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Export Documents

The export documentation landscape confuses a lot of UK businesses — partly because the answer genuinely varies by destination, goods type, and shipment value. Some exports require five documents; others need two. Some need a Chamber of Commerce stamp; most don't. This guide cuts through the noise and tells you exactly what's required in each situation.

The Three Core Documents Every Commercial Export Needs

Regardless of destination, value, or goods type, every commercial international shipment from the UK should have these three documents:

1. Commercial invoice — the financial record of the transaction. Includes exporter and consignee details, a specific description of goods, HS/commodity code, quantity, unit price, total value, currency, country of origin, and Incoterms. See the complete guide to commercial invoices for the full field list.
2. Packing list — the physical contents record. Includes package count and type, dimensions, net and gross weights per item, and HS codes. Customs use this to verify the shipment matches the declared invoice. Read more about what a packing list must include.
3. Customs declaration — the formal declaration to HMRC that goods are leaving the UK. For most small businesses using a courier, this is handled by the courier or freight forwarder using the data from your commercial invoice. You don't complete this yourself, but it's generated on your behalf using your data.

ClearDocs generates the commercial invoice and packing list simultaneously from a single data entry. The customs declaration is filed by your courier or agent.

Documents Needed for Specific Situations

Supplier's declaration of origin (for EU exports claiming TCA preference)
If your goods originate in the UK and you want your EU buyer to claim 0% import duty under the UK-EU Trade and Cooperation Agreement, you need to include the TCA-compliant statement of origin on your commercial invoice. Without it, your EU customer pays standard duty. This is not a separate government form — it's specific wording that appears on your invoice, including your EORI number. See the supplier's declaration guide for the exact wording.

EUR1 movement certificate (alternative to supplier's declaration)
An EUR1 is a physical document issued by HMRC or a Chamber of Commerce that certifies UK origin. It's an alternative to the invoice-based supplier's declaration for shipments above £5,500 where you are not a Registered Exporter (REX). In practice, most UK exporters use the invoice declaration approach once they have REX status. EUR1s carry a small cost and require advance planning — they're less common than they once were.

Formal certificate of origin (for non-EU markets)
Some destinations outside the EU — particularly in the Middle East, North Africa, and parts of Asia — require a formal certificate of origin stamped by a UK Chamber of Commerce. This is a separate document from the invoice declaration. Check destination-country requirements before shipping if you're expanding beyond the EU.

What You Don't Need for Most EU Exports

A common misconception is that UK exporters need a Chamber of Commerce certificate of origin for every EU shipment. This is not the case. For EU exports under the TCA, a correctly worded supplier's declaration on the commercial invoice is sufficient to claim preferential origin. A formal stamped certificate is not required and most EU customs authorities do not expect one for standard commercial shipments.

You also do not need an export licence for most standard goods. Licences are only required for controlled goods — dual-use items, military equipment, certain chemicals, and some technology. If you're unsure whether your goods require a licence, the ECJU (Export Control Joint Unit) checker on GOV.UK will confirm.

Documents Required by Destination or Goods Type

Certain goods and destinations require additional documentation beyond the core three:

• Food and food products: health certificates issued by the Animal and Plant Health Agency (APHA) for animal products; phytosanitary certificates for plant products. Required by most non-UK destinations.
• Live plants and plant products: phytosanitary certificate — even for dried flowers and certain seeds.
• Protected species (CITES): CITES export permits for any product containing materials from CITES-listed species — certain leathers, woods, shells, and wildlife products.
• Medicines and medical devices: additional regulatory documentation and, in some cases, import licences in the destination country.
• Dangerous goods: hazardous materials declarations and specialised packaging requirements under IATA (air) or IMDG (sea) regulations.

The Practical Checklist

For a standard commercial export of non-food, non-controlled goods from the UK to an EU country:

1. Commercial invoice (with supplier's declaration if claiming TCA preference)
2. Packing list
3. Customs declaration (filed by courier/agent)

That's it. Three documents — two of which you produce, one of which your courier handles. ClearDocs generates both your documents simultaneously, correctly formatted, from a single data entry. No templates to maintain, no risk of the two documents being inconsistent with each other.