Shipping and Import Documents Required for PNG: A Complete Checklist
Most delays at PNG ports start with paperwork. This checklist covers the documents PNG Customs and biosecurity officers expect to see, what each one needs to show, and the mistakes that most often hold cargo up.
In this guide
- The core set is the commercial invoice, packing list, bill of lading or air waybill, and customs valuation information.
- Permits, licences and biosecurity certificates must be arranged before the goods are shipped.
- Your licensed customs broker uploads the documents with the import entry in ASYCUDA World.
- Descriptions, quantities and values must match across every document.
Before the paperwork: registering as an importer
Before your first shipment, the importer needs to be registered with PNG Customs using its Tax Identification Number (TIN), and needs to appoint a licensed customs broker in writing on Customs Form G26. PNG Customs deals only with authorised agents, so the broker is your formal point of contact with Customs for every entry.
Getting this done early avoids a common first-shipment delay: cargo that arrives before the importer is set up to clear it.
The core documents
| Document | What it does | What to check |
|---|---|---|
| Commercial invoice | The basis for the customs value and classification | Full seller and buyer details, specific descriptions, quantities, unit and total prices, currency, Incoterm and country of origin |
| Packing list | Shows how the goods are packed | Number of packages, marks, weights, dimensions and contents of each package, consistent with the invoice |
| Bill of lading or air waybill | The transport document, and for an original bill of lading, the document of title | Consignee, notify party, port of discharge, container and seal numbers, and cargo description |
| Customs valuation information | Supports the declared customs value | The price actually paid, freight, insurance and any other costs that form part of the value |
| Import entry (Customs Form 15) | The formal declaration to Customs | Lodged by your licensed broker in ASYCUDA World |
Documents that depend on the goods
Depending on what you’re shipping, you may also need:
- Import permits or licences for restricted goods, such as firearms, medicines, and plant, animal or biological products.
- Phytosanitary or health certificates issued by the exporting country’s authorities for plant and animal products.
- Treatment or fumigation certificates where the import permit requires a treatment before shipment.
- A certificate of origin if you’re claiming a preferential duty rate, or if your buyer, bank or letter of credit requires one.
- Dangerous goods declarations and safety data sheets for hazardous cargo.
- Vehicle documents, such as an export or deregistration certificate, chassis or VIN, engine number and engine capacity.
- An insurance certificate if the goods were sold on CIF or CIP terms.
Biosecurity permits must be issued before the goods are shipped, and the original permit is presented for clearance. Applying after the cargo arrives risks it being held, treated, re-exported or destroyed.
What a good commercial invoice looks like
The commercial invoice does more work than any other document, because Customs uses it to check both value and classification. A good invoice:
- describes each item specifically, for example “hydraulic hose assemblies for excavators” rather than “spare parts”;
- shows quantities, unit prices and totals that add up;
- states the currency and the Incoterm, such as FOB Brisbane or CIF Lae;
- identifies the country of origin of the goods;
- is a final commercial invoice, not a pro forma or quotation.
Never under-declare the value. A false or incorrect declaration is a serious offence in PNG and can lead to goods being seized and the importer being prosecuted, as well as closer scrutiny of future shipments.
How documents are submitted
Your broker lodges the import entry electronically in ASYCUDA World and uploads copies of the supporting documents for Customs to verify. If Customs asks for them, the broker prints the entry and documents and presents them at a designated Customs office.
Separately, the shipping line or its agent will need the original bill of lading, or confirmation of an express or telex release, before it issues a delivery order. Make sure originals are couriered in good time so the cargo isn’t ready before the paperwork is.
Keeping records
PNG Customs requires importers to keep all import-related records, including invoices, contracts, payment records and emails, for five years from the date of import. Customs can request them during an audit, so store them where they can be found quickly.
Common document mistakes
- Descriptions, quantities or weights that differ between the invoice, packing list and bill of lading.
- Vague descriptions that make classification impossible.
- Missing or expired permits, or permits issued in a different name from the importer.
- Original bills of lading arriving after the vessel.
- Invoices that leave out freight or insurance on CIF terms, or show a value that doesn’t match payment records.
Frequently asked questions
Can I clear goods with a pro forma invoice?
You should provide a final commercial invoice. A pro forma or quotation may not reflect the price actually paid, which can lead to valuation queries and delays.
Do I need a certificate of origin for PNG?
Only in some cases, such as when claiming a preferential duty rate, or when your buyer, bank or letter of credit requires one. Your broker can confirm whether it’s needed.
What happens if my documents don’t match?
Customs may query the entry, hold the cargo or select it for inspection until the differences are explained or corrected.
How long do I need to keep import records?
Five years from the date of import. PNG Customs can request them during an audit.
More on customs and import requirements
Sources
Philip Thomas
Philip is the lead author and editor at Phantom8. He writes practical guides to shipping freight into Papua New Guinea, with a focus on choosing the right port, clearing customs and planning the inland leg.
General information only. This guide is general in nature and isn’t legal, customs or logistics advice for your specific shipment. Port operations, road conditions, schedules and charges change, so confirm the details with your freight forwarder, transport operator or the relevant authority before you ship.