Accompanying documentation

Accompanying documentation for container transports to the CIS

Based on governmental instructions, freight- and accompanying documents (transit declaration, import customs declaration) are closely examined during border crossings at Malaszewicze/Brest and Zahony/Chop.

Every irregularity, implausibility or case of incomplete or missing documentation results in hold-ups and time- and cost intensive extra work.

It is therefore very important for exporters to gather information about the import and transfer regulations covering their merchandise and to strictly adhere to them.

Please keep in mind that the consignor/freight payer is responsible for compliance with these regulations.

We want your transports to continue to reach their destination fast and without complications.

To assist you we enclose a checklist for you to verify that the prerequisites for trouble-free transport are given.

The information included therein is based on current data available in reference to the requirements imposed by CIS authorities. These requirements may change on short notice. We therefore cannot guarantee that the information provided is up to date.

Please also refer to the respective chambers of commerce and/or foreign agencies.

Please carefully note the points listed below:
Shipping documents per container
  • For each container: One commercial invoice or other documentation (commercial contract) that discloses precise information on the commercial terms and conditions and the merchandise shipped – see below for more details.

  • For shipments with "humanitarian aid", "diplomatic effects" or "personal effects" (removal goods): A detailed list with information on the exact value as per commercial invoice.

  • Depending on the type of goods: Certificates of analysis- health certificates – permits issued by governmental bodies (Belorussian Ministry of Ecology, Russian Ministry of Ecology, Russian Atomic Authorities, Ukrainian Foreign Ministry or Ministry of Commerce, and/or Ministry of Ecology and Atomic Safety, etc.)

  • Import/transit licenses and permits for goods referring to the above (e.g. refrigerators, spray bottles, air conditioners, tyres, alcohol, tobacco, etc.)

  • Deposit receipts for goods and transit routes requiring deposits (e.g. Ukraine, Kazakhstan)

  • Veterinary certificates and import and/or transit permits for products of animal origin.

  • Phyto-sanitary and/or quality certificates for products of vegetable origin.

  • Letters of permit for transports of hazardous goods.

  • If necessary: Delivery receipts for CIS rail stations which are not registered as container terminals.

Commercial Invoices, Commercial Contracts

The following details must be observed and the required information must be provided in commercial invoices/contracts:

  • One commercial invoice/contract per container.

  • In Russian, German or English, (or with a translation into Russian).

  • The document must be legible and must contain the following data:

    • Container number

    • Precise description and complete address of shipper and consignee, with information on the person of contact

    • Number and date of the commercial contract

    • Number and date of the commercial contract Consignee’s OKPO-code (8-digit code as per "Russian Classification of Firms and Organisations") as well as INN-code (10-digit code = identification number of the tax payer)

    • Date of manufacture of goods

    • Delivery terms (Incoterms)

    • Type of packaging (colli, crate, carton, bottle, can, etc.) and re-packaging if required (e.g. 10 pallets with 12 cartons each, etc.)

    • Number of pieces per type of packaging, filling capacity for vessels (e.g. 20 pallets x 20 cartons x 10 bottles = 4000 bottles of 0.7 litres each)

    • Alcohol content for alcoholic beverages or mixes

    • For motor vehicles: Cubic volume of engine, engine number and chassis number

    • For combustion engines: Cubic capacity and motor number

    • For tiles and flooring: Number of square meters

    • Unit price and single weight per packaging unit

    • Total price

    • Gross and net weight of container load

    • NHM (HS) code (minimum of 6 digits) for each type of merchandise, respectively TNWED code (= CIS customs tariff code)

    • Nomenclature of merchandise, corresponding with the definition in the NHM-(HS) listing, in German or English (or with Russian translation)

    • Number of excise duty stamps, their series and numerical order (for excisable goods)

    • Total invoice amount in USD, EUR or CHF

  • In case packing lists are included with the commercial invoice they must contain the following:

    • NHM (HS) code of each type of merchandise

    • Definition of the nomenclature in accordance with the NHM (HS) listing

    • Weight per colli or packaging unit

    • Total weight

    • We urgently recommend writing the commercial invoice/contract as well as the packing list in tabular form. It simplifies and expedites inspection at the border


All documentation accompanying the transport must contain identical and legible data. Any discrepancy or implausibility – however minor – results in unnecessary hold-ups and stringent, time-consuming and cost intensive examination of the goods by customs authorities.