What Documents Need When Importing Custom Paper Cups From China?

If you’re importing custom paper cups from China for the first time, you’re probably wondering: “What paperwork do I actually need so my shipment doesn’t get stuck at customs?”

In my experience working with global HoReCa importers and food-service brands, missing or incorrect documentation is the No.1 reason beginners face delays, extra fees, and unexpected compliance risks. Knowing the required documents upfront helps you import smoothly—and protect your profit margins.

To import custom paper cups from China as a beginner, you need a Commercial Invoice, Packing List, Bill of Lading (or Airway Bill), Certificate of Origin, Customs Entry documents (EUDR), and—if shipped by sea—a 10+2 Importer Security Filing (ISF). Because paper cups are food-contact products, you should also obtain an FDA Food-Contact Compliance Declaration and, when applicable, lab testing reports for coatings or inks. The Purchase Order (PO) or Sales Contract must clearly define specifications, Incoterms, printing requirements, and pricing. U.S. Customs and Border Protection (CBP) requires accurate shipment descriptions, values, and origin documentation for clearance.
(Reference: U.S. CBP Import Guidelines & FDA 21 CFR Food-Contact Regulations)

A Certificate of Origin (COO) is required when the importing country’s customs needs proof that the goods were manufactured in China or when importers want to claim preferential duty rates under a Free Trade Agreement (FTA). The U.S. typically accepts a General COO, while ASEAN, Pakistan, Peru, Chile, Switzerland, New Zealand, Georgia, and other FTA partner countries require specific forms such as Form E, B, F, P, I, S, GE, MU, or NI. Always confirm with your customs broker which COO is required for your destination country.

Why Documentation Matters

When I work with global B2B buyers—import managers, CEOs, and procurement heads—their first question is always about compliance.

Custom paper cups look like simple products, but they touch complex areas: food safety, sustainability claims, customs valuation, and country-of-origin regulations.

Here’s why documentation is critical:

1. Food-Contact Regulations Are Getting Stricter

Paper cups are widely used across HoReCa, takeout, cafés, universities, hotels, and healthcare. Governments are tightening regulations around coatings, recyclability, and PFAS restrictions. Buyers must prove material safety with proper declarations and test reports.

2. Supply Chain Delays Are Increasing

Incorrect paperwork makes customs inspections longer.

Many of my U.S. and EU clients previously suffered port delays, stockouts, and rejected shipments—especially during peak seasons. That’s why they chose Get Bio Pak’s fully managed documentation service.

3. Custom Products Require Traceability

Custom-printed cups require detailed specification approval, accurate POs, and correct HS classification. Anything mismatched delays customs clearance.

The 10 Essential Documents You May Need

Below is the full list—explained clearly, with beginner-friendly guidance.

1. Commercial Invoice (Provided by Supplier)

The Commercial Invoice is the most important document for customs clearance. It must clearly describe:

• Product: “custom printed paper cups”
• Quantity (e.g., 50,000 pcs)
• Unit price + total value
• Incoterms (FOB, CIF, DDP, etc.)
• HS Code (e.g., 4819.20 for paper cups)
• Buyer and seller information

Common Beginner Mistakes

• Vague descriptions like “paper products”
• Wrong HS code provided by inexperienced suppliers
• Missing Incoterms (CBP requires them for valuation)

Correct vs. Incorrect Examples

Description	Acceptable?	Reason
“Custom printed 12 oz double-wall paper cups, 50,000 pcs, FSC paper, water-based coating”	✔	Accurate & compliant
“Drink cups”	✘	Too vague for customs

2. Packing List (Provided by Supplier)

This document describes how the goods are packed:

• Number of cartons
• Pieces per carton
• Gross & net weight
• Carton dimensions
• Pallet information

It helps your forwarder plan loading and helps CBP calculate duties or inspect shipments.

For heavy-duty items like double-wall, ripple-wall, or embossed cups—all part of Get Bio Pak’s product line—proper palletization prevents damage and reduces inspection risk.

3. Bill of Lading / Airway Bill (Provided by Freight Forwarder)

This is your transport document. It serves three functions:

1. Contract of carriage
2. Receipt of goods
3. Document to release cargo

Types

• Original Bill of Lading — physical release needed
• Telex Release — easier, digital release
• Airway Bill — for air shipments

Beginner Tip

Always double-check the consignee name. One letter wrong = your container stays at port and storage charges accumulate rapidly.

4. Certificate of Origin (COO)

A COO proves the goods came from China. Some countries require it; others accept it optionally.

Two Types of COOs

1. General COO (Non-Preferential)
   Used for the U.S., Middle East, and countries without FTAs.
2. Preferential COO (FTA)
   Grants lower duties—only valid when you import into these regions:

FTA Partner Country	Form Type	Purpose
ASEAN countries	Form E	Duty reduction
Pakistan / Peru	Form P	Preferential tariff
Chile	Form F	FTA benefits
Iceland	Form I	FTA benefits
Switzerland	Form S	FTA benefits
Georgia	Form GE	Duty reduction
Mauritius	Form MU	Preferential tariff
Nicaragua	Form NI	FTA benefits

If unsure, your customs broker will confirm the form required.

5. Customs Entry Documents (Filed by Customs Broker)

When importing into the U.S., your broker files:

• Entry Summary (CBP Form 7501)
• Customs Bond
• Declaration of value, HTS code, and country of origin

Your responsibility is to provide accurate data, especially invoice and packing list details.

