Are you planning an overseas move and wondering what paperwork will be required? Do you worry about missing a form and having your shipment delayed at customs? I’m Lucia Shropshire, Manager of Global Relocation at Interstate. I’ve been in this industry for nearly sixteen years and have worked in every part of an international move, from pricing and operations to finance and customer service. Families usually expect the packing and shipping to be complicated, but in reality, it’s the paperwork that determines whether things go smoothly or get delayed. In this article, I’ll walk you through the key documents, why they matter, and how being prepared can save you time and stress.

Why paperwork is at the heart of international moves

Every international move has to clear two sets of customs: export customs when your belongings leave your country and import customs when they arrive at your new home. Each authority has its own requirements, and if even one piece of documentation is missing, your shipment will sit untouched until the issue is resolved. That’s why I prepare you well in advance of your pack and load. I’ll review the documents you’ll need and connect you with our partner in your destination country. By the time your goods are on the move, you’ll know exactly who will be helping you on the other side and what paperwork will be checked at each step.

The essential documents and why they matter

While every destination has its quirks, there are certain documents that almost always appear in an international move. Here are the ones you should expect, and the role each one plays:

• Valid passport This is the first and most important document customs officers will ask for. It proves your identity and establishes your legal right to move goods under your name. Without a valid passport, the process simply cannot begin.
• Visa or residence permit Many countries will not release your shipment until they see proof that you have legal status to live there. If you arrive without the right visa or permit, your household goods can be held in storage at the port until you provide the documentation, which quickly becomes expensive.
• Transport document (bill of lading or airway bill) This document serves as the contract of carriage and the official record of your shipment. Whether it is a bill of lading for sea freight or an airway bill for air freight, it shows how your goods are being transported and by whom. Customs also rely on it as proof of ownership.
• Import declarations These forms spell out the contents of your shipment. Customs officers use them to determine duties, taxes, or whether special inspections are required. In my experience, this is where small mistakes can snowball into delays, so accuracy is critical.
• Power of attorney This authorizes us or our overseas partner to act on your behalf in front of customs. Without it, we cannot legally complete clearances for you, which means you would have to be physically present to manage every step. For most families, that would be nearly impossible.
• Detailed packing list A thorough packing list is essential. It doesn’t just count boxes; it notes what’s inside and highlights special categories like antiques, heirlooms, or replicas. The more detail you provide upfront, the less likely customs will need to hold your shipment for clarification.

Why accuracy matters

It isn’t just about having the documents, it’s about having them complete and accurate. I’ve seen shipments held up when a transferee listed unusual items on the packing list without the right permits. For example, a client moving to Australia had a collection of skulls and fur pieces. Because Australia has some of the strictest customs rules in the world, authorities required CITES and USDA documentation to prove the items were legal to ship. Without those permits, nothing could move forward. Even with common items like antiques, accuracy matters. A customer once listed a replica desk as if it were a historic heirloom. That triggered extra scrutiny until we clarified the details. Photos and clear descriptions on the packing list help avoid misunderstandings.

Wrapping up

Paperwork may not be glamorous, but it is the foundation of a successful international move. Having the right documents in place ensures your shipment clears both export and import customs without unnecessary delays. At Interstate, we make sure you’re never navigating customs alone. Schedule a pre-move consultation with our global relocation team, and we’ll walk you through exactly what documents you need and why they matter.

Ready to Plan Your Move?

Getting your documents right is one of the most important steps in making sure your international move stays on track. At Interstate, we guide you through every form, from passports and packing lists to country-specific paperwork, so nothing gets overlooked. Contact us today to speak with a relocation specialist and get a clear, personalized plan for your move.