The Complete List of Documents Required for Export from New Zealand (2026)

Why Getting Your Export Documents Right Matters

New Zealand exporters ship goods to over 100 markets every day. Each shipment requires a specific set of documents — and the exact combination depends on your product, destination country, transport mode, and the terms of your sale.

Missing a single required certificate can hold your container at the port. An incorrect HS code can trigger customs examination. An inconsistency between your packing list and bill of lading can delay clearance by days or weeks.

This guide consolidates every category of document you may need to export goods from New Zealand. Use it as a master checklist, then confirm the specific requirements for your product and destination with your documentation specialist or freight forwarder.

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1. Commercial Documents

These documents form the commercial foundation of every export transaction. They establish what you’re selling, to whom, at what price, and in what quantities. Customs authorities and banks require them for clearance and payment processing.

Commercial Invoice

The commercial invoice is the primary document for any export shipment. It serves as the bill from seller to buyer, the basis for customs valuation, and the reference document that all other paperwork must align with.

Required information:

• Exporter’s full legal name and address
• Buyer’s (consignee’s) full name and address
• Invoice number and date
• Description of goods (specific, not generic)
• Harmonised System (HS) code for each line item
• Quantity and unit of measure
• Unit price and total value in the agreed currency
• Country of origin
• Incoterms (e.g., FOB Auckland, CIF Shanghai)
• Payment terms

Common errors: Vague product descriptions (“food products”), inconsistent values across documents, missing country of origin, wrong Incoterms for the trade terms agreed in the purchase order.

Packing List

The packing list provides the physical details of your shipment that the commercial invoice does not. Customs officers and freight handlers use it to verify that what’s in the containers matches what the paperwork says.

Required information:

• Marks and numbers on each package
• Number and type of packages (cartons, pallets, drums)
• Net weight and gross weight per package and in total
• Dimensions and cubic measurement (CBM)
• Contents of each package (itemised)

The packing list must be consistent with both the commercial invoice and the bill of lading. Weight discrepancies — even minor ones — are one of the most common triggers for customs examination.

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2. Customs Clearance Documents

These documents are required by New Zealand Customs (Te Ara Ahumoni) to legally export your goods and by destination country customs to clear your goods on arrival.

Export Entry / Shipper’s Letter of Instruction (SLI)

Before your goods can leave New Zealand, an export entry must be lodged with New Zealand Customs via the Customs Integrated System (CIS). The export entry records the departure and is required for:

• Goods valued over NZ$1,000
• Goods subject to export controls or licensing
• Goods requiring statistical reporting

The Shipper’s Letter of Instruction (SLI) is the authorisation document you provide to your freight forwarder, instructing them to prepare and lodge the export entry on your behalf. Without a signed SLI, your freight forwarder cannot act as your customs agent.

Key fields: Consignor, consignee, commodity code (HS), FOB value, country of destination, port of loading, estimated departure date.

HS Code Classification

The Harmonised System (HS) code is a six-digit international standard code that classifies your product. It determines:

• The duty rate your buyer will pay at the destination port
• Whether your goods qualify for preferential tariff rates under a Free Trade Agreement (FTA)
• Whether your product requires import permits, licenses, or certificates at the destination
• Whether your goods are subject to export controls from New Zealand

HS codes go beyond six digits at the national level — New Zealand uses eight digits, while destination countries may use ten or more. Misclassification carries significant risk: duties paid at the wrong rate, loss of FTA preferences, or shipments flagged for inspection.

If you’re exporting a new product or entering a new market, seek a binding tariff ruling from the destination country’s customs authority before your first shipment.

Export Permits and Licences

Certain goods require an export permit or licence before they can be exported from New Zealand. Categories include:

• Controlled substances — pharmaceutical precursors and certain chemicals
• Dual-use goods — goods with both civilian and military applications
• Threatened species products — goods subject to CITES (Convention on International Trade in Endangered Species)
• Heritage items — certain cultural artefacts and taonga
• Military and strategic goods — weapons, ammunition, and related technology

Check the New Zealand Trade and Enterprise (NZTE) export controls register and the Ministry of Foreign Affairs and Trade (MFAT) strategic goods list for your product.

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3. Ministry for Primary Industries (MPI) Certificates

For New Zealand’s primary export industries — meat, seafood, dairy, horticulture, honey, and live animals — MPI certificates are the most critical and often the most time-sensitive documents in your export package.

Phytosanitary Certificate

Required for plant-based products, including fresh produce, dried fruit, seeds, grain, timber, and plant materials. The phytosanitary certificate confirms that your goods meet the plant health requirements of the importing country.

Issued by: MPI (via accredited verifiers for many product types)

Key requirements:

• Must be issued by an authorised MPI officer or approved verifier
• Must reference the specific treatment or inspection that was carried out
• Most markets require the certificate to be issued within 14 days of the vessel’s departure date
• Cannot be pre-dated or backdated — the inspection must precede the shipment

Validity: Varies by destination. Most markets accept certificates valid for 14–30 days. The certificate date must be on or before the bill of lading date.

