What Documents Are Required for Customs Clearance in Canada

If you ask people why their shipment is delayed, most of them eventually say some version of this:

• “They’re asking for documents I already sent.”
• “No one told me I needed that.”
• “I thought the carrier handled the paperwork.”
• “What documents do they actually want?”

The confusion usually isn’t about whether documents exist. It’s about which documents CBSA needs, why they need them, and what happens when they’re incomplete.

This post explains the documents required for customs clearance in Canada, based on the issues that repeatedly come up with our customers.

The One Document Every Shipment Needs

The Commercial Invoice

Almost every customs clearance issue starts here. CBSA uses the commercial invoice to understand:

• What the goods are
• What they’re worth
• Who’s involved
• How duties and taxes should be assessed
  
  

At a minimum, the invoice should clearly show:

• A detailed description of the goods
• Quantity and unit value
• Total value
• Currency
• Seller and buyer information
• Country of origin

What causes problems is not a missing invoice, but an invoice that exists but doesn’t clearly explain the shipment. Descriptions such as “goods,” “parts,” or “items” are common triggers for delays.

Why “I Sent an Invoice” Is Often Not Enough

A phrase we hear constantly is:

“The invoice was attached, so I don’t understand the issue.”

CBSA doesn’t just check whether an invoice is attached. They check whether it answers their questions.

Invoices cause delays when:

• The description is too vague
• The value doesn’t match the goods
• The buyer or importer is unclear
• The currency isn’t specified
• Information conflicts with other documents

When this happens, CBSA requests clarification before clearance can proceed.

Importer Information Is Required

CBSA needs to know who is responsible for the shipment in Canada. This is where many people are caught off guard.

The importer of record is responsible for:

• The accuracy of the declaration
• Responding to CBSA questions
• Paying duties and taxes

If importer details are missing, incorrect, or disputed, clearance pauses.

This is why some importers say:

“They’re asking me questions, but I didn’t think this was my responsibility.”

Supporting Documents CBSA May Require

Depending on the shipment, CBSA may also require additional documentation. These can include:

• Proof of origin
• Additional declarations
• Compliance-related paperwork
• Supporting value documentation

Not every shipment needs all of these. But when CBSA requires them, clearance does not proceed without them.

Many delays happen because these documents were not prepared before shipping.

Why CBSA Asks for More Documents After Submission

Another common question is:

“Why are they asking for more documents now?”

This usually happens because:

• Something in the original submission wasn’t clear
• The invoice raised questions
• The value or description didn’t align
• Other Government Departments (OGDs) / Partner Government Agencies (PGAs) need more information
• The shipment was selected for additional review

This doesn’t mean the shipment is in trouble. It means CBSA needs more information to finish clearance.

Documents vs Shipping Paperwork

One important misunderstanding is treating shipping paperwork and customs paperwork as the same thing.

Shipping documents are designed to facilitate the movement of a package. Customs documents are designed to explain it.

A shipment can move smoothly through a carrier’s system and still fail at customs if the documentation doesn’t meet CBSA requirements.

Can Missing Documents Be Fixed After Shipping?

Sometimes, yes. But fixing documents after a shipment has been sent:

• Takes time
• Often causes delays
• Can lead to reassessment of value or taxes
• Can increase the likelihood of CBSA scrutiny or inspection, because changes to paperwork after departure may be treated as a risk indicator and raise concerns about the accuracy of the original declaration 

This is why importers often say:

“I wish I had known this before it shipped.”

Preparing documents correctly upfront is always easier than fixing them later.

The Most Important Takeaway

CBSA doesn’t expect perfection, but they do expect clarity. Most customs delays related to documents happen because:

• The invoice didn’t clearly describe the goods
• The value wasn’t well supported
• Importer responsibility wasn’t clear
• Supporting documents weren’t ready

When documents clearly explain the shipment, clearance usually proceeds smoothly.

Clear documents are only part of the picture; costs still matter.

Use the BorderBuddy duty & tax calculator to see how duties and taxes are calculated for your shipment. BorderBuddy’s calculator also uses AI to help classify goods under the correct HS (Harmonized System) code, a key factor in determining the duty rate applied to an import.

What to Read Next

People who ask about documents usually ask these next:

• Why shipments get stuck at Canadian customs?
• Why does CBSA ask for more information after submission? (coming soon)
• Common paperwork mistakes that delay Canadian customs clearance (coming soon)
• Can customs paperwork be corrected after a shipment has been sent? (coming soon)

Still Need Help With Your Import?

If you still didn’t find what you were looking for, BorderBuddy is here to help.

• Call us at 1 (877) 409-8163
• Or email us anytime at service@borderbuddy.com

Our team can help you get clear answers and avoid delays at the border.

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