---
title: "The freight forwarder asked me to submit these documents. How should I handle this?"
description: "I'm a newcomer to the foreign trade SOHO industry, and the freight forwarder suddenly sent me an email asking me to submit a bunch of documents: customs declaration forms, packing lists, certificates of origin, insurance policies, etc. I have no idea which ones are mandatory and which ones can be negotiated. I'm most afraid of submitting the wrong documents or too few of them, which could affect the shipment. How should I deal with this situation?"
url: "https://www.sh-zhongshen.com/en/qa/freight-forwarder-submit-documents-solution.html"
language: "en"
type: "Q&A"
category: "其他问题"
datePublished: "2026-01-05"
dateModified: "2026-01-05"
brand: "Zhongshen Trading China"
answerCount: 3
---

# The freight forwarder asked me to submit these documents. How should I handle this?

## Question

 I'm just starting out in this fieldSOHO, the freight forwarder suddenly sent me an email asking me to submit a bunch of documents: customs declarations, packing lists, certificates of origin, insurance policies, etc. I have no idea which ones are mandatory to submit and which ones can be negotiated. I’m most worried about submitting the wrong documents or not enough of them, which could delay the shipment. How should I handle this situation? 

## Answers
                            
### Answer 1 — Best Answer

First，distinguish between "legal requirements" and "forwarding agent's internal requirements". The mandatory customs documents include: customs declaration forms，invoices，packing lists，and foreign trade contracts. Only goods involving regulatory documents require additional licenses. Require forwarding agents to provide a written explanation of the legal basis for each document and verify their customs declaration qualifications. Never forge any documents，as this involves criminal liability. It is recommended to establish an internal audit mechanism，handle sensitive information with data masking，and retain all submission records for customs inspections.

**status:** accepted
**Author:** Michael Zhang
**Date:** 2026-01-05

### Answer 2

Immediately request the freight forwarder to provide the stamped "Document Requirements List", indicating the purpose and deadline for each document. Core documents: Invoices, packing lists, and customs declaration power of attorney must be submitted 3 days before the ship's departure. Certificates of origin, insurance policies, etc. should be processed as needed. Use a shared form to track progress, sending a PDF preview first and mailing the original documents later. Key point: Clearly stipulate in the freight forwarding agreement that "the amendment fee and demurrage charges arising from document errors shall be borne by the responsible party", to avoid disputes in the future.

**status:** suggested
**Author:** Linda Gao
**Date:** 2026-01-05

### Answer 3

First, respond via email: "The documents are being prepared. Please provide a standard list and a description of the usage to avoid omissions." This approach is both professional and time-efficient. Next, categorize the documents: Prioritize those required for customs declaration, and evaluate whether non-essential documents impact costs or timeliness. Key strategy: Link the document submission progress to payment deadlines, such as "arrange the final payment after all documents are complete," to ensure the quality of freight forwarding services. All communication must be documented via email to avoid verbal commitments, as this serves as crucial evidence for future legal protection.

**status:** suggested
**Author:** Evelyn Li
**Date:** 2026-01-05

## Related Categories
- [Import Agency Q&A](https://www.sh-zhongshen.com/en/qa/cat-import-agency/)
- [Export Agency Q&A](https://www.sh-zhongshen.com/en/qa/cat-export-agency/)
- [Export Tax Rebate Q&A](https://www.sh-zhongshen.com/en/qa/cat-export-tax-rebate/)
- [Customs Declaration Q&A](https://www.sh-zhongshen.com/en/qa/cat-customs-declaration/)
- [Freight Forwarding Q&A](https://www.sh-zhongshen.com/en/qa/cat-freight-forwarding/)
- [Forex Settlement Q&A](https://www.sh-zhongshen.com/en/qa/cat-forex-settlement/)
- [Entrepôt Trade Q&A](https://www.sh-zhongshen.com/en/qa/cat-entrepot-trade/)

## Related Resources
- [Trade Services](https://www.sh-zhongshen.com/en/services/)
- [Trade Cases](https://www.sh-zhongshen.com/en/cases/)
- [Trade Wiki](https://www.sh-zhongshen.com/en/wiki/)
- [Trade Class](https://www.sh-zhongshen.com/en/guide/)
- [Global Trade Services](https://www.sh-zhongshen.com/en/country/)

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