Documents for exporting to Russia: first shipment checklist
Invoice, packing list, EX1, certificates: what you prepare as the supplier and what we take care of. Get the paperwork right once and every later shipment clears faster.
Who prepares what
Prepared by you, the supplier
A commercial invoice with a precise description, HS codes, prices and the Incoterms rule; a packing list with the weight and dimensions of every package; a certificate of origin where it can reduce the duty for your Russian customer.
Prepared by us
The EX1 export declaration (we lodge it for you and send the MRN), the transport documents (CMR for road, bill of lading for sea) and the Russian import declaration with the duty and VAT calculation on the buyer’s side.
Common mistake no. 1: a vague description
“Spare parts” or “goods” is not enough. Russian customs wants specifics: material, purpose, model. Vague invoices are the fastest route to an inspection.
Common mistake no. 2: an understated value
Customs checks declared values against its reference prices. An understated invoice leads to a value adjustment and penalties for your customer. Declaring honestly is cheaper for everyone.
Free invoice check before the first shipment
Send us a draft invoice before the goods leave your premises. We check it free of charge, so corrections happen before the truck is loaded rather than at the Russian border.
The full document set, stage by stage
- 1Before shipment
The foreign trade contract with its specification, a pro forma invoice for the advance payment and confirmation of payment. Your customer’s bank needs them for currency control, and Russian customs uses them to confirm the value. - 2At dispatch
Commercial invoice, packing list and, where needed, a certificate of origin and safety data sheets for chemicals. - 3In transit
The EX1 export declaration (for the EU) or a T1 transit document; the transport document (CMR for road, bill of lading for sea, air waybill for air); plus the advance information lodged with EAEU customs. - 4At Russian customs
The goods declaration, EAEU certificates or declarations of conformity, product permits (FSB notification for radio devices, veterinary and phytosanitary documents for food) and confirmation of Chestny Znak labelling for the relevant product groups. - 5After release
The released declaration with the customs stamp and the payment documents. Your customer’s accountants need them to deduct import VAT and put the goods on their books.
How to check your invoice before it goes out
Make sure the seller’s and buyer’s details match the contract, and that the invoice shows the contract number and date, the Incoterms rule with a named place (for example FCA Hamburg), the currency and the total amount. Every line should carry a clear description (material, purpose, model — not “goods” or “spare parts”), the HS code, quantity, unit price and value, net and gross weight, and the country of origin.
Discrepancies between the invoice, the packing list and the actual cargo are the most frequent reason for inspections and value adjustments. That is why we check the documents before loading and ask you to correct them straight away: reissuing an invoice after the declaration has been lodged takes longer and costs more, and an understated value turns into additional charges and a fine for inaccurate declaration on your customer’s side.
Frequently asked questions
Do the documents need a Russian translation?
Russian customs may ask for a translation of the invoice, packing list and contract when the declaration is lodged. Our customs representative handles translations as part of the service, but it is easier if you issue bilingual documents from the start — English plus Russian.
When is a certificate of origin needed?
When the goods can qualify for a tariff preference (for example from Vietnam or Serbia under EAEU agreements) or when origin matters for restrictions. For ordinary shipments from the EU, stating the country of origin on the invoice is enough.
We do not want to lodge the EX1 ourselves. What are the options?
Hand it over to us: we lodge the EX1 through our agents in the EU on EXW and FCA terms and send you the MRN. Without a closed export declaration you would have to charge your own VAT, so a proper EX1 benefits both you and your Russian customer.
Other guides
Tranzit3 services
More in this section
Request a quote
Reply within 2 business hours