Export Documents

Tutor: Blanca Cecilia Pava Castillo

María Camila Triana Falla 080354602018

University Of Tolima
Distance Education Institute
Financial Administration
2022
What are the necessary documents and required by law in the export processes?

In the export process, the most relevant stage is the documents required and their specifications
in order to carry out the appropriate and timely customs procedures and management.

Commercial Invoice:

The first step of the documentation is to ensure that the commercial invoice issued to the
customer, either in English or Spanish, meets all the requirements determined by law, it must
include:

 Invoicing sequential.

 Period.

 Value of the negotiation and currency in which it is negotiated.

 Quantities of product object of the negotiation.

 Tariff subheading.

 Description of the products.

 Incoterm or negotiation term being used.

 Form of payment of the negotiation.

 Complete information of who is acting as exporter and the importer or buyer.

Packing List
Although it is not a mandatory document, it is recommended to attach it because it allows the
identification and handling of the merchandise in compliance with customs procedures or
inspections carried out on the cargo, both at origin and destination. The list must indicate the
following information:

 Place and date of shipment.

 Order number.

 Indication of the invoice to which it corresponds.

 Date, name and company name of seller and buyer.

 Quantity, precise denomination and type of packing of the goods, with identification of
marks.

 Numbering of the type of packing and the content of each one of them.

 Gross and net weight.

 Volume of the cargo.

Approvals

There are free export products and other goods that do require the registration or approval of
some special authorities in the national territory. This requirement depends on the characteristics
of the product to be exported and the respective procedures are carried out through the Foreign
Trade Single Window (VUCE).

Letter of responsibility
This is a key document in the export process and its purpose is to accompany the goods during
their movement within the national territory. In this case, exporters certify before the Police, at
the Foreign Trade Single Window - VUCE, that the goods leaving the country do not carry any
type of contamination, weapons, explosives or even chemical precursors that are considered or
typified as narcotics or restrictive elements.
All goods exported from Colombia are subject to inspection by the authorities, who will
determine the method to be used from those available: physical inspections, with biosensors
(such as the use of trained dogs) or by means of scanners.

Certificate of Origin

Goods with a certificate of origin must comply with the condition of originating in Colombia
within the framework of the trade agreement that applies depending on the destination to which
they will be exported and have the Production Registry.
The National Production Registry is managed through the VUCE.
If the country to which you are going to export does not have a trade agreement with Colombia,
it is not necessary to issue this document.

Other documents required to export

There are other documents that may be part of your export process such as:
Technical data sheets: these serve to simplify the handling of the goods by the importer.
Product handling sheets: for sensitive goods that may be damaged if handled improperly.
Insurance: is not mandatory, unless the Incoterm negotiation term so indicates. In any case,
experts recommend insuring the goods in the export process to cover any eventual damage or
loss that may occur at any stage of the process, particularly during physical inspection or in
transportation from the production site to the port or place of shipment.

Make a comparative table between the different export documents and upload it to the platform.
 Export documents

Proforma invoice: the proforma invoice is
a provisional document issued by the
exporter for the purpose of providing the
buyer with complete information on the
elements that make up the transaction.
Commercial Invoice: this is the most
important commercial document in the
document flow of an export operation. It is
issued by the exporter, once the sales
transaction has been confirmed, so that the
buyer satisfies the amount of the products
and services supplied.

Customs Invoice: document issued by the Consular Invoice: specific document

seller and required by Customs in some issued by the exporter and endorsed by the
importing countries for statistical or consulate of the country of destination to
informational purposes, in particular, on the determine, at the time of clearance, the type
price structure and which, duly completed, of duty to be borne by the goods. Some
is sent together with the exported goods. countries accept the commercial invoice
endorsed by the consulate.

Certificate of origin: document certifying Health certificate: the health certificate is a

the country of origin of the goods. The certificate that certifies, after inspection by
customs authority of the country where the the competent authorities, that the products
goods are imported may require a certificate comply with the European standards
of origin. It is also often used to determine defined in the applicable laws on production
how much the importer will pay to bring in hygiene, microbiological standards for
the goods. foodstuffs and animal health status.
ATA Carnet: it is an international
document for Temporary Admission of
goods that is used so that the customs of a
country allows the entry and subsequent
exit of such goods from its territory.
CPD Carnet: the CPD Carnet is the
document used to export and import goods
temporarily but exclusively for Taiwan.

Technical data sheets: these serve to Product handling sheets: for sensitive
simplify the importer's handling of the goods that may be damaged if handled
goods. improperly.

Insurance policy: depending on the Bill of lading: document certifying that the
agreement between the parties, the exporter goods have been received by the carrier.
acquires an insurance policy for the goods
in favor of the customer.

Transport documents: within the Dúa: it is really a customs document, but a

documents for exporting must also take into very important one. It is a format specially
account the physical transport documents of designed by customs, to record the
the goods. information required for the entry or exit of
These documents are in themselves goods into or out of the country. The
contracts of carriage of goods between the number of formats varies by country.
parties (seller and buyer) and are often used
as an acknowledgement of receipt certifying
that the goods have arrived at the point of
entry in the country of destination.
Webgraphies

https://www.bancolombia.com/wps/portal/negocios/comercio-internacional/exportar/proceso-
aduanero/documentos-exportacion-colombia

https://www.shippingsolutions.com/download-certificate-of-origin-forms

https://logistics.public.lu/en/formalities-procedures/required-documents/health-certificate.html

https://exportou.com/documentos-de-exportacion-i-documentos-comerciales/#:~:text=Factura
%20aduanera,junto%20con%20la%20mercanc%C3%ADa%20exportada.