Shipping Documents

Shipping documents are not admin work—they are the shipment’s identity. If your paperwork is inconsistent, you manufacture risk:
holds, delays, disputes, and avoidable back-and-forth. This page defines a conservative, documentation-first standard for EU-focused wholesale THCA shipments.
This is not legal advice and we do not guarantee customs outcomes or delivery timelines.

The shipping document rule (one story only)

Rule: Every document must agree on identity (batch/lot IDs), quantities, weights, and product description.
If two documents tell different stories, customs and carriers treat your shipment as unclear.

The shipment packet (minimum viable set)

You should assemble a single “shipment packet” before dispatch. If a shipment is held, you resend the same coherent packet—no creative edits.

Minimum shipment packet

Commercial invoice
Packing list
Batch/Lot map (especially for multi-lot shipments)
COA set (batch-linked COA for each lot included)
Lab verification note (who verified, when, how)

Build this end-to-end using /documentation/shipping-flow/.

Commercial invoice standards (what must be present)

Seller and buyer details (consistent with your records)
Invoice number and date
Line item descriptions (controlled wording; do not change mid-shipment)
Quantities and unit measures
Values (consistent with commercial terms)
Reference identifiers (include batch/lot IDs or a controlled mapping reference)

If you include lot IDs on invoices, enforce exact formatting per
/compliance/batch-traceability/.

Packing list standards (the “physical truth” document)

The packing list must describe what is physically present. It is the easiest place for errors to occur—and the fastest way to trigger scrutiny.

Required packing list fields (minimum)

Package count (cartons/cases/pallets as applicable)
Net and gross weights (consistent with carrier labels where possible)
Line items with quantities (same wording as invoice)
Batch/Lot IDs and how they map to packages (for multi-lot shipments)

Batch/Lot map (when you must include it)

If you ship more than one lot, you need a lot map. Without it, you cannot prove which COA applies to which units.

Minimum lot map structure

Shipment reference ID
List of lots included
Lot-to-package mapping (carton/case/pallet)
Totals per lot (counts/weights)

Traceability standard: /compliance/batch-traceability/.

COA set (how COAs must be attached to shipments)

COAs are not optional attachments. They are evidence within your shipment packet. For each lot shipped:

Include the batch-linked COA matching the lot ID
Ensure the COA has complete fields (dates, methods, units)
Archive COAs in the shipment packet before dispatch

COA standards: /compliance/certificate-of-analysis/.

Lab verification note (proof inside the file)

Store a short verification record with the shipment packet. This is not a legal document—it’s an internal control that shows your team did its job.

What the note should include

Who verified the lab/report
Date of verification
How verification was performed (portal/QR/report ID validation, contact confirmation, etc.)
Any scope limitations identified

Verification process: /compliance/lab-verification/.

Document coherence checklist (what must match)

Before dispatch, verify these are consistent across invoice, packing list, labels, and COAs:

Product description wording (controlled wording; avoid midstream edits)
Batch/Lot IDs (exact match; no formatting drift)
Quantities (units and totals)
Weights (net/gross; reconcile obvious discrepancies)
Package counts (cartons/cases/pallets)

Packaging identity controls: /compliance/packaging-labeling/.

What to do during a hold (controlled response)

Confirm hold type (carrier vs customs vs paperwork request).
Send the shipment packet (single coherent set; do not mix old/new versions).
Do not improvise wording unless required; keep descriptions consistent.
Log the event internally (what was requested, what was sent, when, by whom).
Escalate appropriately to your import partner/counsel for destination-specific decisions.

Inspection context: /insights/thca-customs-inspections/.

FAQ

Do we need a shipment packet for every order?

For cross-border wholesale, yes. It reduces chaos and shortens response time during holds.
Build it using /documentation/shipping-flow/.

Can we send “updated” documents after dispatch?

Avoid it unless required and controlled. Changing descriptions or totals midstream creates inconsistency and increases scrutiny.
If you must send updates, version them clearly and keep a log.

What’s the most common paperwork error?

Lot ID mismatch across COA/invoice/packing list/labels. Fix it with
/compliance/batch-traceability/.

Is a COA optional if the buyer already “knows” the product?

No. Professional wholesale procurement requires batch-linked documentation. See
/compliance/certificate-of-analysis/.

Is this legal advice?

No. This is operational documentation guidance.