Canadian import documents required for customs clearance

Canadian import documents are what keep shipments moving.

They tell customs who sold the goods, what’s inside the boxes, where the items came from, and whether any special rules apply.

You can determine the value for duty, assign the right HS code, and confirm origin, but without the paperwork to back it up, your shipment can face issues crossing the border.

This article provides an overview of all the essential documents you need to prepare when importing goods into Canada. It also covers the most common mistakes importers make and how to prevent them.

Documents required for customs clearance

Before the Canada Border Services Agency (CBSA) can release any shipment, you will need to provide the core documents that show what’s being imported and how it should be accounted for.  

These are the forms that provide customs with the information required to assess duties, confirm classification, and track goods. They include:

Commercial Invoice or Canada Customs Invoice (CCI)

The commercial invoice shows the buyer, seller, description of goods, price, and shipping terms.

For shipments valued at CAD 2,500 or more, use either a Canada Customs Invoice (CCI) or include the same CCI data on a commercial invoice.

Commercial Accounting Declaration (CAD)

The CAD has replaced the old B3 Canada Customs Coding Form and must now be submitted through the CARM Client Portal (CCP).

Cargo Control Document (CCD)

Issued by the carrier, this document includes a Cargo Control Number (CCN), which CBSA uses to track shipments until they are released.

While not a document, Release Prior to Payment (RPP) is a CBSA program that has replaced Release on Minimum Documentation (RMD).

It allows you to have goods released before duties and taxes are paid, provided you have posted financial security with CBSA.

Transportation and shipping documents

Carriers issue a separate set of documents that move with the shipment. These don’t replace customs forms, but they serve as proof of carriage and give everyone in the supply chain, CBSA included, a way to verify what’s in transit.

Bill of lading or Air waybill

The bill of lading (for ocean or ground shipments) and the air waybill (for air shipments) are contracts of carriage. They confirm that the carrier has received the goods and will deliver them.

Packing list

This is not always mandatory, but it is often included to verify cargo. It shows how goods are packaged, their dimensions, and their weight.

Proof of origin documents

The country where a product was made matters. Proof of origin documents show CBSA where goods come from and determine whether they qualify for lower tariffs under Canada’s trade agreements.

Certificates of Origin

To claim benefits under agreements like CUSMA, CPTPP, or CETA, importers must provide proof of origin. Under CUSMA, there is no set form, but the certificate must include the minimum data required by the agreement. Without it, reduced tariffs cannot be applied.

Permits, certificates, and licences (for regulated goods)

Not all products can enter Canada freely. Some are controlled, restricted, or regulated, which means they require extra approvals or must meet specific compliance standards before import.

Global Affairs Canada permits

For goods such as steel, textiles, firearms, and certain agricultural products.

CFIA certificates and permits

Food, plants, and animals may require phytosanitary or zoosanitary certificates, or import permits issued by the Canadian Food Inspection Agency (CFIA).

Environment and Climate Change Canada (ECCC) permits

Hazardous waste, ozone-depleting substances, and some regulated appliances require ECCC authorization.

Additionally, when importing vehicles or certain equipment, they must comply with Canadian Motor Vehicle Safety Standards (CMVSS) and require approvals from Transport Canada.  

Many vehicles also need to go through the Registrar of Imported Vehicles (RIV) program to ensure required modifications are completed.

Common mistakes with Canadian import documents

Even experienced importers can encounter issues with paperwork. Here are a few of the most common mistakes:

Incomplete or inaccurate invoices

If details like product descriptions, values, or shipping terms are missing, CBSA may hold your shipment for review or request additional information, which can delay its release.

Not updating to CARM requirements

You must be aware that B3 and RMD are no longer accepted. These have been replaced by the Commercial Accounting Declaration (CAD) and Release Prior to Payment (RPP).

Missing proof of origin

If you don’t provide proper certificates or statements, you can’t claim reduced tariffs under trade agreements. That means higher duties.

Overlooking special permits

Products such as food, plants, animals, vehicles, and controlled goods often require additional approvals and permits. Without them, shipments may be held at the border.

The best way to avoid delays and costly mistakes is to work with an experienced customs broker, who can help prepare and file these documents and ensure compliance with Canadian import regulations.

How Cole International can help

A missing field on an invoice, an outdated form, or a permit that wasn’t secured in advance can hold up an entire shipment. That’s why accuracy matters. 

At Cole International, we offer trade consulting and customs brokerage services to help Canadian businesses prepare the right documents for their shipments.

Our customs experts work with importers every day to:

• Review invoices to ensure they include all the required details
• File Commercial Accounting Declarations (CAD) via the CARM Client Portal (CCP)
• Verify proof of origin to claim reduced tariffs
• Help secure permits and licences for regulated goods
• Ensure compliance with CBSA rules and regulations

We don’t believe in guesswork. We get it right the first time.

If you import goods into Canada, please reach out to one of our trade professionals to ensure you have the right import documents for your next shipment.