What Are the Main Documents? Classification of Main Documents

What Are the Main Documents and Their Classification in International Trade?

In the field of international trade and logistics, documents are indispensable tools in the transaction process. They are not only key files for both parties to confirm transaction details and fulfill contractual obligations but also important bases for cargo transportation, customs clearance, and settlement. The types of documents are numerous, covering all aspects from contract signing to payment. Understanding the classification and functions of these documents is crucial for enterprises and individuals participating in international trade.

First, let's look at contract-related documents. These mainly include sales contracts and purchase contracts. A sales contract is an official agreement between exporters and importers, detailing specifications, quantity, price, delivery time, etc. A purchase contract, on the other hand, is an agreement between importers and suppliers, clearly specifying the terms of procurement. For example, at a large international trade exhibition in 2025, many exhibitors showcased their latest product catalogs and service plans, and locked future orders through signing sales contracts. Such contracts usually require both parties to affix their seals to take effect and have legal binding force.

Secondly, commercial invoices are another important document. It is issued by the seller, detailing the names, quantities, unit prices, and total values of the goods traded. Commercial invoices not only serve as proof of the value of the goods but also play a critical role in customs declaration and tax filing. In practice, the format of commercial invoices may vary due to differences between countries or regions. For instance, the EU requires that all commercial invoices for imported goods must include VAT information to facilitate verification by tax authorities.

The third type of document is the bill of lading. A bill of lading is a receipt for goods issued by the carrier to the shipper and also serves as proof of the transport contract. Bills of lading come in original and duplicate forms, where the original bill of lading serves as proof of ownership of the goods and is commonly used for collection under letter of credit in international trade. Notably, with the development of electronic bill of lading e-B/L technology, more and more companies are beginning to adopt electronic methods to handle bill of lading affairs, thereby improving efficiency and reducing costs.

Insurance policies are another critical component. When goods face various risks during transportation, the policyholder can purchase corresponding insurance products from insurers and obtain an insurance policy as protection. An insurance policy will clearly list key elements such as the insured party, the subject matter of insurance, the amount of insurance, the duration of insurance, and the compensation limit. Statistics show that in recent years, due to factors such as frequent natural disasters, the number of marine transport insurance claim cases worldwide has shown an upward trend.

Finally, but equally important, are drafts and letters of credit. A draft is an unconditional order to pay, which can be used for collections or remittances; while a letter of credit is a bank guarantee mechanism ensuring that buyers can make timely and full payments to sellers. These two documents together constitute one of the most common payment methods in modern international trade. Taking China as an example, according to the 2025 Chinese import and export trade data report, the business volume settled through letters of credit accounted for more than 45% of the total business volume.

In summary, the main documents can roughly be divided into five categories contract-related documents, commercial invoices, bills of lading, insurance policies, and drafts and letters of credit. Each document has its specific function and application scenarios, and in practical applications, it is necessary to flexibly choose appropriate combinations based on specific circumstances. At the same time, with technological progress and changes in social and economic environments, traditional paper documents are gradually transforming towards digitalization. This not only enhances the efficiency of the entire supply chain management but also provides more convenient services for participants. Whether professionals engaged in import-export businesses or ordinary consumers should strengthen their learning of document knowledge to better adapt to market competition demands in a globalized context.