The Complete Export Documentation Checklist

Why Documentation Matters

Incorrect or incomplete documentation is one of the most common reasons agricultural shipments are delayed, rejected, or seized at the port of destination. Every document in the export process serves a specific legal or commercial purpose, and buyers — particularly in regulated markets like the EU — will not accept shipments that do not meet their documentation requirements.

This checklist covers the core documents required for most Nigerian agricultural commodity exports. Specific products or destination countries may require additional certificates.

Commercial Documents

These documents define the commercial terms of the transaction between the exporter and the buyer.

• Proforma Invoice — issued before shipment to confirm price, quantity, and terms. Used by the buyer to open a Letter of Credit or make payment.
• Commercial Invoice — the final invoice issued at the time of shipment. Must match the Letter of Credit exactly if one is in use.
• Packing List — details the contents, weight, and dimensions of each package in the shipment.
• Sales Contract — the binding agreement between buyer and seller covering all commercial terms.

Shipping Documents

These documents are issued by or in coordination with the shipping line or freight forwarder.

• Bill of Lading (B/L) — the primary shipping document. Serves as a receipt of goods, a contract of carriage, and a document of title. The buyer needs the original B/L to take delivery.
• Airway Bill — used in place of a Bill of Lading for air freight shipments.
• Freight Invoice — issued by the shipping line or freight forwarder for transport costs.

Regulatory and Compliance Documents

These are issued by Nigerian government agencies and are required for customs clearance at both origin and destination.

• Certificate of Origin — issued by the Nigerian Association of Chambers of Commerce (NACCIMA) or the NEPC. Confirms the product originates from Nigeria. Required for preferential tariff treatment under trade agreements.
• Phytosanitary Certificate — issued by the Federal Ministry of Agriculture. Required for all plant-based products. Confirms the shipment is free from pests and diseases.
• NAFDAC Certificate — required for processed food and agricultural products. Confirms compliance with Nigerian food safety standards.
• SON Certificate of Conformity — required for certain product categories to confirm compliance with Nigerian quality standards.
• Nigerian Export Proceeds (NXP) Form — issued by the exporter's bank. Required by the Central Bank of Nigeria for all exports. Tracks foreign exchange repatriation.
• Combined Certificate of Value and Origin (CCVO) — required for exports to certain countries, particularly in the Commonwealth.

Commodity-Specific Documents

Depending on your product and destination market, you may also need:

• Cocoa Quality Certificate — issued by the Nigerian Cocoa Research Institute or an approved inspection body
• Fumigation Certificate — required by many buyers to confirm the shipment has been treated against pests
• Weight and Quality Certificate — issued by an independent inspection company (e.g. SGS, Bureau Veritas)
• Radiation Certificate — required by some EU buyers for certain commodities
• Halal Certificate — required for exports to Muslim-majority markets

A Note on Letters of Credit

If your buyer is paying via Letter of Credit (LC), every document presented to the bank must match the LC terms exactly — including spelling, quantities, and dates. A single discrepancy can result in the bank refusing to pay. Always review the LC carefully before shipment and ensure your documents are prepared accordingly.

Our team can assist with document preparation and LC compliance review. Contact us to discuss your shipment.