What are the most common mistakes and pitfalls to avoid in export documentation?

In Tokyo as a young trainee, I once was sent several sample gallons of fire retardant paint for a house project in the Tokyo area. The only document I was provided with was a yellow copy of the packing list. At that time originals were always on white paper. Very seldom will a "copy", not an original, packing list alone "help" you clear Customs and Japanese Customs were not impressed. After some discussion, I was ready to abandon the shipment, but head office in Tokyo had a good customs broker who eventually had the shipment cleared. We never used the paint!

1) Incomplete Documentation: Failing to include all necessary documents (commercial invoice, packing list, bill of lading) can lead to customs delays. 2) Incorrect Information: Errors in product descriptions, quantities, or HS codes can result in customs penalties or delays. 3) Incorrect Incoterms: Not clearly defining Incoterms can lead to misunderstandings about responsibilities for shipping, insurance, and risk. 4) Improper Classification: Misclassifying goods can lead to incorrect tariffs and legal issues. 5) Insufficient Insurance Coverage: Not having adequate insurance can expose you to financial losses during transit. 6) Ignoring Export Licenses: Not obtaining export licenses or permits can lead to shipment seizures or fines.

Have found that changing HS codes at point of delivery if not communicated on time may lead to discrepancies in documentation that turn into delays. As a way to minimise risk of discrepancy at the project meeting the review of global SKU accuracy is something that should be on the agenda. Providing an updated SKU list complete with changes helps both despatch teams with accurate and up to date information and management with a means of control.

Me ha tocado ver operaciones de importación/exportación donde las operaciones están soportadas en hojas de Excel generando problemas como: -Errores de captura -Falta de bases de datos -Problemas de trazabilidad -Perdida de documentos Existen ERP's especializados en operaciones de importación/exportación que pueden soportar las bases de datos como el catálogo de partes, catálogo de BOM's, trazabilidad para los costos, capturar el maestro de pedimentos, generar la calificación para los certificados de origen, generación y control de los certificados de origen.

A wise cargo agent said, "inspect your consolidation manifest and make sure it agrees with the automated manifest system file that is going to U.S. Customs......before you transmit or hit send." This proofreading exercise and the follow-on corrective action makes the difference between happy and mad customers delayed or not and good relations with Customs..

on-compliance with regulations in international trade can lead to significant export-related problems. A critical first step is thoroughly understanding the destination country's regulations. Often, businesses mistakenly assume that compliance with one country's standards within a common market zone, such as the European Community or USMCA, automatically translates to compliance with all member countries. This misconception is common and problematic. Each country, even within a common market, may have unique requirements and standards for imported goods. Assuming uniformity can result in unexpected delays, fines, or even shipment rejections. It's essential to research and conform to each country's specific regulations to avoid these errors.

In the past, import regulations were mostly the responsibility of the importer, but many countries have recently introduced regulations which fall squarely on the shoulders of exporters, arising from local concerns about food safety, nutrition, health and the environment. The challenge for exporters is to identify and understand what regulations apply in each country, understand how to comply, and find effective and cost-effective local solutions.

From my experience, prospective or would-be exporters lack the knowledge of standards and prohibitions in the destination country. Also, another thing missing is the methodology or equipment to measure whether their goods meet up with global or destination country regulations. For instance, in local food production for export in African countries, how many exporters validate the conformance of their products to food security codes?

Make sure you get an export licence for your company with CRA before shipping your goods from Canada. Also an important part of exporting is incoterms, they are important so you know your liabilities an what part you pay for.