What are the most common export documentation errors?

1 Wrong or missing information

One of the most common export documentation errors is providing wrong or missing information on the documents, such as the invoice, packing list, certificate of origin, or bill of lading. This can happen due to human error, miscommunication, or lack of knowledge of the specific requirements of the destination country or the product category. For example, some countries may require the exporter to specify the HS code, the net and gross weight, the country of origin, or the currency of the invoice. If any of these details are incorrect or omitted, the shipment may be held up at customs, subject to additional inspection, or returned to the sender. To avoid this error, exporters should always check the accuracy and completeness of their information, use reliable sources of data, and follow the guidelines and formats of the relevant authorities.

2 Inconsistent or conflicting information

Another common export documentation error is providing inconsistent or conflicting information on different documents, such as the invoice, packing list, certificate of origin, or bill of lading. This can happen due to typos, discrepancies, or changes in the shipment details that are not reflected on all the documents. For example, if the quantity, description, or value of the goods on the invoice does not match the packing list or the bill of lading, this can raise suspicion or confusion among the customs officials, who may question the validity or authenticity of the documents. To avoid this error, exporters should always ensure that their information is consistent and coherent across all the documents, and update or amend them if there are any changes or corrections.

3 Non-compliance with export regulations

Another common export documentation error is not complying with the export regulations of the origin country, the destination country, or any transit country that the shipment passes through. This can happen due to ignorance, negligence, or misinterpretation of the rules and regulations that apply to the specific product, market, or situation. For example, some products may require an export license, a special authorization, or a declaration of conformity from the exporter, depending on their nature, end-use, or destination. If the exporter fails to obtain or provide these documents, the shipment may be blocked, confiscated, or sanctioned by the authorities. To avoid this error, exporters should always research and understand the export regulations that affect their goods, and obtain and provide the necessary documents that prove their compliance.

4 Improper packaging or labeling

Another common export documentation error is not following the proper packaging or labeling standards or requirements for the shipment. This can happen due to carelessness, cost-cutting, or lack of awareness of the best practices or expectations of the destination country or the product category. For example, some countries may have specific rules or preferences for the size, shape, material, or markings of the packages or labels, such as the language, symbols, or barcodes. If the exporter does not comply with these standards or requirements, the shipment may be damaged, lost, or rejected by the customs or the buyer. To avoid this error, exporters should always ensure that their packaging and labeling are suitable and acceptable for the shipment, and follow the instructions and specifications of the relevant authorities or parties.

5 Missing or delayed documents

Another common export documentation error is not providing or sending the documents on time or in the correct manner to the customs, the buyer, or the freight forwarder. This can happen due to procrastination, mismanagement, or technical issues that affect the preparation, transmission, or delivery of the documents. For example, some countries may require the exporter to submit or present the documents electronically, physically, or both, within a certain timeframe or before the arrival of the shipment. If the exporter does not comply with these requirements, the shipment may be delayed, detained, or refused by the customs, the buyer, or the freight forwarder. To avoid this error, exporters should always plan and prepare their documents in advance, and send or deliver them promptly and securely to the relevant parties.

Export documentation is a vital and complex part of export operations that requires attention, accuracy, and compliance. By avoiding the most common export documentation errors, exporters can save time, money, and hassle, and ensure a smooth and successful export process.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?