What we check before your cargo leaves
Document Check is a practical review of the paperwork tied to your shipment before it is handed over for shipping or collection. We look at the invoice, packing list, shipment instructions, permits where needed, and any supporting paperwork that may affect customs clearing or inland transport. The aim is to catch small errors early, because one wrong description or missing line item can hold a container, a truck load or a single machine at Durban harbour, City Deep, or Paarden Eiland.
For clients moving machinery, fleet parts, workshop equipment or automotive goods, the details must line up. The cargo description, unit counts, weights, values, serial numbers and consignee details should match across every document. If they do not, you can face delays, queries from customs, extra storage charges, or rework on the port side.
How our review process works
Send your papers through our contact form before dispatch and our team will review them against the shipment plan. We then flag anything that needs to be corrected, added or clarified. If the load is moving through the Durban harbour corridor, our Umbilo team can coordinate with the clearing counters in Johannesburg and Cape Town to keep the file aligned from start to finish.
- Step 1: Send invoices, packing lists and any shipment instructions.
- Step 2: We compare the details line by line.
- Step 3: We highlight missing, inconsistent or risky entries.
- Step 4: You correct the papers before cargo is dispatched.
- Step 5: We keep the file ready for customs clearing, collection or bonded storage if needed.
This process helps avoid last-minute phone calls when the truck is already booked, the vessel has closed, or the warehouse is waiting in Springfield Park or Jet Park.
Documents that often cause delays
Most delays come from simple mismatches rather than major problems. A machine may be described one way on the invoice and another way on the packing list, or the weight totals may not add up. Sometimes the seller omits a serial number, a HS code note, or the full delivery address. At times the paperwork is fine, but the consignee details are shortened in a way that causes confusion for port staff or the transport crew.
- Invoice values that do not match the sale terms.
- Packing lists with missing item counts or crate numbers.
- Wrong or incomplete consignee, importer, or delivery details.
- Weights and dimensions that do not total correctly.
- Descriptions that are too broad for customs review.
- Missing supporting paperwork for restricted or regulated goods.
In Durban and along the coast, humidity can also affect paper records and labels, so clean, readable copies matter. We will tell you if something should be reissued before it becomes a port problem.
Why checking early saves time and money
Early checking is cheaper than fixing a file after cargo arrives. If paperwork is corrected before dispatch, you reduce the risk of storage charges, demurrage, re-handling and missed delivery slots. This is especially useful for importers running tight production schedules, fleet maintenance plans, or workshop installs where a machine has to arrive on a set day.
It also helps with load planning. A correct pack list lets the transporter assign the right truck, lifting gear and route. If the cargo is going inland from Durban to Johannesburg, or from Cape Town into the Western Cape industrial areas, the paperwork needs to support the movement from the start. When the weather turns, or load-shedding affects warehouse hours, having the file already checked gives your team more room to move.
Who should use this support service
Document Check is useful for small and large businesses alike. If you import one machine a month or manage regular fleet and automotive movements, the same rule applies: the papers must be right before the goods move. This service is also helpful for first-time importers who want a second set of eyes on the file, and for busy logistics teams who need a quick review without slowing the operation.
We support clients in Durban, Umbilo, Springfield Park, Jet Park, City Deep and Paarden Eiland, with working knowledge of port flow, inland terminals and warehouse handovers. Whether the load is going into bonded storage, direct delivery or site offloading, we can check the documents against the move and tell you what still needs attention.
What to send us and what you get back
Send clear copies of the invoice, packing list, shipping instructions and any permits or certificates linked to the cargo. If the equipment is used, refurbished or has serial numbers, include those details too. A complete file comes back to you with practical notes on anything customs may query.
- Invoice and packing list.
- Shipment instructions and delivery address.
- Product descriptions, serial numbers and model details.
- Any permit, certificate or supporting document.
- Contact details for the person handling the clearance.
You get a clear list of corrections or confirmations, not vague comments. That makes it easier for your supplier, freight agent or accounts team to fix the paperwork and send it back before the shipment moves.
