The short answer

A cross-border deal usually needs: a contract or purchase order; a commercial invoice and packing list; a transport document such as a bill of lading or air waybill; a certificate of origin where you want free-trade-agreement duty rates (for example Form E for goods from China, Form D within ASEAN); customs declarations; any inspection or product certificates; and bank paperwork — an FET form for inward payments of US$50,000 or more, and supporting documents for large outward payments. The golden rule is consistency: names, descriptions, quantities and values must match across every document. The same documents can trigger payment — release from escrow or payment under a letter of credit. Vita Capital, our FX and escrow partner, releases escrow funds once agreed goods, services or documents are delivered.

The key documents at a glance

The main documents in a typical import or export, and what each one does.

A general guide. Requirements depend on the goods, the countries and the payment method.

The contract: where everything starts

Every other document flows from the contract or purchase order, so make it clear and complete. It should name the parties with their full registered company names and addresses, exactly as they appear on their bank accounts, and describe the goods — specification, quantity and packaging. Set out the unit price, the total and the currency of payment, and the shipping terms, using the ICC's Incoterms rules so it's clear who pays for transport and insurance and when risk passes.

The contract should also fix the delivery dates and what happens if they're missed, and the payment terms — deposit, balance, escrow or letter of credit — with the documents that trigger payment. Agree who inspects the goods, when and to what standard, list every document the seller must provide, and say how disagreements will be resolved and under which law.

Listing the required documents in the contract avoids arguments later — especially when those documents release payment.

Commercial invoice and packing list

The commercial invoice is the single most important trade document: customs use it to assess duty, and banks use it to check payments. It should show the seller and buyer, with names and addresses matching the contract, an invoice number and date, and a description of the goods clear enough for customs classification. It sets out quantities, unit prices and the total value in the contract currency, the agreed Incoterms rule and the country of origin. It also carries the payment terms and bank details — which should never change without a phone check.

The packing list shows what's in each package — numbers, weights and dimensions — so customs and the carrier can check the shipment. Its quantities must match the invoice exactly.

Transport documents

Bill of lading

Issued by the shipping line for sea freight. It's a receipt for the goods, evidence of the contract of carriage and — in its negotiable form — a document of title, meaning whoever holds it can claim the goods. That's why letters of credit and escrow are often tied to the bill of lading.

Air waybill

The equivalent for air freight. It's a receipt and contract of carriage, but not a document of title.

Road and courier documents

For cross-border trucking within the region and for courier shipments, the carrier issues its own consignment documents.

Transport documents are usually the key proof that a supplier has done its part — which makes them a natural trigger for payment.

Certificates of origin: cutting your duty

Thailand is part of many free trade agreements. To claim the lower duty rates they offer, the importer usually needs a certificate of origin proving the goods qualify.

Two certificates matter most for trade with Thailand. Form E is used under the ASEAN–China Free Trade Area, for trade between China and ASEAN countries in either direction; Dimerco gives the example of a Chinese product that meets the origin rules having a Thai importer's duty cut from 10% to 0%. Form D covers goods made in one ASEAN country and shipped to another under the ASEAN trade agreement (ATIGA), and Thai Customs has been promoting electronic exchange of Form D through the Thailand National Single Window. Thailand's agreements with other partners each have their own origin rules and forms.

Getting it right

Ask the supplier early whether the goods qualify and whether they'll provide the certificate. Check that it matches the other documents — descriptions, quantities and invoice details must agree, or the certificate can be rejected and the lower duty rate lost. Certificates also have rules about when they're issued and how long they're valid, and a customs broker can advise on classification and origin rules.

Where to start

Payments released against the right documents — and cover for your goods.

Proforma invoices and deposits

Before an order ships, suppliers often send a proforma invoice — a quote or advance invoice used to request a deposit or set up a letter of credit or escrow. Treat it with the same care as a final invoice: check the supplier's name, the goods, prices, currency, shipping terms and bank details against the contract. Fraudsters sometimes target this stage, sending a fake proforma with their own bank details before the first deposit. Verify bank details by phone before paying anything.

Insurance certificates

Depending on the shipping terms, either the seller or the buyer arranges insurance for the goods in transit. Where the seller insures, the contract — and any letter of credit — may require an insurance certificate showing the cover, the insured value and the route. Where you insure, make sure cover starts at the point the goods become your risk under the agreed Incoterms rule, and keep the certificate with the other shipping documents. We can introduce you to specialists who arrange cargo and business insurance in Thailand.

Working with brokers and forwarders

Two partners do much of the heavy lifting on trade paperwork:

Freight forwarders

They book transport, arrange collection and delivery, and coordinate transport documents such as the bill of lading or air waybill. A good forwarder will tell you which documents to expect and when.

Customs brokers

They prepare and submit customs declarations, advise on tariff classification and duty, check certificates of origin, and deal with any queries from Customs. Many forwarders also act as brokers.

To get the best from them, share documents early, agree who checks what, ask for a document checklist for each type of shipment, and give them a single contact in your business. A short pre-shipment call between you, your supplier and your forwarder on a first order can prevent most problems.

Customs paperwork

Goods entering or leaving Thailand must be declared to the Customs Department. In practice, most businesses use a licensed customs broker, who prepares the declaration electronically using the commercial invoice, packing list, transport document, certificate of origin and any permits or licences the goods need. Thailand's National Single Window connects Customs with other agencies, and Thai Customs has been extending electronic exchange of documents such as Form D certificates of origin.