Health Certificate / Meat Hygiene Certificate

Required for exports of meat, poultry, seafood, and other animal products. The health certificate confirms that your product has been produced and inspected under New Zealand’s official food safety system and meets the importing country’s health standards.

Each importing country maintains its own template for health certificates, and MPI must be recognised (“listed”) by the importing country as a competent authority before NZ product can enter.

Important: Health certificates are country-specific and product-specific. The certificate required for beef entering China is different from the certificate required for the same product entering the European Union.

MPI Trade Certificate / Certificate of Free Sale

An MPI Trade Certificate (also called a Certificate of Free Sale in some contexts) confirms that your product is legally produced, processed, and sold in New Zealand and is subject to the regulatory oversight of a recognised competent authority.

This certificate is commonly required for:

• Processed food products entering some Asian markets
• Dietary supplements and health foods
• Pet food and animal feeds
• Cosmetics and personal care products in certain markets

Organic Certification

If your product is marketed as organic, many importing countries require documentation confirming certification by an accredited organic certifier. New Zealand’s major export-recognised certifiers include BioGro and AsureQuality.

Requirements vary significantly by market — the European Union’s organic import requirements under Regulation (EU) 2018/848, for example, are more stringent than those of some other markets.

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4. Shipping Documents

Shipping documents are issued by or in conjunction with the carrier (shipping line or airline). They serve as evidence of the contract of carriage and, in some cases, as a document of title.

Bill of Lading (B/L)

The Bill of Lading is the most important document in sea freight. It is simultaneously:

1. A receipt — confirmation that the carrier has received the goods in the stated condition
2. A contract of carriage — the terms under which the carrier agrees to transport the goods
3. A document of title — the original Bill of Lading must be surrendered at the destination to take delivery (for negotiable B/Ls)

Types:

• Original B/L — a negotiable instrument; required for letters of credit and documentary collections
• Surrender B/L / Express Release — the carrier releases goods without presenting the original; faster and lower-risk for established trading relationships
• Sea Waybill — non-negotiable; suitable for shipments where the consignee is known and consistent

Critical fields to check: Consignor, consignee, notify party, vessel name and voyage number, port of loading, port of discharge, description of goods, number of packages, gross weight, freight terms (prepaid or collect), B/L date.

The B/L date is the date the goods were loaded on board — not the date the document was issued. For letters of credit and phytosanitary certificates, the on-board date is the legally relevant date.

Air Waybill (AWB)

The Air Waybill is the air freight equivalent of the bill of lading. Unlike an ocean B/L, the AWB is always non-negotiable — it cannot be used as a document of title. The consignee named on the AWB can take delivery without surrendering the original.

Air Waybills are assigned by the airline or air freight forwarder and contain the same core shipment data as a Bill of Lading, with the addition of flight number and routing information.

For time-sensitive goods — fresh seafood, live animals, urgent documents — air freight via AWB is often the only practical transport option.

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5. Origin and Preference Documents

These documents establish where your goods were produced or manufactured and, where relevant, claim preferential duty treatment under New Zealand’s Free Trade Agreements.

Certificate of Origin (Non-Preferential)

A non-preferential Certificate of Origin is a declaration that your goods originate from New Zealand, without claiming any specific tariff preference. It is commonly required by importing countries for:

• Statistical purposes
• Customs valuation reference
• Anti-dumping and countervailing duty administration
• Import licensing systems that differentiate by country of origin

In New Zealand, non-preferential Certificates of Origin are issued by the New Zealand Chamber of Commerce network.

Preferential Certificate of Origin (FTA)

New Zealand has Free Trade Agreements with a number of trading partners. Exporting under an FTA allows your buyer to pay a reduced — or zero — duty rate, provided your goods meet the Rules of Origin requirements and you can provide the required certificate or declaration.

Current FTA partners include China (ChAFTA), ASEAN (AANZFTA), Australia (CER), South Korea (NZSFTA), the United Kingdom (UK-NZ FTA), and the partners of the CPTPP (Comprehensive and Progressive Agreement for Trans-Pacific Partnership).

Rules of Origin: Each FTA has its own Rules of Origin that define what qualifies as “originating” in New Zealand. Common criteria include:

• Wholly obtained — goods entirely produced in New Zealand (primary agricultural products usually qualify this way)
• Change in tariff classification — the manufacturing process changes the product’s HS code
• Regional value content — a minimum percentage of the product’s value is added in New Zealand

For processed goods with imported ingredients, origin qualification can be complex. Document your input sourcing carefully.

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6. Letter of Credit Documents

If your sale is financed by a Documentary Letter of Credit (L/C), the documentary requirements become significantly more demanding. The L/C specifies exactly which documents must be presented, in which form, within what timeframe, and with what specific content — and your bank will reject any document that does not strictly comply.

