Before a wholesale hat order ships, reconcile the purchase order, final packing plan and commercial documents. The exact paperwork depends on destination, Incoterm, importer requirements and carrier. A supplier should confirm the document set with the buyer and forwarder rather than assuming one universal export checklist.
Match every SKU to the packing list
Record style, color, size or fit variant, decoration version and quantity per carton. Check that carton totals reconcile to the purchase-order quantities. If the buyer requires barcode labels or retail packs, approve exact label artwork and placement before packing begins.
Agree on outer-carton marks
Confirm purchase-order reference, consignee or destination, SKU or assortment identifier, carton sequence and any warehouse-specific mark. A mixed carton needs an explicit breakdown. Ask the receiving team which fields are mandatory; a generic mark may not meet its booking or scan requirements.
Cross-check the commercial documents
The commercial invoice and packing list should agree on parties, item descriptions, quantities and shipment references. Confirm currency, prices, Incoterm and named place against the agreed order. Ask the forwarder or customs broker which transport document, origin evidence, classification or destination-specific declaration is needed; do not invent a certificate the shipment does not require.
Close the handoff with a document version
Keep the approved packing breakdown, carton-mark artwork, invoice draft, shipping instructions and contact details under one dated version. When a quantity or destination changes, update every affected document before pickup. This prevents a correct physical shipment from being delayed by inconsistent paperwork.
