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Exporting goods from China to Spain involves more than just shipping logistics — it requires a deep understanding of documentation, compliance, and customs regulations. Proper export documentation from China to Spain ensures your shipments clear customs efficiently, avoid costly delays, and meet all EU import standards. This comprehensive guide will walk you through every document required, the export process, and how to stay compliant while keeping your supply chain efficient.
Why Is Export Documentation Important for China–Spain Trade?
Proper export documentation ensures that your goods comply with both Chinese export laws and EU import standards. Without accurate paperwork, customs clearance in Spain can be delayed or denied, resulting in penalties or storage costs.
In addition, well-prepared documentation allows freight forwarders and customs brokers to streamline your shipment, reduce inspection risks, and ensure faster delivery to Spanish destinations like Valencia, Barcelona, or Madrid.
What Are the Required Export Documents from China to Spain?
The following documents are mandatory for most export shipments from China to Spain:
| Document Name | Description | Issued By | Purpose |
|---|---|---|---|
| Commercial Invoice | Details the buyer, seller, and product value | Exporter | Used for customs valuation and duty calculation |
| Packing List | Lists product weight, dimensions, and packaging details | Exporter | Helps customs verify shipment contents |
| Bill of Lading / Air Waybill | Transport contract and proof of shipment | Carrier | Confirms cargo ownership and transport details |
| Certificate of Origin (CO) | Confirms country of production | Chamber of Commerce | Determines import duty rates under trade agreements |
| Export License (if required) | Authorizes export of controlled goods | Chinese authority | Mandatory for restricted products (e.g., electronics, chemicals) |
| Insurance Certificate | Proof of cargo insurance | Insurer | Protects against loss or damage during transit |
| EUR.1 or REX Certificate | Used under preferential trade agreements | Exporter | Enables reduced tariffs for qualifying goods |
| Proforma Invoice | Quotation before final sale | Exporter | Used for financing or pre-shipment approval |
Each of these plays a crucial role in customs approval and logistics tracking.
How Does the Export Process from China to Spain Work?
The export process involves multiple stages that require precise coordination between the exporter, freight forwarder, and customs authorities.
- Quotation & Contract: The exporter provides a detailed proforma invoice and confirms payment terms.
- Preparation of Documents: The exporter or freight forwarder prepares the full set of export documentation.
- Booking Freight: Choose between sea, air, or rail freight depending on cargo type and urgency.
- Customs Declaration in China: Submit documents to Chinese customs for export clearance.
- International Shipping: Cargo is transported to Spanish ports or airports.
- Import Clearance in Spain: The importer provides the same documentation to Spanish customs for final clearance.
- Delivery & Final Payment: Once cleared, goods are delivered to the consignee’s address or warehouse.
What Are the Main Transport Options for Shipping to Spain?
Selecting the right shipping method affects cost, transit time, and documentation requirements.
| Mode | Average Cost (USD) | Transit Time | Best For | Documents Required |
|---|---|---|---|---|
| Sea Freight (FCL/LCL) | $2,000–$3,800 | 30–40 days | Bulk cargo, machinery, furniture | B/L, CO, Packing List |
| Air Freight | $6–$10/kg | 5–8 days | High-value or urgent shipments | Air Waybill, Invoice |
| Rail Freight (via Eurasian Route) | $3,000–$4,000 | 18–22 days | Electronics, automotive parts | Rail Bill, CO |
Sea freight is the most common option for large-scale exports, while air freight suits high-value or time-sensitive goods.
How to Complete a Commercial Invoice for Spain Imports
Your commercial invoice must be accurate and consistent with your packing list and bill of lading. It should include:
- Seller and buyer details (name, address, and contact information)
- Invoice number and issue date
- Description of goods with HS code
- Quantity, unit price, and total value
- Currency used (preferably EUR or USD)
- Terms of delivery (Incoterms: FOB, CIF, DAP, etc.)
- Freight and insurance cost (if applicable)
Tip: Discrepancies between documents (for example, a mismatch between invoice and CO) can cause customs delays.
What Are Spain’s Import Compliance Requirements?
All products entering Spain must comply with EU customs standards, including:
- CE marking for electronics, machinery, and manufactured goods
- Phytosanitary certificates for agricultural products
- Material Safety Data Sheets (MSDS) for chemicals
- Eco-compliance (RoHS / REACH) for electronics and industrial goods
Therefore, confirming that your product meets EU regulations before shipping is essential.
How Top China Forwarder Simplifies Export Documentation
At Top China Forwarder, we help businesses streamline export procedures and ensure every document meets both Chinese and Spanish customs standards.
Our services include:
- Preparing export documentation (invoice, CO, B/L, and insurance)
- Coordinating with Chinese and Spanish customs agents
- Managing FCL, LCL, and air freight shipments with full tracking
- Ensuring CE and EU compliance for regulated goods
With our expert logistics team, exporters can focus on sales while we handle all paperwork and customs clearance.
How to Avoid Common Export Documentation Errors
Even minor errors in export paperwork can cause costly delays. Here are common mistakes to avoid:
- Incorrect HS codes or product descriptions
- Mismatched values between invoice and packing list
- Missing signature or seal on the certificate of origin
- Not updating exporter registration in China’s customs system
To prevent these issues, always double-check documentation before submission and use digital filing systems when possible.
What Are the Key Spanish Ports for Cargo from China?
Spain has several strategic ports for Chinese imports:
| Port | Location | Main Use | Annual Throughput |
|---|---|---|---|
| Valencia | East Coast | Containerized cargo | 5.6 million TEUs |
| Barcelona | Northeast Spain | Machinery, electronics | 3.5 million TEUs |
| Algeciras | South Spain | Transshipment hub | 4.3 million TEUs |
| Bilbao | North Spain | Industrial products | 0.7 million TEUs |
Choosing the right port depends on final delivery points and logistics costs.
How Long Does It Take to Ship Goods from China to Spain?
Transit time depends on the chosen freight method and port of entry:
- Sea Freight: 30–40 days from Shanghai or Shenzhen to Valencia or Barcelona.
- Rail Freight: 18–22 days via China-Europe rail corridors.
- Air Freight: 5–8 days to Madrid or Barcelona airports.
However, customs processing in both countries may extend total delivery time by 2–4 days.
Conclusion
Proper export documentation from China to Spain is vital for smooth customs clearance and compliant international trade. Whether you’re exporting electronics, machinery, or consumer goods, each document must be accurate, complete, and consistent. Working with a professional logistics provider like Top China Forwarder ensures your shipment remains compliant, cost-efficient, and on schedule.
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Frequently Asked Questions (FAQ)
What is the most important export document from China to Spain?
The commercial invoice is the most critical document for customs clearance.
Do I need a Certificate of Origin for every shipment?
Yes. It determines tariff eligibility and confirms product origin.
Can I export goods without an export license?
Only for non-restricted goods. Controlled products require a license.
How long does customs clearance take in Spain?
Usually 1–3 days if documents are correct and no inspection is required.
Are EUR.1 certificates mandatory for Spain?
They’re optional but allow reduced tariffs under trade agreements.