A palm oil or rubber shipment from Liberia comes with a standard set of documents. The bill of lading proves shipment and controls who can collect the cargo. The commercial invoice and packing list set out what is being paid for. The certificate of analysis and weight certificate prove quality and quantity. The certificate of origin supports customs and duty. EU shipments also need the data for the EUDR due diligence statement. Each one should match the contract and the others exactly.
This guide explains what each document does and what to check. It is part of our guide to buying commodities from West Africa.
The documents
| Document | Issued by | What it proves |
|---|---|---|
| Bill of lading | Shipping line or its agent | Cargo loaded on a named vessel; title to the goods |
| Commercial invoice | Seller | Price, quantity, Incoterm and amount due |
| Packing list | Seller | Packing detail: bales, pallets, flexitanks, container numbers |
| Certificate of analysis | Independent surveyor or laboratory | Quality against the contract specification |
| Weight or quantity certificate | Independent surveyor | Net and gross weight, or volume |
| Certificate of origin | Competent authority in Liberia | Country of origin, for customs and preferences |
| Phytosanitary certificate | Plant protection authority | Plant health, where the importing country requires it |
| ISPM 15 compliance | Pallet supplier marking | Wooden pallets are heat treated |
| Insurance certificate | Insurer | Cargo cover, for CIF sales |
| EUDR data package | Seller | Plot geolocation, legality evidence and chain of custody |
Bill of lading
The bill of lading (B/L) is the most important document. An original "to order" B/L is a document of title: whoever holds it, properly endorsed, can collect the cargo. That is why banks hold it under an LC or CAD until the buyer pays.
Check: shipper, consignee and notify party; vessel and voyage; load and discharge ports; container and seal numbers; description and weight; "shipped on board" date; number of originals. Then confirm the B/L with the shipping line.
Commercial invoice and packing list
The invoice should match the contract price, quantity, Incoterm and currency. The packing list should match the B/L container and seal numbers, and the number of bales, pallets or flexitanks.
Certificate of analysis and weight certificate
The certificate of analysis lists the test results for the lots shipped. The weight certificate gives the net weight. Both should come from the surveyor named in the contract and refer to the same lots and containers as the B/L. Confirm them directly with the surveyor. See inspection and certificates of analysis.
Certificate of origin
The certificate of origin states that the goods are of Liberian origin. You need it for customs, and for duty preferences:
- EU: under the Everything But Arms arrangement, the exporter's REX statement on origin supports duty-free entry.
- ECOWAS: an ECOWAS certificate of origin supports duty-free treatment within the region.
Keep the original certificate of origin with your customs file. Customs authorities can ask to see it after clearance, and a preference claimed without it can be reversed.
See HS codes for palm oil and natural rubber.
Phytosanitary certificate
Natural rubber in bales and crude palm oil are processed products and are often not subject to phytosanitary certification. Some importing countries still ask for one, and wooden pallets must meet ISPM 15. Check your country's rules before shipment.
EUDR data and the due diligence statement
The EUDR due diligence statement is filed by the EU operator, normally the importer, not by the seller. The seller provides the information needed for it: plot geolocation, production period, legality evidence and chain of custody, matched to the lots in the shipment. The importer then quotes the statement's reference number on the customs declaration. See geolocation and traceability data.
How documents fit with payment
Under a letter of credit or cash against documents, payment depends on presenting the right documents. The contract and the LC should list the same documents, with the same wording. A mismatch, even a spelling difference, can delay payment. See payment terms: LC, CAD and TT.
Checklist before you pay
- B/L confirmed with the shipping line
- Container and seal numbers match across B/L, packing list and certificates
- Quantity matches across invoice, weight certificate and B/L
- Certificate of analysis confirmed with the surveyor and within specification
- Certificate of origin present and correct
- EUDR data package matches the lots, for EU shipments