First shipment to a Russian customer: the checklist

How to use this checklist

The list follows the Russian importer’s side of the deal, because that is where a first shipment usually stalls. For each point we explain what your customer has to do and what you, as the supplier, are asked to provide. Most points take minutes to close before dispatch and days to fix once the goods are at the border.

Shipments from 50 kg (air: no weight limit). Checklist updated in August 2026.

1. Before the contract is signed

1. 1Vetting of the parties
   Your customer will check you: registration documents, an export licence where one is required (for example for Chinese manufacturers), year of foundation, and whether you are the manufacturer or a trader. Expect to be asked for client references. With a new supplier, a test batch is common.
2. 2Agree the HS (TN VED) code in advance
   The code determines the duty, VAT and the permits required. Neighbouring codes can mean payments that differ several-fold, so the classification should be confirmed with a customs broker before the contract is signed, not after the goods arrive. Provide an accurate technical description; we also screen the HS code for sanctions before quoting.
3. 3Check whether the goods are regulated
   EAC certification, “Chestny Znak” marking, FSB notification for electronics with encryption, phytosanitary or veterinary control for food products. Permits are obtained before dispatch, and your customer will usually need your technical documentation to apply for them.
4. 4Work out the full landed cost
   Price of goods + freight + duty + VAT + customs fee + certification + eco-fee on packaging. Calculating margin from the purchase price alone is the most common mistake of a first shipment — and a realistic landed cost is what keeps your order from being cut back later.
5. 5Agree the Incoterms rule
   EXW and FCA give the buyer control of the logistics; DDP hides risks inside the price. For a first shipment, FCA with the buyer’s own forwarder is most often the best choice: you load and clear export, and we can lodge the EU export declaration on your behalf.

2. Contract and payment

1. 6Currency control
   An import contract of 3 million roubles or more must be registered with the buyer’s bank. Wording on delivery dates and refund of the advance is checked closely, because the importer is liable if repatriation deadlines are missed — expect your customer to ask for precise terms.
2. 7How you get paid
   Direct bank transfer or a letter of credit. For a first deal, a minimal advance with the balance paid after inspection or against copies of the shipping documents. Any payment route must comply with the sanctions and banking rules that apply to you and your bank.
3. 8Specification to the contract
   Descriptions exactly as in the invoice, quantity, price and weight. Discrepancies between the contract, the invoice and the packing list are the main reason Russian customs sends a query.

3. Before dispatch

1. 9Inspection of the consignment
   Photos or video of loading, a check of the number of packages and their marking. For goods made in China, a factory inspection before the balance is paid.
2. 10Packaging fit for transport
   Groupage is handled at several warehouses, so it needs rigid packaging, palletising and moisture protection. State the weight of packaging by material: the Russian eco-fee is calculated from it.
3. 11The document set
   Invoice, packing list, contract, transport document (CMR, bill of lading or rail waybill), export declaration (EX1 in the EU) and certificates. Check them before dispatch — correcting them from Russia takes longer. The EX1 exit confirmation is also your proof of export for VAT zero-rating.
4. 12“Chestny Znak” marking before the border
   If the goods are subject to marking, it is cheaper to apply the codes at the factory or at the consolidation warehouse. Relabelling at a temporary storage warehouse in Russia is the most expensive option.
5. 13Insurance
   For groupage it is a must: the consignment goes through several transhipments. The rate starts from 0.3% of the invoice value, with all-risks cover.

4. Customs and receipt

1. 14Payments calculated before the goods arrive
   Duty and VAT are calculated on the customs value (goods + freight to the border + insurance). The money for payments must already be on the importer’s single customs account before the declaration is lodged.
2. 15Requirements for a first import
   For new foreign-trade participants, customs more often asks for confirmation of the value: price lists, the export declaration, payment orders. Have your price list and a copy of the export declaration ready to send.
3. 16Acceptance of the goods
   The packages are checked against the waybill, and any damage is recorded in a report at the moment of unloading — once a clean waybill has been signed, a claim against the carrier is almost impossible.
4. 17Closing documents
   The goods declaration with the release stamp and the forwarder’s VAT invoice (UPD) showing VAT separately. Without them your customer cannot recover the import VAT.

We will check your shipment against this checklist for free

Tell us what you are shipping and from where — a logistician will go through all 17 points for your consignment and tell you what needs to be settled before dispatch. No obligation; we reply within 2 business hours. We handle only goods not subject to EU/UK/Swiss/US sanctions and screen HS codes and parties first.

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