EXPORT DOCUMENTS

This part shows the documents that are commonly used in exporting, but specific requirements can
change by destination and product. It is divided in the following sections: common export-related
documents, certificates of origin, other certificates for shipments of specific goods, Export
licenses and Temporary shipment documents.      

COMMON EXPORT DOCUMENTS            

  Bill of Lading

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 non-negotiable, 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.

  Airway Bill

An Airway Bill is a document that works as an ocean bill of lading but applies only to airfreight. An air waybill is
always a straight air waybill and therefore non-negotiable.
  Commercial Invoice

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, number of copies,
language to be used, and other characteristics.

 Export Packing List

Considerably more detailed and informative than a standard domestic packing list, it lists seller,
buyer, shipper, invoice number, date of shipment, mode of transport, carrier, quantity, description,
the type of package (such as a box, crate, drum, or carton) the quantity of packages, total net and
gross weight (in kilograms), package marks, and dimensions. Both commercial stationers and freight
forwarders carry packing list forms. A packing list may serve as conforming document. It is not a
substitute for a commercial invoice.

 Electronic Export Information Form (Shippers Export Declaration)

The EEI is the most common of all export documents. Required for shipments above $2,500* and
for shipments of any value requiring an export license. SED has to be electronically filed via AES
Direct (free service from Census and Customs) online system.

*Note: EEI is required for shipments to Puerto Rico, the U.S. Virgin Islands and the former Pacific
Trust Territories even though they are not considered exports. Shipments to Canada do not
require an SED except in cases where an export license is required. (Shipments to third countries
passing through Canada do need an SED.)

 Certificate of Origin

The Certificate of Origin (CO) is required by some countries for all or only certain products. In
many cases, a statement of origin printed on company letterhead will be enough. The exporter
should verify whether a CO is required with the buyer and/or an experienced shipper/freight
forwarder or the Trade Information center.

Note: Some countries (i.e. Middle East) require that certificate of origin be notarized, certified by
local chamber of commerce and legalized by the commercial section of the consulate of the
destination country. 

For textile products, an importing country may require a certificate of origin issued by the
manufacturer. The number of required copies and language may vary from country to country.
Certificate of Origin for claiming benefits under Free Trade Agreements.

 Dangerous Goods Certificate

 Exports submitted for handling by air carriers and air freight forwarders
classified as dangerous goods need to be accompanied by the Shipper’s Declaration
for Dangerous Goods required by the International Air Transport Association
(IATA). The exporter is responsible for accuracy of the form and ensuring that
requirements related to packaging, marking, and other required information by
IATA have been met.For shipment of dangerous goods it is critical to identify
goods by proper name, comply with packaging and labeling requirements (they vary
depending upon type of product shipper and country shipped to).

 Inspection Certificate

The certificate may be issued by the manufacturer and must give a description of the product,
contents and percentage of each ingredient, chemical data, microbiological standards, storage
instructions, shelf life, and date of manufacture. If animal fats are used, the certificate must
state the type of fat used and that the product contains no pork, artificial pork flavor, or pork fat.
All foodstuffs are subject to analysis by Ministry of Health laboratories to establish their fitness
for use. 
  Insurance Certificate

Used to assure the consignee that insurance will cover the loss of or damage to the cargo during
transit. These can be obtained from your freight forwarder or publishing house. Note: an airway bill
can serve as an insurance certificate for a shipment by air. Some countries may require
certification or notification.

 Phytosanitary Certificate

All shipments of fresh fruits and vegetables, seeds, nuts, flour, rice, grains, lumber, plants, and
plant materials require a federal phytosanitary certificate. The certificate must verify that the
product is free from specified epidemics and/or agricultural diseases. Additional information and
forms are available from Animal and Plant Health Inspection Service (APHIS).

 Weight certificate 

Certificate of weight is a document issued by customs, certifying gross weight of the exported
goods.

 Export licenses

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. Examples of export license
certificates include those issued by the Department of Commerce’s Bureau of Industry and
Security (dual use articles), the State Department’s Directorate of Defense Trade Controls
(defense articles), the Nuclear Regulatory Commission (nuclear materials), and the US Drug
Enforcement Administration (controlled substances and precursor chemicals).

OTHER EXPORT RELATED DOCUMENTS

Issued by the carrier or the forwarder includes shipping instructions for air or ocean shipment
Import licenses are the responsibility of the importer and vary depending upon destination and
product. However, including a copy of an import license with the rest of your documentation may in
some cases help avoid problems with customs in the destination country. 

