Shipping Insurance Documentation Checklist

Use this checklist to ensure all declared values are consistent across documents.

1. Commercial Invoice

• Describes the goods accurately (type, quantity, value per unit)
• Matches the actual sale price
• Includes total invoice value (including currency)
• Seller and buyer information is correct

2. Customs Declaration (e.g., CN22, CN23, or Commercial Export Forms)

• Declared value matches the commercial invoice
• Correct currency used
• Reason for export is specified (e.g., sale, gift, return)
• Accurate HS code and country of origin

3. Shipping Insurance Declaration

• Value declared matches the commercial invoice and customs documents
• Clearly states currency
• High-value items are listed individually, if required
• Includes cost of shipping (if insuring for full replacement value)

4. Additional Supporting Documents (if applicable)

• Proof of payment (PayPal, credit card, wire transfer)
• Appraisal (for fine art, jewelry, collectibles)
• Pre-shipment photos of the item and packaging
• Tracking number and shipping label saved

Avoid These Common Mistakes

• Declaring a lower value on customs forms to avoid duties (this can void your insurance)
• Declaring a higher value for insurance than the item is worth (this can lead to rejection or fraud investigation)
• Forgetting to account for currency differences (e.g., USD vs CAD)

Pro Tip: Keep a Folder for Each Shipment

• Use digital folders (like Google Drive or Dropbox) to store:
• Invoice PDF
• Customs forms
• Insurance confirmation
• Tracking info
• Photos (item + packaging)

Following this makes claims and audits fast and stress-free.