Export / Import Documents

Export Commercial Invoice

When it comes to shipping internationally, an Export Commercial Invoice is one of the most important documents. This document provides information for the customs authorities to identify the goods, which helps them determine duties and taxes. Completing the commercial invoice correctly will avoid shipping delays, holds by customs and ensure compliance with legal requirements. Your Export Commercial Invoice should include the following information:

• The full name, address and contact details of the seller, buyer and the full delivery address 
• Number and date of issue of the Commercial Export Invoice
• The harmonised system (HS) Tariff Code / Commodity Code
• A simple description of the products in accordance with the Customs description within the tariff
• A declaration of the country of origin of the goods
• Number and date of issue of the proforma invoice, purchase order or sales contract 
• The price, method of payment, currency and any discounts or additional charges
• The quantity, weight and type of packages, gross and net weight of goods and number
• The Incoterms 2020 stating the delivery point and payment
• The mode of transport and route
• The correct value of the goods 

Export Packing List

A packing list is a formal document that shows an itemised list of the goods within a shipment. The export packing list provides the exporter, the international freight forwarder, and the importer with information about the shipment, the packing details, and the marks and numbers stated on the outside of the boxes, cartons, cases, etc.

The information contained within the packing list should correspond with the Export Commercial Invoice.

Transport Insurance / Insurance Certificate

This document indicates the type and amount of insurance coverage in place for the shipment. The insurance covers the goods while in transit against loss or damage arising from risks associated with shipping by sea, air, land and inland waterways. The agreed Incoterms will enable agreement on who should arrange insurance cover for the goods whilst in transit.

Shipper’s Letter of Instruction

The shipper’s letter of instruction is a document in which the shipper stipulates the shipping requirements to the freight forwarder. The document states who should receive the shipping documents, who to contact for queries, who to contact for proof of export, and who issued the shipping documentation that supports the consignment of goods to the overseas customer. The shipper’s letter of instruction can also be used as the shipper’s export declaration, which is supplied to the freight forwarder to authorise them to issue transportation documents on the exporter’s behalf.

The shipper’s letter of instruction should help to avoid any miscommunication between the exporter and the freight forwarder.

Certificate of Origin

A certificate of origin confirms the origin of the goods being exported. It is often required when the country of origin needs to be known for import duty preference, import quotas, boycotts or when anti-dumping measures are in place.

GSP Form A

A Generalized System of Preferences Form A (certificate of origin) is required when a preferential duty rate is applicable.

Certificate of Manufacturer

This document certifies that the goods being supplied have been produced by the stated manufacturer, are ready for shipment and satisfy the general product requirements.

Inspection Certificate

This document certifies that specified products are in good condition and that the shipment contains the correct quantity.

Export and Import Licenses

Export and Import licenses are not always required, unless specific products are subject to surveillance, quantitative restrictions or safeguard measures. Many countries maintain their own list of goods subject to export and import licensing. The terms of licensing vary depending on the type of goods and on the regulations concerned.