2020)
• Failing to specify place of delivery (e.g. “DAP London Warehouse”)
• Not aligning documentation with agreed Incoterm

How to avoid it:

• Always include the full Incoterm and location on the invoice and sales contract
• Train internal teams on Incoterm definitions and their practical impact

4. Mismatched Documents

Even if individual documents are accurate, inconsistencies across them raise red flags for customs authorities. For example, if your invoice says 1,000 units but your packing list says 900, expect delays.

How to avoid it:

• Align data across all key documents: commercial invoice, packing list, bill of lading/CMR note, and customs declaration
• Use document automation tools or centralised platforms to reduce manual input errors

5. Using the Wrong Type of Transport Document

Different freight modes require different supporting documents. Using the wrong one—or omitting key details—can delay loading, cause compliance issues, or invalidate insurance.

What you should be using:

• Road freight: CMR (International Consignment Note)
• Sea freight: Bill of Lading (B/L or Seaway Bill)
• Air freight: Air Waybill (AWB)

Pro tip:

• Ensure your transport documents include the correct shipper, consignee, number of packages, gross weight, and description of goods

6. Missing Certificates of Origin or Preference Documents

These documents help claim preferential duty rates under trade agreements (like the EU–UK TCA). Missing them can result in higher tariffs or shipment rejection.

How to avoid it:

• Determine if your goods qualify for tariff preference before shipping
• Include a Statement on Origin on your invoice if eligible
• Apply for a Certificate of Origin if requested by the buyer or required for customs

7. Inadequate Description of Goods

Customs needs to understand exactly what you’re shipping. Too often, businesses write vague descriptions like “clothing” or “electrical goods,” which can lead to clearance delays or inspections.

How to avoid it:

• Include details like product type, materials, function, and use
• Avoid jargon or brand names—customs officers need generic descriptions
• Match the description to the assigned HS code

8. Failing to Declare the Correct Value

Underdeclaring or overdeclaring the value of goods can result in legal penalties or incorrect duty calculations. Customs uses declared value to assess duties, taxes, and insurance liability.

How to avoid it:

• Declare the transaction value, including any extras like commissions, transport, or packing costs (if applicable based on Incoterm)
• Retain proof of sale, such as contracts and payment records

9. Not Including EORI Numbers

Economic Operators Registration and Identification (EORI) numbers are required for all businesses trading goods between the UK and the EU or rest of world. Missing EORI numbers delay customs clearance.

How to avoid it:

• Ensure your EORI number (and that of the recipient, where needed) is included on all customs documents and the commercial invoice
• Apply via HMRC if you don’t already have one

10. Not Keeping Copies of Documents

Businesses often treat shipping paperwork as temporary—but it’s essential to maintain copies for audits, tax records, and dispute resolution.

How to avoid it:

• Digitise and store copies of all freight documents for at least 6 years
• Use cloud-based storage or integrate with your ERP/TMS system
• Keep a record of amendments, approvals, and communications

Bonus Tip: Work With a Freight Partner Who Gets It Right the First Time

Even the best internal teams can struggle to stay on top of every regulation, format, or trade agreement. That’s why more businesses are outsourcing freight documentation to expert partners like TCB Group.

We handle:

• Commercial documentation preparation
• Customs clearance and declarations
• Preference certificates and rules of origin compliance
• Transport paperwork (CMRs, AWBs, Bills of Lading)
• End-to-end visibility and document traceability

By working with us, your documentation is accurate, compliant, and submitted on time—helping your shipments move smoothly from origin to destination.

Checklist: Before You Ship

Here’s a final checklist to ensure your documentation is correct and complete:

• Commercial invoice with full product details and Incoterms
• Correct HS codes and product classification
• Packing list matching the invoice
• Transport documents (CMR / B/L / AWB) with full info
• Preference certificates or statements (if applicable)
• Customs declaration submitted or ready
• EORI numbers clearly listed
• Supporting licences or certificates (for regulated goods)
• Copies saved digitally for your records

Conclusion

In international trade, documentation is not just paperwork—it’s the passport your goods need to cross borders without delay. The smallest mistake can cause days of disruption, lost revenue, and damaged relationships. By understanding the most common errors and working with an experienced freight partner, you can protect your supply chain and your bottom line.

At TCB Group, we take the stress out of customs and documentation. Our team handles the details so you don’t have to—ensuring your shipments stay on time, compliant, and fully traceable from start to finish.

Need help with freight documentation or customs clearance? Get in touch with TCB Group and let our experts handle the complexity for you.