Export documents are important in international business, enabling businesses to send goods to their clients worldwide. For goods to be cleared for export and import, customs and other government agencies require proper export documentation.
Several essential export documents need to be understood by the firms.
The commercial invoice is one of the most common and important export documents. Simply put, it is an invoice from an exporter to an international buyer that contains transaction information such as date, description of products, quantity, unit prices, total value, payment terms, etc. Commercial invoices- customs use them to verify shipment details, provide a basis for calculating duties and taxes, and determine whether export licenses are needed. Exporters must ensure that their commercial invoice meets the requirements of the country they are exporting to, as mistakes may lead to border delays and penalties.
The packing list shows what is in a shipment. Every commercial invoice should also have a comprehensive packing slip showing the total number of cartons, weight, dimensions, package identification numbers and content. The details of the cargos are verified both by the carrier and customs inspectors. Proper marking on export packaging, like handling instructions, the center of gravity, and stacking limits, among other precautions, should be done so that it does not get damaged while transported.
A bill of lading is an agreement between the shipper and the carrier that spells out transportation conditions and terms. It acts as a shipping receipt for the delivery of goods to the carrier, a document of title, and confirmation of contract carriage. Detailed information about the consignee/ notified party, ports of origin/destination, delivery conditions, transport particulars, description of cargo, etc., is included in the bill lading.
Exporters may also have additional certifications required by some importing countries related to product safety, origin labeling, etc. Most common certifications include a Certificate of Origin validating the products’ place of production, FDA certificates for food and drugs, textile declarations, health certificates for plants and animals, fumigation certificates, free sale certificates, etc., depending on product and purpose.
International shipping of dangerous goods is regulated in order to minimize risks associated with transportation of dangerous goods.A carrier must accurately classify and document dangerous goods using safety data sheets, labels, and declarations with technical names, numbers, packing groups, flash points, etc. These are the documents which have been prepared by dangerous goods professionals in order to ensure that there is compliance and proper handling of goods.
Today, Many customs authorities are going paperless and require e-copies for all the standard trade paperwork mentioned above, including customs invoices, packing lists, and certificates. Exporters can easily send digital customs invoices, packing lists, and certificates through an integrated single-window platform for cross-border trade that links customs with other relevant government agencies.
Summary
Firms can avoid customs delays resulting from good export papers, enjoy duty savings from trade agreements, and avail supply chain transparency to customers or even get into new international markets more quickly. If in doubt, exporters can also seek guidance on each country’s specific import and export documentation needs from an experienced freight forwarder or trade expert.
