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20 Most important import and export documents

16 Documents Required For Export

Many individuals are engaged in import export business all around the world. When it comes to commencing an import export business, then everyone has to take care of various factors, such as - proper investments, logistic services, goods production, trusted buyers or suppliers, payment, methods, and much more. Along with all these things, the companies have to focus on the legal formalities as well.

In the case of the legal formalities, the interested ones have to provide the required documents. If you do not have all the required documents, then it becomes difficult for you to

Import and Export Documents

    List of Important Documents Needed for Exports Customs Clearance

  • 1. Purchase Order
  • 2. Packing List
  • 3. Commercial Invoice
  • 4. Shipping Bill
  • 5. Certificate of Origin
  • 6. Bill of Lading
  • 7. Letter of Credit
  • 8. Consular Invoice
  • 9. Import-Export License
  • 10. Bill of Exchange
  • 11. Insurance certificate
  • 12. Inspection certification
  • 13. Dock receipt and warehouse receipt
  • 14. Quality Certificate

    List of Important Documents Needed for Imports Customs Clearance

  • 1. Industrial License (for certain goods)
  • 2. Commercial Invoice
  • 3. Import-Export License
  • 4. Insurance certificate
  • 5. Bill of Entry
  • 6. Bill of Lading/Airway Bill
  • 7. GATT Declaration
  • 8. Letter of Credit
  • 9. Technical Writing-up or Literature (Required only for certain goods)
  • 10. Test Report (if any)

1. Quotation

When it comes to sell products in the international market, then everyone needs to set up a proper pitch for the buyers. It can help them in sharing complete information about the product, its features & qualities, price details, shipping information, and other details.

2. Purchase Order

Purchase order works as a base to the complete export transaction. Mainly, It is provided by the importer or buyer. The document contains some basic information about the transaction.

  • Type of product and services
  • Quality of product and services
  • Price of product and services

In simpler terms, you can say it shows the consent of buyers by which the sellers can understand what they really want.

3. Proforma Invoice

Proforma Invoices are used to document the intent of an exporter to sell a certain quantity of products or goods. This invoice is generated according to the terms and conditions that were agreed between the importer and exporter. It can be sent via email, fax, or telephone. which is issued before the completion of the sales transaction.

Like other documets, making Proforma Invoice is very easy with Free Proforma Invoice Generator Tool.

4. Packing List

The packing lists list the items that were included in the shipment and can be matched to the proforma invoice by any party involved in the transaction. This list is included with international shipping and is particularly useful for transport companies, as it identifies exactly what is being shipped. To minimize the possibility of incorrect cargo being exported internationally, individual customs packing labels are placed outside each container.

Generating a packing list could me a difficult job. There are lots of tools which wiil help you to generate Custome Packing List. But we have developed a tool Free Packing List Generator.

5. Commercial Invoice

Export trades require a commercial invoice. This document is required by customs as it contains details about the order. This information will be matched with the order by a customs representative who will decide whether or not to clear it for forwarding.

If you want to any tool to that can make it easy for you, consider trying our Free Commercial Invoice Generator Tool.

6. Shipping Bill

It is also known as the bill of export. When it comes to getting clearance from the customs for shipment, then it becomes an essential one. Shipping is mainly presented by the agent that contains several documents and certificates regarding all particles involved in the export transaction.

7. Certificate of Origin

Certificate of origin is a legal and essential document in international business. Mainly it is prepared by the company that manufactured the product. Certification preparation is not enough to complete things. After that, it should be certified or authorized by the chamber of commerce or an authoritative government entity. While companies are sending goods to another country, then during the complete journey, the dock of different countries may come in contact. Here, the certificate of origin becomes useful in providing details about the manufacture (who produce the goods) and country (where it from).

8. Bill of Lading

It is an important document for completing the export cycle. Generally, it is a specific contract that is signed between the goods’ owner (the exporter) and the carrier (transporter or freight forwarder). In this particular document, there are multiple things stated related to the shipment details, such as -

  • What kind of goods are shipped?
  • Where are the goods shipped from?
  • Where are the goods shipped?

At once, the shipment process starts and the transporter picks goods from the exporter’s place, then the bill of landing starts working like a receipt that is issued by the carrier. You can consider it as a contract or a piece of evidence that shows you avail of the carrier’s services.

Releted: What Is A Bill Of Lading And Types Of Bill Of Lading?

9. Letter of Credit

The letter of credit is an essential document from the payment point of view. Mainly, it is a payment method in international businesses. The letter of credit is issued by the importer’s bank on his or her behalf as the guarantee of payment. The exporters will get such a document as evidence of surety by which the seller can ask the respective bank for the payment according to the terms and conditions decided.

Releted: What Is A Letter Of Credit And Types Of Letter Of Credit?

10. Consular Invoice

All countries are having some consular representatives. For the shipment of goods to a country, you have to get your export and goods certified from the consular of that particular country. The authority person will issue a form as a certificate. This document is considered a consular invoice. It is useful in getting customs clearance. It is not required in every nation.

11. Export License

Anyone is not capable of sending goods outside the country from a business point of view. When it comes to dealing with companies from other countries, then you have to import-export goods. To get eligibility for this particular kind of transaction, you should have a license. The license indicates that you are authorized by the government for import-export.

12. Bill of Exchange

The bill of exchange is a specific document by with the importer is bound to make a payment of a fixed amount to the exporter. It is an important instrument or document in international trade.

13. Insurance certificate

In case something bad happens to the goods during the shipment, then the exporters have to bear the losses. The availability of insurance can help the exporters out here. With this particular certificate, you can easily prove that you have insurance coverage for the export of goods.

14. Inspection certification

These types of certified are representing that the condition of goods is completely perfect as per the quality standards mentioned in the contract. Mainly, these inspections are conducted in the case of some specific kind of products, such as - perishable merchandise, meat products, and industrial equipment.

15. Dock receipt and warehouse receipt

With the help of this particular receipt is provided to the exporter. The purpose of providing this particular receipt is to inform the company that the goods are delivered to the international carrier successfully without any kind of damage. A warehouse receipt is proof that shows the goods are well-kept.

16. Quality Certificate

Quality control is the most important document in the export business. All buyers want to get such a certificated with the goods. The availability of certificated shows that the goods are manufactured by maintaining proper product quality.

17. GATT Declaration

Every importer must file a GATT declaration when completing the customs clearance procedures for imports. It must be filed according to the General Agreement on Tariff and Trade.

18. Literature and Technical Writing

Technical write-ups are required only for certain goods. This document describes the features and usage of the product. It is used mainly for the better handling of goods. This allows authorities to understand the product better and the cost-added value.

19. Industrial License

For certain commodities, an industrial license might be required. An industrial license is required to prove that an importer has received any import duty benefits. A copy of an industrial license is required to import the goods.

20. Bill of Entry

A bill of Entry is a legal document that must be completed and signed by the importer/CHA/carrier. Once a bill has been filed, along with all other documents required, the relevant authorities will assess and examine the goods. After the process is complete, importers can file an ITC claim for goods.

Final Words

These are some major documents that you should have while importing - exporting the goods. In case you do not have complete knowledge about these documents, then you can consult things with an expert. A business expert can help you by explaining everything perfectly. For more international business related details, you can get help from our other articles. For New Articles Updates Join us on social media.

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