Customs Clearance: 8 Documents You Can't Get Wrong

Stopping in the middle of an import or export process because of a forgotten document. Anyone who's been there knows... it's almost like missing a train that's never coming back. Even more so when time is tight, the value involved is high and expectations in the company are through the roof.

In international trade - especially for those who work in B2B - this concern is real and constant. After all, without correct documentation, customs clearance simply stalls. And you don't need to be an expert to understand that every hour of downtime can hurt your pocket or even burn your company's image.

That's why Afianci, with its intelligence, advisory, trading and logistics work, I've heard it all before: preparation before sending and receiving cannot be overstated. Documents need almost obsessive attention.

A mistake here comes at a high price.

Why is documentation so feared?

Most of the problems don't lie in the bureaucracy itself, but in a lack of clarity, overconfidence or small details that go unnoticed. In fact, have you ever found yourself thinking “just print it out, fill it in and that's it”? Well, not always. One word in the wrong field can turn a simple operation into a nightmare.

Not to mention that the rules - especially for importing and exporting with China - change frequently, depending on the type of cargo, the trading partner, and even the segment. If you work or intend to work in markets such as agribusiness, retail, energy, machinery or the furniture and plastics industry, you need to be extra careful.

Discover the 8 documents that cause the most confusion in customs clearance

Let's get straight to the point: the absence or error of these documents is often synonymous with delays, penalties and, in extreme cases, the loss of goods. You may already know the name of each piece of paper, but are you aware of what you really need to deliver?

Commercial invoiceThere's little point in negotiating price, quantity or deadline with the supplier if the commercial invoice doesn't translate exactly what was agreed. In it, each item shipped must be clearly described, indicating characteristics, quantities, unit and total values.
Oh, and don't forget: information on the exporter, importer, payment terms, INCOTERMS, currency used and country of origin must also be included. If it's missing, be prepared for stops at Siscomex or even at the bonded warehouse.
Bill of Lading (AWB)In transport, those who don't have bill of lading in hand doesn't even begin clearance. It constitutes legal proof of possession of the goods and determines who can pick up the cargo at its destination. For sea, the B/L; for air, the AWB.
It's worth checking that the names of the shipper, consignee, routes, ship, flight, dimensions and weight are correct. A wrong acronym or value can lead to inconsistencies with Siscomex, and all the rest stops too.
Packing listAt first glance, it seems like just another formality. But a packing list poorly filled out has already brought down a lot of operations! It details how each piece of merchandise is packed, box by box, indicating volumes, net and gross weights, and dimensions.
Bureaucratic? Perhaps. Undoubtedly necessary: it is essential for inspections, physical checks and even for claiming insurance in the event of damage or loss.
Import/export declaration (DI / DE)This is where the dialog with the Brazilian customs system comes in. A import declaration (DI) or export declaration (ED) formalize, in government systems, everything that will be internalized or sent out of the country.
What's more, in addition to the cargo data, these documents need to match the information already filled in on the previous documents. Inconsistencies here lead to pending issues in the conference channels and, in some cases, even to the goods being blocked until everything is cleared up.
Proof of tax paymentAll it takes is one forgotten fee for the IRS to put the brakes on the whole operation.
O proof of tax payment (such as II, IPI, PIS, Cofins, ICMS etc.) shows that the importer is up to date with tax obligations. Keep every receipt: in addition to federal inspection, there are state and municipal audits that can request this documentation.
If this subject confuses you, the article on import taxes can help a lot.
Specific licenses and permitsNot every product is allowed to enter or leave the country without restrictions. O customs clearance depends on licenses - such as Anvisa, Ibama, Inmetro, MAPA, among other consenting bodies - if the goods pose any risk to health, the environment or require additional technical standards.
The key is to always check whether your product is subject to approval, especially for regulated segments. A tip from Afianci: keep an up-to-date check of the requirements by NCM, this usually avoids surprises and heavy fines.
Certificates of originDo you want to reduce taxes or even zero taxes under international agreements? Then certificates of origin are indispensable - especially in operations in Mercosur countries or Asia.
They need to be issued by the authorized entity in the exporting country and, look, some countries require specific templates or even manual signatures. Can you imagine losing your tax break because you used the electronic version without validating the requirement? It's a shame just to think about it...
Siscomex registration (habilitation)It's no exaggeration to say that everything can stop here. Without your company's correct Siscomex, It's not even possible to open the process. Errors or flaws in the documentation prevent registration, the use of special regimes and, of course, clearance.
Knowing exactly what type of license you need (express, limited, unlimited, etc.) makes a difference. Afianci has a guide on Siscomex qualification which clarifies frequent doubts and avoids headaches.

