A roaster that arrives at your port with the wrong paperwork does not arrive. It sits in a bonded warehouse accruing storage while someone finds a certificate. Buyers in Latin America and Africa tell us this fear more often than any other — one Argentine customer asked specifically about the fast channel for packages under 50 kg, which tells you how much clearance rules shape a purchase. This page lists what we send, when, and why.
Where this step sits
Documents are issued after container loading, when the vessel is booked and the bill of lading is available. Copies reach you before the vessel sails; originals follow as agreed.
The standard document set
| Document | Issued by | What it does |
|---|---|---|
| Commercial invoice | Yoshan | States the goods, the value and the terms of sale. Customs uses it to assess duty |
| Packing list | Yoshan | Lists every crate — contents, dimensions, net and gross weight. Customs and your forwarder use it to check the shipment; you use it at unboxing |
| Bill of lading (B/L) | The shipping line, via the forwarder | The contract of carriage and the document of title. Your broker needs it to release the cargo |
| Certificate of origin (CO) | Chamber of commerce / authority, on our application | States that the goods are of Chinese origin; some destinations require it, and it can affect duty under trade agreements |
| CE declaration of conformity | Yoshan | The declaration behind the CE mark for your model — see certifications |
| RoHS certificate and FDA food-contact report | Anhua / SCT | RoHS 2011/65/EU certificate and the FDA 21 CFR food-contact test report for the roaster range, on request |
| Inspection sheet and test roast record | Yoshan | The machine’s own QC record with its serial number |
| Fumigation / ISPM-15 evidence | Treatment provider / marked on the crate | Shows the wooden packaging is compliant — see export packing |
| Insurance certificate | Insurer | Where we arrange cargo insurance (CIF terms), the certificate is included |
What is on the invoice and why it matters
The invoice describes the goods in a way customs can classify — “coffee roasting machine, model, serial number, gas-fired, capacity” — with the value and the Incoterm (EXW, FOB, CIF or as agreed). The description and the tariff classification determine the duty; we describe the goods accurately and consistently across the invoice, packing list and B/L, because a mismatch between documents is the most common cause of a customs query. We do not under-declare value, and we recommend you do not ask any supplier to: a machine imported on a false invoice is a machine you cannot insure or resell honestly.
Country-specific documents
Some destinations require additional documents — a pre-shipment inspection certificate, a conformity assessment for the destination market, legalised or consular documents, or a specific format of certificate of origin. Tell us your country when you enquire; we tell you what applies and build it into the timeline, because some of these take weeks and must be started before the machine ships, not after.
When you receive what
- With the quotation, on request: CE and RoHS certificates, the EU Declaration of Conformity and the FDA report for the model.
- With the PI: draft invoice wording and the document list for your destination.
- After loading, before sailing: copies of the invoice, packing list, B/L, CO and crate photographs.
- By courier or as agreed: originals where your bank or customs require them.
- In the crate: manual, inspection sheet, accessory list.
What this means for you
- Your broker has the documents before the vessel arrives and can pre-clear.
- The description on every document matches, so there is no query.
- Anything your country specifically requires was identified at the quotation stage, not at the port.
How to verify this on any supplier
Before you pay a deposit, ask for a sample document set from a previous shipment to your country, with the customer’s details removed. A supplier who exports regularly has one. Ask, too, whether they will start country-specific certifications before production so the documents are ready when the machine is.
Frequently asked questions
Who is the importer of record?
You, or your appointed broker or distributor. We are the exporter. If you have no broker, we can recommend forwarders who handle clearance at common destinations.
Can the invoice be in my currency?
The invoice is issued in the currency of the PI. Most orders are in US dollars; ask if you need another currency.
Do you provide a tariff (HS) code?
We state the code we export under. Your broker confirms the classification in your country, which is the one that determines your duty.
What if customs asks for a document you have not provided?
Contact us the same day. Most requests are for a copy of something already issued or for a clarification of the description; we respond within a working day because a container waiting at a port costs money every day it waits.
Final thoughts
Documents are the least interesting part of buying a roaster and the part most likely to delay it. We treat them as part of the build. The full order sequence, including when each document appears, is on the how to order page; freight, transit times and customs in general are in our shipping from China guide. Or return to the full build sequence.
Tell us your country, voltage, gas type and kilograms per week — we will send the matching spec sheet and the document list for your destination. Request the spec sheet · WhatsApp: +86 184 0771 4607
Last updated: September 15, 2026