What are the most common shipping documents you need to prepare for international shipping?

Usually following documents required for Export shipments . 1. Commercial Invoice 2. Packing list 3. Phytosanitary certificate / Fumigation 4. Certificate of Origin 5. Quality & Weight certificate 6. Health Certificate ( optional ) 7. Insurance certificate ( optional /CIF shipments) 8. GSP certification

A commercial invoice is the invoice most suited for international trade as it is the most comprehensive. It is used for the customs declaration when goods cross international boarders. It should state ‘Commercial Invoice’ and contain all the required information such as: *Invoice number *Date generated *Payment terms e.g. 30 or 60 days etc. *Name of seller & company address details *Name of buyer & company address details *Description of items purchased and part numbers *Total cost including any Tax payable *Incoterms When being used for international shipping ensure it also includes: *Country of Origin declaration *Harmonised Tariff / Commodity code information *Declarant Signature Be sure to include your company VAT and EORI details.

Here is the most doc required for Intl Shipping 1 Bill of Lading or AWB 2 International Trade doc : Commercial Invoice & Packing List etc 3 Certificate of Origin 4 Certificate of Composition or Analyst if Required 5 MSDS if its Dangerous goods

The documents required for exporting goods vary depending on the country of origin and destination, the type of product, and the nature of the transaction. Here are some of the standard documents that are required for international shipping: 1- Commercial Invoice 2- Packing List 3- Certificate Of Origin ( COO ) 4- Certificate Of Conformity ( COC ) - Issued By TUV / SGS / BV 5- Ocean Bill Of Lading ( OBL ) 6- Dangerous Goods Forms 7- Fumigation Certificate ( Optional ) 8- Insurance Cover / Certificate ( Optional ) 9- Import Quota Permit ( Restricted Items )

Commercial invoice Bill of lading or air way bill Certificate of origin Packing list Powers of attorney prior to importation. Permits in the case it’s required at county of destination. Example medical equipment, food products (FDA).

A packing list may often include information about the type of packaging used, such as pallets, crates, or cartons, providing details on the packaging materials or methods utilized to secure the goods during transit. Additionally, it might feature the Harmonized System (HS) code for each item, which is an international classification system used to define and categorize products for customs and tariffs purposes. Furthermore, some packing lists can contain references to any hazardous materials or dangerous goods being transported, along with the required safety precautions or compliance information, especially important for regulatory and safety purposes during transportation and handling.

When transporting household goods , in addition to the bill of lading, a packing list is required to determine the possible contents of hidden dangerous goods.

Clear distinction between Net Weight and Gross Weight makes things easier for Customs Clearance process. Including size of each package on P/L ensures suppliers can provide more suitable outer packaging, carrier service level & storage fees.

In addition to the standard Packing List details like weights, dimensions, packages quantity it's useful to show 1) the type of packing - wooden crate, cardboard box, etc., 2) storage class, 3) stackable or not and how many layers if stackable. This extra info can make the transportation more optimazed and safe.

The Packing List should match exactly with the physical shipment in terms of content and weight, & should align with the details declared on the Commercial Invoice. Here are the key components typically included in a Packing List: - Shipper and Consignee Information: Names and addresses. - Description of Goods: Detailed with any identification marks. - Quantity: Number of items for each description. - Weight and Volume: Gross and net weights, and total volume. - Package Type and Dimensions: Type (box, crate, etc.) and size. - Total Number of Packages: Overall count of packages shipped. - Package Marks: Identifiers on the package exteriors. The Packing List is essential for customs clearance and must accurately reflect the shipped goods.

The three main functions of a Bill of Lading: - Is a proof that a cargo has been loaded on board - It is valid as a document of ownership of the goods - Can be used as evidence of a contract in case of litigation

The Bill of Lading (B/L) is essential for the transfer of cargo ownership, customs clearance, and as proof of the contract of carriage. A B/L for international shipping typically includes: 1- Shipper's and Consignee's Details: Names and addresses. 2- Carrier's Details: Name and contact information. 3- Notify Party: Entity to be notified upon arrival. 4- Vessel and Voyage Number: Shipping vessel name and trip identifier. 5- Ports of Loading/Discharge: Origin and destination ports. 6- Description of Goods: Number of units, packaging type, weight/volume. 7- Marks and Numbers: Cargo identification marks. 8- Freight Details: Payment terms and charges. 9- B/L Number: Unique document identifier. 10- Date of Issue: When the B/L was created.

In Bill of Lading document, at times importers ask to add statements with other contents of BL that helps them to get permission from importer's local authorities including customs for clearance purpose and move or store stock present in container(s).

It is the most important documents for supplier and Customer which will ensure the smooth transfer of commodity from one to another

2 types of CoO. Preferential CoO or Non Preferential CoO. Customers should advise which CoO is needed and the purpose of having CoO either for duty concession or proof of origin.

