What import/export documents do you need to know and why?

Commercial invoice Packing list Bill of lading Certificate of origin Health certificate Air waybill The other docs depending on the nature, value, and destination of the goods, you may need additional documents for your import/export operations.

My advice for a commercial invoice is to ensure multilingual support if exporting to a non-English-speaking country. Why?Customs Clearance: Customs Officials may not be fluent in English. Translations facilitate faster, more accurate processing.Reducing Errors: Minimizes misunderstandings and errors in interpreting shipment details.Improving Customer Relations: Demonstrates cultural sensitivity and professionalism, fostering better relationships. Compliance: Some countries require documents in their official language(s). For Example:If exporting to Panama, include: Description of Goods: English: "Industrial CNC Milling Machine" Spanish: "Máquina de fresado CNC industrial"

Understanding import/export documents is crucial for seamless international trade. Key documents include the commercial invoice, packing list, bill of lading, and certificate of origin. These documents ensure compliance with customs regulations, facilitate smooth clearance processes, and provide necessary information for shipping and payment. Familiarity with these documents is essential for efficient and compliant global trade operations.

A commercial invoice is used as proof of sale between and overseas supplier and an importer, but it is also the basis for the customs declaration in the country of importation. The invoice should contain all the data required for the customs broker to prepare and submit an accurate declaration to customs authorities. Even in cases where goods are shipped free of charge, a proforma invoice is required. While it doesn't prove there was a sale, it does show the there was a transfer of goods from a foreign exporter and the importer in another country. A proforma invoice should include the same data as a commercial invoice, including a true and accurate value for the goods. Assigning a zero or arbitrarily low value is not acceptable.

A crucial piece of advice for the packing list is to ensure it is detailed and precise. Key Points: Complete Description: Include a thorough description of each item, specifying quantities, weights, and dimensions.HS Codes: List the Harmonized System (HS) codes for all items to facilitate customs classification.Itemized List: Break down the contents of each package or container, including serial numbers or batch numbers if applicable.Marks and Numbers: Clearly indicate any shipping marks and numbers to match packages with your shipment.Net and Gross Weight: Specify both net and gross weight for each package. Volume: Include the volume of each package, especially for bulky items.

Customs authorities in the importing country require an air waybill (or bill of lading if the mode of transport was other than air) to prove the goods left the country of export and were transported to and arrived in the country of import. This is important to show the importer has standing to make a customs entry. Conversely, it also the goods left the country of export and where they went so that authorities can verify the applicable export requirements have been met.

There are two types of certificates of origin, for preferential and non-preferential treatment. It’s important to make the distinction between the two.

Depending on the government agencies that regulate the imported goods, other certificates and permits could be required to import the goods. For example, drugs and medical devices are regulated by country health authorities and may require proof of approval to market the drug or device in the country of import or to use the drug in a clinical trial in the country or that they can be used for some other purpose allowed by law. Additionally, drugs and food may be subject to agricultural authority requirements and need a permit showing those requirements have been met before the goods can be let into the country.

As some mentioned, besides the documents themselves, the accuracy and completeness are key. And beyond that there’s another step, the brokers may accidentally make mistakes, so a post shipment verification or audit is important. Some go beyond and set up EDI with the brokers to avoid manual entry.

For duty drawback, see 19 CFR 190.26. Records need to be retained for three years past the date of liquidation of the drawback claim. This could mean a record retention period of 10+ years if claiming on shipments from five years ago. The general rule of thumb is to keep the purchase order, 7501, commercial invoice, packing list, inventory receipt/withdrawal, sales order, bill of lading, commercial export invoice, and packing list for each shipment.