6. Importer Security Filing (ISF 10+2)

Required for all sea freight shipments to the U.S.
Must be submitted at least 24 hours before loading at the Chinese port.

What YOU Must Provide

• Importer of Record Number
• Consignee
• Supplier name & address
• HTS code
• Container stuffing location

Penalties for Non-Compliance

• $5,000 per filing error
• Cargo hold & x-ray inspection
• Weeks of delay

This is why I always help my clients prepare ISF data early.

7. FDA Food-Contact Compliance Declaration

Paper cups are considered indirect food additives under U.S. FDA 21 CFR.
Your supplier must provide documentation proving the materials are safe.

Get Bio Pak routinely provides FDA compliance letters for our:

• Water-based coating paper cups
• PE-lined cups
• PLA compostable cups
• FSC-certified paper cups

Why this matters

CBP may request supporting documentation at any time. Retailers also require it for due diligence.

8. Lab Testing Report (Optional but Wise)

Testing is important if your product features:

• Special coatings
• High-temperature performance requirements
• Eco-friendly or compostable claims
• Recyclability labeling

Clients operating cafés, universities, and large restaurant chains value material traceability and environmental responsibility. Several of our case studies demonstrate this requirement.

9. Labeling & Packaging Compliance

Depending on your market, labels may need to include:

• Material identification
• Recyclable / compostable icons
• Country of origin (mandatory in the U.S.)
• Food-contact safe symbol

If you sell at retail or through distributors, you must ensure claims like “compostable” or “plastic-free” are substantiated.

10. Purchase Order (PO) / Sales Contract

This is the foundation of your import transaction. It must include:

• Cup type (single wall, double wall, ripple wall, embossed)
• Size (2.5 oz – 32 oz options)
• Paper GSM (150–350 gsm)
• Printing (up to 7 colors)
• Coating type (PE, PLA, water-based)
• Carton packing specs
• Delivery timeline
• Payment terms
• Incoterms

Sample PO Requirement Table

Specification	Must Include	Why It Matters
Product	Size, wall type, GSM	Ensures correct production
Printing	AI/PDF artwork, color count	Prevents brand errors
Coating	PE / PLA / water-based	Determines FDA compliance
Quantity	MOQ + overrun tolerance	Accurate cost calculation
Incoterms	FOB / CIF / DDP	Freight cost responsibility

Summary Table — Who Provides Which Document?

Document	Provided By	When Needed	Purpose
Commercial Invoice	Supplier	Before customs entry	Declares value
Packing List	Supplier	Before customs entry	Shipment details
Bill of Lading	Forwarder	After loading	Cargo release
ISF (10+2)	Customs Broker	24 hours before loading	U.S. security
Customs Bond	Broker	Before arrival	Required to import
COO	Supplier	Before cargo arrival	Origin verification
FDA Guarantee	Supplier	Keep on file	Food-contact safety

Common Beginner Mistakes I See (And How to Avoid Them)

Mistake 1: No ISF data prepared early

This causes CBP holds and expensive delays.

Mistake 2: Incorrect HS code provided by the supplier

Some factories guess the code. Wrong HS = penalties.

Mistake 3: Missing COO for Middle East shipments

Countries like UAE, Qatar, Saudi Arabia routinely request COO for clearance—Get Bio Pak handles these regularly.

Mistake 4: Not verifying FDA materials

Retailers often ask for proof before listing your product.

Mistake 5: Vague Purchase Orders

When POs lack details, production errors occur—wrong printing colors, incorrect carton sizes, or insufficient heat resistance. Your case studies illustrate how production and logistics failures create financial losses.

Do I Need FDA Documents to Import Paper Cups?

Yes. Paper cups are food-contact items, so the importer must ensure materials comply with FDA 21 CFR regulations. Your supplier should provide a Food-Contact Compliance Declaration and, when applicable, ink or coating test reports. While CBP may not request it on every shipment, you are legally responsible for ensuring compliance if selling to U.S. customers.

Is a COO Mandatory?

A COO is mandatory if your importing country requires proof of origin or when you plan to claim reduced duty under a Free Trade Agreement (FTA). The U.S. often accepts shipments without COO, but Middle Eastern, ASEAN, and FTA countries require General or preferential forms such as Form E, B, F, I, P, S, GE, MU, or NI.

Conclusion — Importing Paper Cups Is Simple When You Control Documentation

Importing custom paper cups from China doesn’t have to be overwhelming. Once you know the required documents, understand compliance rules, and work with a supplier who supports you at every step, the process becomes predictable and profitable. My clients across the U.S., Europe, Australia, and the Middle East trust Get Bio Pak because we manage production, quality control, and documentation with precision.

If you’re preparing your first import, I can provide:

• Sample POs
• FDA compliance letters
• COO templates
• Packing specifications
• End-to-end logistics guidance

Get Documentation Templates & a Free Consultation

If you’re a sourcing manager, importer, or café chain preparing your first custom paper cup shipment, I’ll help you avoid delays and prevent costly mistakes.

📩 Email: damon@getbiopak.com
🌐 Website: www.getbiopak.com

Tell me your cup sizes, materials, and printing needs—and I’ll prepare a complete documentation package along with a quotation.