To keep clearance smooth, send documents to your broker before the goods arrive, and check the classification, because the correct tariff code determines the duty rate. Some goods need licences or permits from other agencies, so check those too, and make sure the values match across the invoice, the declaration and the payment.

Bank paperwork for cross-border payments

Money coming in

When foreign currency of US$50,000 or more arrives and is converted in Thailand, your bank issues a Foreign Exchange Transaction (FET) form recording the sender, amount, rate and purpose. Below that, keep the credit advices. These records can matter later — for example, when repaying a foreign loan or returning capital to investors. Our guide to international business payments to Thailand explains the FET form.

Money going out

For larger payments abroad, banks ask for supporting documents. Krungsri, for example, asks for them on outward transfers equivalent to US$200,000 or more, and for some purposes at any amount. For supplier payments, that usually means the invoice and contract or purchase order.

Getting payment details right

One wrong character in an account number or SWIFT code can send a payment back — and amending or cancelling a payment costs money (฿500 or US$20 at Krungsri). Copy details from verified documents, never from an unverified email.

Documents that release payment

Escrow

In a trade escrow, money is released when the agreed conditions are met — very often the presentation of specific documents, such as a bill of lading, inspection report or proof of delivery. Vita Capital releases escrow funds once the seller delivers the agreed "goods, services, or documents". Naming the exact documents in the escrow agreement is what makes it work. Our guide to trade and import escrow explains release conditions.

Letters of credit

Under a letter of credit, which operates under the ICC's UCP 600 rules, the bank pays when the seller presents documents that comply exactly with the credit. Even small discrepancies — a misspelt name, a date outside the window, a description that doesn't match — can delay payment. Prepare documents with great care and check them against the credit before presenting.

Common document mismatches

The errors that most often cause delays, rejected certificates or held payments.

A general guide. A pre-shipment document check catches most of these.

A simple document workflow

1. Contract agreed — including the list of documents the supplier must provide.
2. Proforma invoice received — details checked against the contract.
3. Payment arranged — deposit, escrow or letter of credit, with bank details verified by phone.
4. Pre-shipment check — draft invoice, packing list and certificate of origin reviewed before goods ship.
5. Shipment — bill of lading or air waybill issued; inspection report if required.
6. Documents sent — to your customs broker, bank or escrow provider as required.
7. Customs clearance — duty paid, goods released.
8. Payment released — balance, escrow or LC payment against the agreed documents.
9. Filing — every document kept together for accounts, audits and future queries.

Going digital

Trade paperwork is steadily moving online. Thailand's National Single Window links Customs with other government agencies, and Thai Customs has been extending electronic exchange of certificates of origin with ASEAN partners. Electronic documents mean fewer couriers, faster checks and fewer lost papers. To make the most of it, keep clean digital copies of everything, use consistent file names by order or shipment number, store them securely with controlled access, and protect email and cloud accounts with two-factor authentication and a VPN on public Wi-Fi.

Documents for Thai exporters

Exporters prepare most of the same documents, from the other side. Your buyer may need a certificate of origin to claim lower duty in their country, so ask early which form they need. If you're being paid by letter of credit, check every document against the credit before presenting it. If your buyer is paying through escrow, make sure you know exactly which documents release the money, and send them promptly once goods ship. And keep records of every incoming payment — including the FET form for larger amounts.

Keeping records

Keep a complete file for every cross-border transaction: contract, invoices, packing lists, transport documents, certificates of origin, customs declarations, inspection reports, insurance certificates, payment confirmations, FET forms and correspondence. Your accountant can advise how long to keep records for tax and customs purposes. Good records answer customs and bank queries quickly, support duty savings and make audits straightforward.

Three real-world examples

These are illustrations, not real businesses.

A Bangkok importer claiming Form E

The importer asked its Chinese supplier for a Form E before placing the order, and its customs broker checked that descriptions and quantities matched the invoice. On qualifying goods, the duty saving paid for the broker many times over.

A Chonburi manufacturer and a letter of credit

A first LC presentation was delayed because the company name on the invoice didn't exactly match the credit. The manufacturer now checks every document against the credit before presenting.

A Phuket retailer using escrow

The retailer's escrow agreement named the documents for release — bill of lading and inspection report. When the supplier sent them, the money was released the same day.

Your documentation checklist

• Contract lists every required document.
• Registered company names used everywhere.
• One agreed description of the goods.
• Invoice and packing list prepared from the same data.
• Certificate of origin requested early, if claiming FTA rates.
• Transport document checked on issue.
• Documents sent to broker, bank or escrow provider on time.
• Bank details verified by phone.
• FET forms and payment confirmations filed.
• A complete file kept for every transaction.

Top tips

In short, consistency is everything — names, descriptions, quantities and values must match on every document. List the required documents in the contract, ask for the certificate of origin early and check drafts before the goods ship. Use a good customs broker, tie payment to documents through escrow or a letter of credit, verify bank details by phone and keep a complete file for every deal.

How we researched this guide

This guide draws on Dimerco's guide to certificates of origin in ASEAN–China trade (June 2025, updated January 2026); AMCHAM Thailand's report of the Customs Department briefing on electronic Form D (March 2026); ThaiLawOnline on the FET form (August 2026); Krungsri's SWIFT terms and International Payment tariff (effective 1 July 2026); and Vita Capital's published escrow services. Checked 21 October 2026. Duty rates and origin rules depend on the goods and agreement; take advice from a licensed customs broker. This guide is general information, not legal advice.