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Ask anyone in export operations and they’ll tell you the paperwork can make or break a deal.
In my line of work, I’ve seen it all: shipments delayed over a missing stamp, rejected legalisations due to formatting issues, and freight sitting in limbo because one document used an outdated HS code. In every case, the exporter didn’t lose out because of the product, they lost out because of the process.
The good news? Most of these problems are 100% avoidable with the right checks, tools and habits.
Here are the seven most common mistakes we see at ExportDocuments and how to make sure you never fall into the same traps.
1. Wrong HS codes or product classification
Harmonised System (HS) codes are not just numbers, they determine what duties you pay and which documents are required. Get it wrong, and you risk delays, extra charges, or even seizure at customs.
Why it happens:
- Copying old codes from previous shipments
- Misclassifying composite or new products
- Failing to check if codes are up to date
How to avoid it:
Check your codes against the current UK Tariff and always verify with a trade specialist if you’re unsure. It’s a 10-minute task that could save you thousands.
2. Incorrect Incoterms
Using the wrong Incoterm can cause disputes over shipping costs, insurance, and customs responsibilities. It can also lead to delays at the border if customs or your transport provider misunderstand responsibilities.
Why it happens:
- Assuming the same Incoterm as previous shipments
- Lack of clarity between seller and buyer on responsibilities
- Misunderstanding the implications of different Incoterms for insurance and risk
The fix:
Confirm the agreed Incoterm with your customer before shipment. Ensure all parties, including freight forwarders, customs agents, and insurers all understand their responsibilities. Make sure the Incoterm on the invoice, packing list, and customs declaration all match.
3. Missing information on documents
Even small gaps in your paperwork can cause major delays. Missing details, for example weights, values, consignee information, or country of origin can result in customs questioning, fines, or shipments being held at the border.
Why it happens:
- Oversights when preparing invoices or packing lists
- Relying on outdated templates
- Miscommunication between teams or departments
How to avoid it:
Use comprehensive, standardised templates for all documents. Double-check that every required field is completed before submission. Consider implementing a checklist or automated validation to catch missing fields.
4. Inconsistent information across documents
This is surprisingly common and it’s a major red flag for customs. If your invoice says one thing, your EXA says another and your packing list is missing weights or measures, that’s a fast track to delays.
Tip:
Make sure every document “tells the same story.” Automating templates is a great way to avoid human error here.
5. Relying on email threads and spreadsheets
I get it, email is easy. But it’s also chaotic when you’re dealing with multiple shipments, revisions, and stakeholders. We've worked with companies who didn’t know which version of a document had been submitted. The result? It was never processed and the goods sat in storage for days. Outsourcing to a third party that doesn’t save things correctly, or a customs agent with less than stringent procedures, may get through most of the time, but if pulled, it can cause issues, lining you up for bigger problems down the line and flagged for more checks in the future.
The smarter way:
Centralise your documentation. Use shared platforms where everyone can track status, versions, and next steps. You’ll save hours (and a lot of grey hair).
6. Poor timing of paperwork
Leaving export documentation until the last minute can create major headaches, even if everything else is correct. If you ship the product before the paperwork is fully prepared, customs declarations may not be processed in time. This can result in lorries being held at the border, goods stuck in customs warehouses, and delayed deliveries to your customers.
Why it happens:
- Treating paperwork as an afterthought
- Rushing shipments without aligning documentation deadlines
- Underestimating processing times for declarations and approvals
The impact:
Delays caused by poor timing can upset customers, cause missed deadlines, and even damage your company’s credibility.
How to avoid it:
Plan your paperwork alongside your shipment schedule, not after it. Build in lead time for customs declarations, approvals, and any required checks. Treat export documentation as an integral part of your operations, not just admin.
7. Failing to declare dual-purpose goods
Dual-use goods - items that can be used for both civilian and military purposes, require special attention. Failing to declare them correctly can lead to serious legal consequences, shipment delays, fines, and even criminal liability.
Why it happens:
- Misunderstanding which products are classified as dual-purpose
- Assuming a product is “civilian” without checking regulatory requirements
- Lack of internal compliance checks or training
How to avoid it:
Review your products against the UK Strategic Export Control Lists and any applicable destination country requirements. Ensure all necessary licences and declarations are completed before shipment. Train staff on dual-use compliance and integrate checks into your export process.
Properly declaring dual-purpose goods protects your company, ensures compliance with export controls, and avoids costly delays or legal risks.
Final thoughts
Export paperwork isn’t glamorous but IS mission-critical. The exporters who scale smoothly are the ones who treat documentation as a core part of their operations, not an admin afterthought.
If you're serious about growing into new markets without the constant stress of last-minute issues, it starts with your documents. Get them right, and the rest of your supply chain flows.
Need help reviewing your current process or want a second set of eyes on your next shipment? I’m always happy to chat
Here’s to smoother shipments and fewer surprises.