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Common Export Docs

Common Export Documents

The number and kind of documents the exporter must deal with varies depending on the destination of the shipment. Because each country has different import regulations, the exporter must be careful to provide all proper documentation. The following sources also provide information pertaining to foreign import restrictions:

 

·        www.export.gov/logistics/eg_main_018121.asp) .

·        The Trade Information Center (1-800-USA-TRADE).

·        Foreign government embassies and consulates in the United States.

 

Commercial invoice is a bill for the goods from the seller to the buyer. These invoices are often used by governments to determine the true value of goods when assessing customs duties. Governments that use the commercial invoice to control imports will often specify its form, content, and number of copies, language to be used, and other characteristics.

 

Consular invoice is a document that is required in some countries. It describes the shipment of goods and shows information such as the consignor, consignee, and value of the shipment. Certified by the consular official of the foreign country stationed here, it is used by the country's customs officials to verify the value, quantity, and nature of the shipment.

 

Certificate of origin is a document that is required in certain countries. It is a signed statement as to the origin of the export item. In many cases, a statement of origin printed on company letterhead will suffice (download generic certificate or see Sample with explanation). Special certificates are needed for countries with which the United States has special trade agreements, such as Mexico, Canada and Israel.

 

NAFTA certificate of origin is required for products traded among the NAFTA countries (Canada, the United States, and Mexico).

 

Inspection certification is a certificate for coverage against loss or damage to cargo. Some importers are required to insure goods being imported into their specific country.  

 

Dock receipt and a warehouse receipt are used to transfer accountability when the export item is moved by the domestic carrier to the port of embarkation and left with the ship line for export.

 

Bill of lading is a contract between the owner of the goods and the carrier (as with domestic shipments). For vessels, there are two types: a straight bill of lading which is nonnegotiable and a negotiable or shipper's order bill of lading. The latter can be bought, sold, or traded while the goods are in transit. The customer usually needs an original as proof of ownership to take possession of the goods.

 

A non-negotiable bill of lading, produced in conformance with the International Air Transport Association’s specifications, the International House Air Waybill serves as a contract between the exporter and the air carrier or his agent.

An export packing list is considerably more detailed and informative than a standard domestic packing list. It itemizes the material in each individual package and indicates the type of package, such as a box, crate, drum, or carton. It also shows the individual net, legal, tare, and gross weights and measurements for each package (in both U.S. and metric systems).

 

An export license is a government document that authorizes the export of specific goods in specific quantities to a particular destination. This document may be required for most or all exports to some countries or for other countries only under special circumstances.

 

Bank Draft/Transmittal Letter - Drafts are examples of the most seasoned instruments in international trade. The draft, a negotiable instrument, must contain all the following elements:

 

  • Signed by the drawer.

  • Payable on demand (Sight) or at a specific time (Time).

  • Contain an unconditional order to pay a certain sum of money.

  • Endorsed either to the drawer or to the drawer’s bank.

 

The transmittal/remittance letter contains the shipper’s complete and precise instructions on how the documents are to be handled and how payment is to be made.

 

IATA Dangerous Goods Declaration
The International Air Transport Association requires that a Shipper’s Declaration for Dangerous Goods be completed for each consignment of dangerous goods transported via air carrier. The shipper is responsible for the completion of the form.  The shipper must complete the red bordered form and provide two originals to the carrier.

 

IMO Dangerous Goods Declaration
The IMO Dangerous Goods Declaration is for dangerous goods transported via ocean carrier. There is no standardized form for handling of ocean hazardous material.

 

Inland Bill of Lading
The inland bill of lading provides the required information for the inland movement of goods by motor carrier (over the highway truck), by rail (on railroad), or by other combinations of these modes of transportation. The form itself is a contract of carriage between the shipper and the carrier.

The three purposes of the bill of lading used for the inland transportation of goods are:

  1. A receipt for the goods received in apparent good condition except as may be specifically noted on the B/L.

  2. A contract of carriage to move the goods, which have been duly marked, to the consignee and destination as indicated on the bill of lading.

  3. A title document for the goods. A bill of lading may be negotiable or non-negotiable, depending on the terms of sale.

 

Proforma Invoice
Proforma invoices are quotations prepared to resemble commercial invoices. Proforma invoice can also be used by the buyer to open a Letter of Credit. Additionally a proforma invoice ensures the details such as sales terms, product descriptions, incoterms and pricing are clear, to avoid any costly changes. All proforma invoices should be valid for a specific period.