Moving goods across borders through intermodal transportation offers efficiency, flexibility, and cost savings. This is also an option for importing products when there’s a border closure, as we saw in one of our recent articles.
However, no matter how streamlined the physical journey is, a shipment can be delayed, fined, or even denied entry if the customs paperwork isn’t in order. Authorities and customs brokers in each country require specific documentation to verify the nature, value, and origin of goods, and the requirements can vary widely depending on the trade routes and types of cargo involved.
Preparing customs documents correctly is not just a formality; it’s a crucial step that ensures compliance with international regulations, prevents costly disruptions, and keeps your supply chain moving smoothly.
In this guide, our Mexican customs brokers will walk through the essential documents for intermodal shipments, explain their purpose, and share practical tips for completing them accurately, so your merchandise can clear borders as seamlessly as it travels between modes of transport.
What is intermodal transportation?
Intermodal transportation is a logistics strategy that uses two or more modes of transport, such as trucks, trains, ships, and occasionally airplanes, to move products from origin to destination.
Instead of relying on a single method of transport, this approach integrates different carriers and infrastructure, allowing shipments to travel long distances more efficiently. The cargo itself usually remains in the same container or trailer throughout the journey, which reduces the need for unloading and reloading, lowering the risk of damage or loss.
Benefits of intermodal shipments
One of the main advantages of intermodal transportation is its ability to optimize cost, time, and environmental impact. For example, a shipment might travel by truck from a factory to a rail terminal, then by train to a seaport, and finally by ship to its international destination.
This combination makes it possible to capitalize on the speed of one mode and the cost-efficiency of another, while also reducing congestion on certain routes. In the context of international trade, intermodal transportation is particularly valuable because it provides flexibility in navigating different countries’ infrastructure and regulations.
However, this multi-step journey also adds layers of complexity, especially when it comes to customs procedures. Each border crossing may involve different legal requirements, making accurate and consistent documentation essential for a smooth transition between modes of transport.
Essential customs documents for intermodal shipments
As we mentioned, intermodal shipments often cross multiple borders and involve various transport providers. To ensure that goods move seamlessly from one mode of transport to another, customs authorities require specific documentation.
These documents serve as proof of the shipment’s contents, origin, and value, and they help verify compliance with trade regulations. Below are the key customs documents you need to prepare for intermodal shipments.
1.- Commercial invoice
The commercial invoice is one of the most important documents in international trade. It provides customs officials with detailed information about the goods being shipped, including their description, quantity, unit price, total value, and the terms of sale (Incoterms).
Customs authorities use it to assess duties and taxes, making accuracy crucial. It should be consistent with other shipment documents to avoid discrepancies that could trigger inspections or delays.
2.- Packing list
A packing list details the contents of each package or container, including weight, dimensions, and packaging type. While it may seem similar to a commercial invoice, its main purpose is to help customs officers and logistics providers identify and verify the physical cargo. It is also essential for planning handling procedures during the transfer between transport modes, such as loading containers onto railcars or ships.
3.- Certificate of origin
In our latest article, we talked about the certificate of origin (CO), specifically when it involves mixed-origin goods, as we remember it specifies the country where the goods were manufactured or produced.
It is often required to determine eligibility for preferential trade agreements or to apply specific tariffs. Depending on the destination country, this document may need to be issued or certified by a chamber of commerce or another authorized body.
4.- Bill of lading (B/L) and other transport documents
The bill of lading serves as both a receipt for the shipped goods and a contract between the shipper and the carrier. For intermodal shipments, you might encounter different types of bills of lading: an ocean B/L for sea freight, an airway bill for air transport, or a combined transport document that covers multiple modes. This document confirms the cargo’s journey route and is required for releasing goods at their final destination.
5.- Import/export licenses and permits
Certain goods, such as pharmaceuticals, chemicals, or agricultural products, require special licenses or permits before they can be exported or imported. These documents ensure compliance with safety, environmental, or health regulations. Not having the right permits can result in shipment seizure or rejection at the border.
6.- Customs declaration forms
Customs declaration forms summarize the shipment details for the importing or exporting country’s authorities. They include information from the commercial invoice, HS codes for classification, and details about the shipper and consignee. In many cases, these forms are submitted electronically through national customs systems, but paper forms are still used in some regions.
Tips to avoid delays and compliance issues
Even when all the required customs documents are prepared, small mistakes or oversights can lead to costly shipment delays and compliance problems. Intermodal logistics often involves multiple carriers, border crossings, and jurisdictions, which means that every piece of paperwork must be accurate and consistent across the chain.
By following these tips, you can minimize the risk of disruptions and keep your shipments moving smoothly.
1.- Double-checking legal requirements for each country
Each country has its own customs regulations, documentation standards, and prohibited goods lists. Before shipping, verify the specific requirements for every country in the route, not just the destination.
This includes confirming HS codes, restricted items, and additional forms that may be needed for special cargo. Working closely with a customs broker or trade compliance specialist can help identify potential issues before the shipment leaves.
2.- Using digital tools for document management
Manual document handling increases the chances of human error, lost paperwork, and inconsistent information.
Digital platforms designed for logistics and customs management allow you to store, update, and share documents in real time with all stakeholders. Many systems also integrate automated checks for data consistency, reducing the likelihood of rejections at customs.
3.- Common mistakes to avoid in customs paperwork
Some of the most frequent errors include mismatched information between documents (e.g., product descriptions differing on the invoice and packing list), incorrect HS codes, missing signatures, or incomplete consignee details.
Such discrepancies can trigger inspections or result in additional duties. Always cross-verify all documents before submission and ensure that copies are shared with the relevant transport operators ahead of time.
Now that you’ve learned more about intermodal shipments and the documentation you will require, don’t hesitate to contact us in case you have any questions or need assistance. Also, if you have found this article useful, share it on social media and stay tuned to our blog for more information.
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