Letter of Credit Compliance Requirements

Common documents required under a Letter of Credit include:

• Commercial Invoice — usually in a specific number of originals and copies, addressed to the applicant exactly as named in the L/C
• Full Set of Original Bills of Lading — typically 3/3 originals, marked “freight prepaid” (or “freight collect” as specified), consigned to order of the issuing bank
• Packing List — in the format and number specified
• Certificate of Origin — from the issuing authority named in the L/C
• Insurance Certificate — if the L/C is on CIF or CIP terms, showing coverage for at least 110% of the invoice value
• Phytosanitary or Health Certificate — if specified

The most common L/C discrepancy causes:

• Late presentation (documents presented after the L/C expiry date or beyond the presentation period after shipment)
• Late shipment (goods shipped after the latest shipment date stated in the L/C)
• Description of goods on the invoice does not match the L/C wording exactly
• Consignee or notify party on the B/L does not match the L/C instructions
• Missing endorsements on the B/L

If your L/C has been issued and you have any doubt about whether your documents will comply, seek a pre-presentation review before submitting to your bank. Discrepant documents give the issuing bank grounds to refuse payment.

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7. Additional Documents for Specific Cargo Types

Dangerous Goods Declaration

If your goods are classified as dangerous under the IMDG Code (sea freight) or IATA Dangerous Goods Regulations (air freight), a Dangerous Goods Declaration is mandatory. This applies to:

• Flammable liquids and solids
• Oxidising agents
• Toxic substances
• Corrosives
• Batteries (lithium) — even in consumer electronics
• Aerosols above certain thresholds
• Certain agricultural chemicals and pesticides

The declaration must be prepared and signed by a certified dangerous goods specialist. Shipping dangerous goods without proper documentation is a criminal offence and can result in vessel or aircraft rejection, cargo seizure, and significant fines.

Fumigation Certificate

Required when wooden packaging materials (pallets, crates, dunnage) are used in your shipment. Under ISPM 15 (International Standards for Phytosanitary Measures), wood packaging must be treated (heat-treated or methyl bromide fumigated) and marked with the official IPPC mark.

If your carrier or destination country requires additional fumigation of the goods themselves (rather than packaging), a separate fumigation certificate — issued by an MPI-approved fumigator — will be required.

Importer Security Filing (ISF) / AMS Data

For goods entering the United States by sea, US Customs and Border Protection requires advance cargo information to be filed electronically before the vessel departs the last foreign port. This is the Importer Security Filing (ISF), also known as “10+2”.

The ISF is the responsibility of the US importer, but it requires data from the NZ exporter — including accurate HS codes, seller and buyer details, country of origin, and stuffing location information.

For air cargo entering the US, advance electronic manifest data is required under the Air Cargo Advance Screening (ACAS) programme.

Similar advance cargo information requirements apply for goods entering the European Union (ICS2 / Entry Summary Declaration), the United Kingdom, and increasingly other major markets.

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8. A Practical Checklist by Shipment Type

Standard General Cargo (Sea Freight)

Document	Mandatory	Notes
Commercial Invoice	Yes	All shipments
Packing List	Yes	All shipments
Bill of Lading	Yes	Issued by carrier
Export Entry (Customs)	Yes	Value > NZ$1,000
Certificate of Origin	Conditional	Market-dependent
HS Code Classification	Yes	Prepare before lodging entry

Meat, Seafood or Dairy to Regulated Markets

Document	Mandatory	Notes
All general cargo documents	Yes	As above
Health Certificate	Yes	MPI-issued; market-specific template
Cold Chain Records	Often	Temperature logs for chilled/frozen
Slaughter/Processing Plant Registration	Yes	Plant must be listed by importing country

Fresh Produce or Plant Products

Document	Mandatory	Notes
All general cargo documents	Yes	As above
Phytosanitary Certificate	Yes	MPI-issued; pre-shipment inspection required
Pest Interception History	Conditional	Some markets require nil-detect history
Treatment Certificate	If applicable	For heat treatment or fumigation

Letter of Credit Shipment

Document	Mandatory	Notes
All applicable documents above	Yes	Must comply strictly with L/C terms
Full Set Original B/Ls	Usually	Check L/C — consigned as specified
Insurance Certificate	If CIF/CIP	110% of invoice value minimum
Beneficiary Certificate	If specified	Confirming shipment advice sent to buyer

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Start with the Right Foundation

The number of documents required to export from New Zealand can seem overwhelming, particularly if you’re entering a new market or introducing a new product category. In practice, once you’ve established your documentation process for a given market and product, the workflow becomes routine.

The risks occur at the edges: when you ship to a new destination, change a supplier, alter your product formulation, or when a market updates its import requirements. These are the moments when documentation errors are most likely — and most costly.

Libretto’s documentation specialists stay current with import requirement changes across New Zealand’s key trading partners. We handle the full documentation workflow from commercial invoices through to MPI certificate coordination and L/C compliance, so you can focus on producing and selling world-class New Zealand product.

Not sure which documents apply to your next shipment?

We provide a no-obligation documentation assessment for NZ exporters — tell us your product, destination, and transport mode, and we’ll identify exactly what you need.

Request a Documentation Assessment →

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About Libretto

Libretto specialises in export documentation and MPI compliance services for New Zealand’s primary industries. Our team of certified trade documentation specialists ensures your products reach international markets without delays, penalties, or documentation rejections.

We handle everything from phytosanitary certificates to complex Certificate of Origin requirements across multiple free trade agreements. Our clients ship with confidence, knowing their documentation is precise, compliant, and professional.