Exporting to China: prepare for a document review

Start with the transaction overview

Bring the starting information together: product name and specifications, manufacturer, seller, buyer, destination, shipment volume and planned dispatch date. Record whether the contract is agreed and who coordinates transport.

Grain, beet pulp, oils and dairy products may require different preparation. The starting point is the specific product and route, rather than a universal list of documents for China.

Gather the working file

• The current contract, annexes, specifications and amendments.
• Available drafts of invoices, packing lists, transport and accompanying documents.
• The buyer’s instructions on documents, language, format and timing.
• Manufacturer information and any registrations or permits relevant to the shipment.
• Payment terms and requests already received from the bank, carrier or customs representative.

This is a starting file for analysis, not a mandatory list for every shipment. Record missing documents with an owner and a preparation deadline.

Check consistency across documents

Compare party names and details, product descriptions, units, quantities, currencies and payment and delivery terms. For each discrepancy, record where it appears, who must decide and which version needs to be replaced.

If a specification and draft invoice show different quantities, obtain confirmation from the authorised parties and update the related documents. Commercial agreements should not be changed without approval.

Review market access separately

For food shipments, check current official requirements for the specific product, manufacturer registration and applicable procedures. For China, consult GACC and the relevant Russian authorities. A contract or a buyer’s email does not replace that review.

Preparing enquiries, gathering data and tracking replies can be part of coordination support. Specialist procedures and decisions remain with authorised parties and competent authorities.

Record the outcome

A useful review produces a document register, a discrepancy list, open questions and an action plan. Give each action an owner and a date so the team can move from discussing missing information to managing shipment preparation.