This is the most important communication point between an importer & exporter that which type of origin document should be issued on behalf bilateral and free trade agreements. It directly effects the advantages of custom duties and minimizing Cogs.

The Certificate of Origin (CoO) traditionally confirms that the goods in a particular export shipment are wholly obtained, produced, manufactured, or processed in a specific country. A Certificate of Origin for international shipping generally includes: - Exporter Information: Name and address. - Importer Information: Name and address. - Description of Goods: Detailed product description. - HS Tariff Classification Numbers: Harmonized System Codes. - Origin Criterion: Basis for the origin claim. - Quantity: Amount of goods being shipped. - Exporter's Declaration: Statement attesting to the accuracy of the information. - Certification: Validation by a notary or chamber of commerce. CoO is essential for customs tariffs and compliance.

An Insurance Certificate for international shipping is a document that proves the consignment has been insured under an open policy and certifies that insurance has been taken out to cover the shipment of goods. It's a critical document, especially for shipping high-value items, and is often required for the settlement of claims with insurance companies in the event of loss or damage to the cargo. The Insurance Certificate should correspond to the value declared on the Commercial Invoice and often needs to be presented along with other shipping documents like the Bill of Lading during the customs clearance process. It is also used to demonstrate proof of insurance when a letter of credit is involved in the transaction.

Es importante recalcar que dependiendo el país de origen y de destino, el formato del certificado puede variar. Para ello es necesario consultar siempre con un especialista, así podremos subsanar errores y garantizar la validez del certificado y en consecuencia la obtención del beneficio arancelario.

Not everyone shipping and not everywhere and everything. Insurance not work in Ukraine, Syria, Kongo Libia ets. Example: Ukrainian insurance company not pay. International company not work everywhere

Depending much on commodity, product HS code. Some require Import and Export Licence or Permit. The country should be able to understand this requirement and when it needs to be applied to have smooth movement and clearance upon arrival at destination. Having less knowledge of permit requirements may incur additional cost, delay or additional management to handle. Different countries might have different procedures and may involve various authorities to deal with.

?? Harvest certificate. One of the most important docs in fresh produce export business and in majority of the cases this certificate is that Exporters' are missing when they face cargo claims. Be alert and have it every time you export fresh produce!

Shipments of Live Animals by air require the Shipper to present a signed document called "Shipper's Declaration for Live Animals.

Letter of Credit (LOC): An LOC is a document issued by a bank that guarantees payment to the seller upon presentation of certain documents, such as the commercial invoice and the BOL. It is commonly used in international trade to mitigate the risks associated with payment and delivery.

If an exporter does not check the requirements of the products for import purposes and such quality documents required at destination country, you may not allow to import those goods and have to return back. Some specific products need quality and test certificates and exporter should do; 1) Provide quality & certificate of conformity documents before export 2) If analysis required at destination, be sure that your product comply with all necessities Basic logic but needs a lot of preparation and awareness.

Apart from the above documents, some countries require attestation of documents from their respective embassies like I have seen in Syria, Yemen etc.

Consider obtaining Authorised Economic Operator status. Whilst this is not a document per se, it assists greatly. AEO status is an internationally recognised standard which demonstrates that your business’s role in the international supply chain is secure and has customs control procedures that meet Authorised Economic Operator standards and criteria. If you are registered as an AEO, you can benefit from the Mutual Recognition Agreements: - the European Union - Japan - the People’s Republic of China - the United States of America - Switzerland - New Zealand - Republic of Singapore Having the AEO status can mean faster processing, a certain level of trust and low risk associated to your business which may result in fewer checks.

In the future, blockchain coding for digital trade document approval is likely to involve smart contracts and consensus algorithms. Smart contracts automate and execute the terms of agreements, while consensus algorithms ensure trust and validation across the network. Implementations may include variations of existing blockchain types like Ethereum (using Solidity) or newer platforms tailored for specific business needs. Interoperability and scalability will be crucial considerations in meeting the growing demand for secure and efficient digital documentation in trade. Some of European and middle eastern countries are already approved block chain methods like cargo X in Egypt and Dubai trade in Dubai etc

You should consider that there are some products that cannot be exported/imported to some countries, even with complete documentations. Always explore regulations by country's customs website to have more information about them.

Accurate documentation is important. Small errors, such as unclear product descriptions, can lead to delays and legal issues. Consistency in shipping and billing details across documents like the Bill of Lading, packing list, invoice, and Shipper's Letter of Instruction is crucial. Any discrepancies can result in customs delays and financial disputes. Ensuring alignment in every document is essential for a smooth shipping process. Verifying details upfront prevents complications, maintaining efficiency in international shipping.