Custom Export Documents

Which types exist, and when do you need them?

If you intend to ship goods, the correct documents are essential. Whether it concerns import or export, each shipment requires proper documentation and cargo information to ensure it reaches its destination.

Based on these papers, customs will check whether goods can enter or leave the country and determine which taxes and duties apply.

How this is handled usually depends on the type of goods, country of origin, and destination. However, some standard documents are required for a successful shipment.

In this blog, you discover the shipping documents required for export.

Pro Forma Invoice or Purchase Order

The Pro Forma Invoice is similar to a Purchase Order, which is provided before the completion of the sales transaction, making it the first agreement between a buyer, seller/exporter, and importer.

Key because
The Prof Forma Invoice /Purchase Order is a contract between buyer and seller and specifies which and how many goods have been ordered and must be delivered. It also contains the costs and the conditions agreed upon by both parties.

Commercial Invoice or Customs Clearance

This document is the official proof of the sales transaction issued by the seller/sender of the goods. It contains all the details of the goods, such as description, price, quantity, packing costs, weight/volume, freight insurance, and terms of payment and shipment.

Key because
This document is mandatory for any export trade and a requirement for clearing goods. Customs uses the information in this document to match it with the cargo and decide whether to release it for shipment.

Export Packing List

This list includes detailed and specific information about the shipment, such as:

• type of cargo, 
• country of origin and destination, 
• security measures, 
• product and packaging details, 
• exporter, 
• buyer and consignee details, 
• voyage number, 
• departure date,  
• authorized signature.

This list is provided to the parties involved in the shipment to ensure that goods can be properly stored, handled, and shipped.

Key because
The export packing list ensures that all parties know exactly what is being shipped and can process and handle the goods correctly, minimizing risks.

Certificate of Origin / Country of Origen

With this certificate, an exporter declares and confirms that the goods to be shipped have been fully acquired, produced, and manufactured or processed in a specific country.

Key because
This certificate must be issued following the laws and regulations of the country of destination and is necessary to ensure that the goods are eligible for export.

Some countries do not ask for this document or have a free trade agreement, meaning that there are certain taxes and duties on goods. To guarantee this, this document is deciding.

Bill of Lading

The Bill of Lading (BoL) is the most crucial shipping document and is an official contract and legal export trade document between the shipper/owner of the goods and the freight forwarder.

This document contains everything the carrier needs to know to handle the goods correctly and to get them to the correct destination in the best possible way. This document confirms receipt of the goods before and after shipment, after which they can release the load. 

Key because
The detailed document ensures that the shipment is legally confirmed, verified, and sent and received by all parties. This can prevent asset theft and can be used to take legal action if what is on the BoL is incorrect.

Air waybill

This letter contains the details and information necessary to ship and track goods internationally by air. This is a non-negotiable agreement between the forwarder/shipper and the airline.

Key because
The airline needs to have details of the shipment/goods, making this an important document.

Letter of Credit / Bill of Exchange

This document guarantees the payment of the goods and is issued by a creditworthy bank. The bank will pay the remaining amount if the buyer cannot.

Key because
It provides security and assurance for transactions within the complex world of international sales, goods export, and related regulations.

Export License / Certificate Free Sale

This license or certificate is required for export to officially demonstrate that goods have been approved by the authorities of the country of origin and can be legally marketed/ distributed.
Some countries require this document, while other countries require this document under certain conditions.

Key because
Some countries require this document as a condition for the export of certain products. 

Insurance Certificate

The word insurance certificate says it all; this allows an exporter to show that the goods are insured for loss and liability.

Key because
The shipment of goods entails risks. With this document, an exporter can cover himself against possible financial loss.

Warehouse Receipt

This document contains all vital information about goods and is closely related to the consignment note. However, this agreement covers storage rather than transportation and can be used to prove that goods have been received.

Key because
It serves as proof of the quality and quantity of the goods and their receipt in a particular facility such as a warehouse.

Health Certificates / Dangerous goods forms

This document is only necessary if the goods to be shipped are considered dangerous, such as medical treatment products, gases, acids/acid solutions, batteries, flammable liquids, etc.

Key because
It certifies that the goods are adequately packed, labeled, and documented in the proper condition for shipment.

ARE YOU LOOKING FOR SUPPORT WITH THE RIGHT DOCUMENTATION FOR SUCCESSFUL EXPORT?

Cargo Shipping International is a specialized and experienced cargo freight forwarding company that offers personal customization and support for worldwide shipments. We take conventional cargo shipping to the next level by providing our clients with complete backing—from customs documentation to clearance, commercial invoicing, and export licenses—we assist our clients throughout the process.

Contact us now for a personalized quote

SUMMARY
Bill of Lading, export license, packing list – all documentation you need when you intend to ship goods. Whether it concerns import or export, each shipment requires proper documentation and cargo information to ensure it reaches its destination.

Based on these papers, customs will check whether goods can enter or leave the country and determine which taxes and duties apply. How this is handled usually depends on the type of goods, country of origin, and destination. However, some standard documents are required for successful shipment, which we inform you about in our blog.