 Consular invoice

Required in some countries, it describes the shipment of goods and shows information such as the
consignor, consignee, and value of the shipment. If required, copies are available from the
destination country's Embassy or Consulate in the U.S Import License

1. Air waybill
2. Bill of lading
3. Commercial invoice
4. Certificate of origin
5. Insurance certificate
6. Packing list
7. Or
8. Other documents required to clear customs and take delivery of the goods

Commercial Documents

Document Functions Prepared by

Quotation An offer to sell goods and should Exporter

state clearly the price, details of
quality, quantity, trade terms, delivery
terms, and payment terms.

An agreement between the buyer

Sales Contract and the seller stipulating every Exporter and
details of the transaction. It is a Importer
legally binding document. It is
therefore advisable to seek legal
advice before signing the contract.
Document Functions Prepared by

Pro Forma Invoice An invoice provided by a supplier prior Exporter

to the shipment of merchandise,
informing the buyer of the kinds and
quantities of goods to be sent, their
value, and importation specifications
(weight, size and similar
Commercial Invoice characteristics).
Exporter
It is a formal demand note for payment
issued by the exporter to the importer
for goods sold under a sales contract.
It should give details of the goods sold,
payment terms and trade terms. It is
also used for the customs clearance of
goods and sometimes for foreign
exchange purpose by the importer.

Document Functions Prepared

by

Packing List A list with detailed packing Exporter

information of the goods
shipped.
Inspection Certificate A report issued by an
independent surveyor Inspection
Company
(inspection company) or or Exporter
the exporter on the
specifications of the
shipment, including quality,
quantity, and/or price, etc;
required by certain buyer
and countries.
Document Functions Prepared
by

Insurance Policy/ Certificate An insurance policy is an Insurer or

Product Testing Certificate
insurance document evidencing Insurance
insurance has been taken out on Agent or
the goods shipped, and it gives
Insurance
full details of the insurance
Broker
coverage. An insurance certificate
certifies that the shipment has
been insured under a given open
policy and is to cover loss of or Accredited
damage to the cargo while in Laboratori
transit.
es

A certificate to certify the products

are conformed to a certain
international/national technical
standard, such as product quality,
safety and specifications, etc.

Document Functions Prepared

by

Health Certificate Document issued by the competent Exporter /

country when agricultural or food Inspection
products are being exported, to certify Authority
that they comply with the relevant
legislation in the exporter's country and
were in good condition at time of
inspection, prior to shipment and fit for
Phytosanitary Certificate human consumption.
Frequently an international requirement Exporter/
that any consignment of plants or Authority
planting materials importing into a
country shall be accompanied by a
Phytosanitary Certificate issued by the
exporting country stating that the
consignment is found substantially free
from diseases and pests and conforms
with the current phytosanitary
regulations of the importing country.
Document Functions Prepared
by

Fumigation A pest control certificate issued to certify Exporter or

Certificate that the concerned products have been Inspection
undergone the quarantine and pre- Company
shipment fumigation by the approved
fumigation service providers. It is mainly
required by the US, Canada, Australia,
New Zealand and UK's customs on solid
wood packing material.
An international customs document used to Exporter/
ATA Carnet Authority
obtain a duty-free temporary admission for
goods such as exhibits for international
trade fairs, samples and professional
equipment, into the countries that are
signatories to the ATA Convention.

Document Functions Prepared

by

Consular Invoice A document required by some foreign Exporter

countries, showing shipment
information such as consignor,
consignee, and value description, etc.
Certified by a consular official of the
importing country stationed in the
foreign country, it is used by the
country's customs officials to verify the
value, quantity and nature of the
shipment.
 Transport Documents
Document Functions Prepared by

Dock Receipt D/R or Mate's A receipt to confirm the Shipping

Receipt receipt of cargo on Company
quay/warehouse pending
shipment. The dock receipt
is used as documentation to
Bill of Lading prepare a bill of lading. It
(B/L) has no legal role regarding
processing financial
settlement. Shipping
Company
An evidence of contract
between the shipper of the
goods and the carrier. The
customer usually needs the
original as proof of
ownership to take
possession of the goods.

Document Functions Prepared

by

Air Waybill (AWB) A kind of waybill used for the Airline

carriage of goods by air. This serves
as a receipt of goods for delivery
and states the condition of carriage
Packing List but is not a title document or
transferable/ negotiable instrument.
A list providing information needed for Shipper
transportation purpose, such as details
of invoice, buyer, consignee, country of
origin, vessel/flight date, port/airport of
loading, port/airport of discharge, place
of delivery, shipping marks / container
number, weight / volume of merchandise
and the fullest details of the goods,
including packing information.
 Financial Documents
Document Functions Prepared
by
Documentary Credit A bank instrument began (issuing Issuing
or opening bank), at the request of Bank
the buyer, evidencing the bank's upon an
undertaking to the seller to pay a applicatio
certain sum of money provided that n made
specific requirements set out in the by the
D/C are satisfied. Importer
Bill of Exchange (B/E) or
Draft
An unconditional written order,
in which the importer addressed Export
to and required by the exporter
to pay on demand or at a future
er
date a certain amount of money
to the order of a person or
bearer.

