The core set
- Commercial invoice: the seller's demand for payment, describing the cargo, price basis and amount.
- Bill of lading (B/L): receipt for the cargo, evidence of the carriage contract and, in negotiable form, a document of title. See what a bill of lading is.
- Certificate of origin: states the country where the crude was produced.
- Certificate of quality: the independent laboratory result for the loaded cargo (for example API and sulphur).
- Certificate of quantity: the surveyed volume loaded, from shore-tank or vessel measurement.
Supporting documents
- Cargo manifest and ullage report: details of what is on board and tank measurements.
- Marine insurance certificate or policy: cover for the cargo in transit, especially under CIF terms.
- Time sheet / statement of facts: a record of port events used to calculate laytime and demurrage.
- Safety data sheet (SDS): hazard and handling information for the product.
Who produces them
The seller issues the invoice; the carrier issues the bill of lading; an independent inspector issues the quality and quantity certificates. Using an independent surveyor keeps the figures neutral for both parties; see how independent inspection works and our inspection service.
Why accuracy matters
Because payment under a letter of credit depends on documents matching the credit exactly, small errors can hold up funds. Consistent descriptions, dates and figures across every document are essential, which is why document preparation is treated as carefully as the physical operation.
Frequently asked questions
Which document proves ownership of the cargo?
A negotiable bill of lading functions as a document of title, so whoever lawfully holds it can claim the goods from the carrier.
Who issues the quality and quantity certificates?
An independent inspection company appointed for the load or discharge, so the figures are neutral between buyer and seller.
Is the document set the same for every cargo?
No. The sales contract and any letter of credit define the exact list, which can vary by grade, route and destination requirements.