Care that nobody tells you about (but they should)

You can have all the documents in hand and still get scared. Afianci's experience in serving different segments has shown that:

Documents in different languages may require a sworn translation (and we don't always warn you about this beforehand...).
Adjustments to the commercial contract can impact invoice data or the issuing of certificates of origin. Don't underestimate the comings and goings of changes during negotiation.
Small inconsistencies, such as the number of volumes or units, are enough to stop the process.
Authorizing bodies update their rules without much notice. If your product depends on authorization, it's a good idea to review the rules for each shipment.

The habit of checking everything before departure saves business.

In the article What is customs clearance?, has a more detailed overview of the process - worth a read for those who want to understand the full path.

I made a mistake, now what? The impact of a documentary slip

It may sound dramatic, but the Internal Revenue Service and the approval agencies don't have much patience for mistakes. A simple mistake can result in:

Delayed release: The cargo sits idle, and the cost increases - storage, demurrage, extra freight...
FinesWho hasn't heard from a colleague about that “unexpected” penalty because the invoice had a different value?
Loss of tax benefitsWithout a certificate of origin or license, you can kiss the tax rebate goodbye.
Blocking or returning cargo: The nightmare of any importer or exporter.
Damaged imageEspecially in traditional sectors such as agribusiness and industry, lateness is a problem for partners and suppliers.

On the other hand, getting the organization right eliminates surprises and even expands opportunities. Many companies that work with Afianci report increased confidence in decision-making precisely because they know that the procedure will be conducted with rigor and agility.

Practical tips so you don't make any more mistakes

Put together a checklist (and use all shipments). It may sound repetitive, but every trip is unique. Following the steps helps to avoid skipping stages.
Keep physical and digital copies of everything. Don't just rely on the cloud, cell phone or company printer.
Cross-reference information on all forms. Name, values, quantities... everything must be identical in the different documents.
Keep up to date with the rules and requirements of the authorities. The website of the Revenue Service, Anvisa, Mapa, State Secretariats - each of them can provide details that change depending on the cargo and the time of year.
Count on specialized support. Advisory teams, such as Afianci's, have experienced practically every scenario and know how to effectively reverse delays and blockages.

Document organization is synonymous with smooth operation.

To better understand how import customs clearance works and the documents required, there is an article with detailed explanations - just go to at this link.

If you are interested in taking advantage of tax benefits and differentiated regimes, you can check out our content on special customs procedures.

See customs clearance as a differentiator

It may sound like an exaggeration, but getting the documentary details right is half the battle to earn the respect of the market. For those who buy, sell or advise companies with international operations, fewer surprises means more results - and, I'd venture to say, even more restful nights.

What many companies still don't understand is that customs clearance is not an unavoidable burden. When well planned, it can be a strategic weapon to negotiate better with suppliers, avoid losses and structure long-term partnerships.

Afianci was born precisely to help B2B companies grow in international trade, with intelligence, advice and a local presence in China. It's not just about knowing the rules of the game - it's about playing well, avoiding silly mistakes and gaining time to focus on where it really matters.

If you want to avoid mistakes in the 8 documents and turn bureaucracy into an advantage, it's worth getting to know the Afianci team and finding out how we can support your company in importing and exporting safely, efficiently and competitively.