Types of Export Documents

Documents used in export trade are as follow

* Pro-Forma Invoice: - It is a quotation send by exporter to his buyer. This is issued by exporter to his
buyer giving details about the order. On the basis of pro forma invoice buyer open the letter of credit.

* Commercial Invoice: - this document shows the value of goods. There are three types of Commercial
invoice used in export trade.

1- (Custom Invoice): - When the Commercial invoice is prepared on the format prescribed by the
custom authorities of importer's country, it is called custom invoice, this invoices required in USA,
Canada and Australia.

2 - Consular Invoice: - When the Commercial invoice is duly verify (sign) by the Embassy/Consulate of
the importer country based in the country of exporter is called consular invoice. Embassy/Consulate
attested invoice become legalized/ consular invoice. This type of invoice is required in countries like
Mexico & Middle East countries.

3 - Legalized Invoice : - It is same as consular invoice. This term is use in country like Turkey, Liberia,
Taiwan, Latin American countries.
* Packing List : - This documents have all the information about the gross weight of goods, net weight
of goods, packing type, marks and no of boxes etc.

* Certificate of Inspection/ Quality control : - A document in which certification is made as to the good
condition of the merchandise immediately prior to shipment. The buyer usually designates the
inspecting organization, usually an independent inspection agency or govermen body. This is usually
performed by a third party and often obtained from independent testing organizations.

* Certificate of Insurance : - This is a proof that exporter covers the loss of or damage to the cargo
during transit.

* Mate Receipt: - It is a receipt issued by the shipping line at the time of loading the goods on the ship.
This receipt states the condition in which goods received by shipping line. This is used when goods are
sends by sea only.

* Transport Documents

1- Bill of lading: - This is a contract between the owner of the goods and shipping line. This is the proof
of shipment that you have sent the goods. Bill of lading is issued by shipping line against mate receipt.
It is issued in set of negotiable and non-negotiable copies. Bill of lading includes (a) Title of goods
receipt for the goods shipped & an admission to their apparent condition & quality at the time of
shipment.

2- Airway Bill : - Airway bill (AWB) refers to a receipt issued by an international courier company for
goods and it is evidence of the contract of carriage, but it is not a document of title to the goods.
Airway bill is non-negotiable.

3 - Combined Transport Documents : When goods are send by more then one source of transport. this
document is required.

4 - Track Receipt : When goods are send by track to another country, this recipt is issued by transport
company

5- Railway receipt : When goods are send by rail to another country, this recipt is required.

6 - Post office receipt : When goods are send by post office to another country, this recipt is issuesd by
post office.

* Certificate of origin : - Certificate of origin is a document that show the country in which the goods
are produced or manufacture. Certificate of origin is issued by chamber of commerce of exporter's
country. Some countries (i.e. Middle East) require that certificate of origin be notarized, certified by
local chamber of commerce and legalized by the commercial section of the consulate of the
destination country.

* GSP Certificate of origin : GSP (Generalised System of Preferences) program or the preferential tariff
treatment, a free or reduced duty is granted by developed countries to certain manufactured goods
from the least developed countries, in order to bolster their exports and economic growth. Most
imports eligible under the GSP program are free of duty. There are over 20 industrialized countries---
donor countries (country of destination)---which maintain GSP programs and over 100 least developed
countries---beneficiary countries (country of origin)---which are eligible under the GSP program.

* Bill Of exchange: - A written order for a certain sum of money, to be transferred on a certain date
from the person who owes the money or agrees to make the payment (the drawee) to the creditor to
whom the money is owed (the drawer of the draft).

* Letter to the bank for Collection/negotiation of documents

* ARE-1 with declaration

* Exchange Control Declaration form (SDF/GRI)(PP)(SOFTEX)

* Health Certificate For shipment of live animals and animal products (processed foodstuffs, poultry,
meat, fish seafood, dairy products, and eggs and egg products). Note: Some countries require that
health certificates be notarized or certified by a chamber and legalized by a consulate. Health
certificates are issued by the U.S. Department of Agriculture’s Animal and Plant Health Inspection
Service (APHIS).

* Marine Insurance : An isurance which will compensate the owner of goods transported overseas in
the event of loss which cannot be legally recovered from the carrier.