Export Documentation Kingston

Understand Export Documentation

Why documentation?

• Describing cargo
• Reducing delayed shipments and delivery
• Customs clearance
• Indicating ownership of goods for collection or in the event of a dispute
• Obtaining payment

The type of documentation required often depends on the Incoterm (international code for delivery) used for the contract. A freight forwarder will usually assume responsibility for export documentation, although it is still a good idea to understand the different types and procedures.

Commercial documents

Commercial invoice - a bill for the goods, including product description, shipping marks, price, etc. The invoice must meet the requirements of customs authorities in the export market, as it used for making import duty assessments.

Pro forma invoice - used in advance of the commercial invoice, for instance, when an importer has to get an allocation of foreign exchange or an import licence.

Export Cargo Shipping Instruction (ECSI) - issued by the exporter to the forwarder or carrier, setting out the terms and conditions for the movement of goods and who is responsible.

Official documents

Single Administrative Document (SAD) - also known as the C88, it is required for exports, imports and goods transiting the EU.

Export licence - required for certain goods to be exported legally (eg drugs, chemicals, etc). It is the exporter's responsibility to ensure that a licence is obtained if necessary.

Certificate of origin (C/O) - a statement on the origin of the goods. It may be required in addition to the commercial invoice, and is available from Chambers of Commerce for goods of any origin.

Movement certificate - required where goods that qualify as EU originating goods are being exported from the EU to a country covered by EU trade agreements. These certificates ensure preferential tariff treatment.

Import licence - some countries may require import licences for certain or all goods. It is normally the customer's responsibility to comply with import procedures, but it makes sense for the exporter to confirm that they are doing so.

Inspection certificate - sometimes required by the importer's country to confirm that the shipped goods meet their specifications.

Transport documents

Export packing list - attached to the outside of the package to be shipped, this specifies the weight, volume and type of cargo.

Bill of lading - a contract between the owner of the goods and the carrier. It may describe the condition of the goods when transferred to the shipper, and it also serves as a document of title. There are two types:

• Straight - non-negotiable, delivery to the named person in the bill
• Shipper's order - negotiable, delivery to a designated person. It can be b...