Export Documentation

Export Documentation

Great news, your company just won an order from that customer you have been working on for months or longer. Then you realize you have no idea what documentation is needed to get this shipment moving from the U.S. to the foreign country your company sold it to. Don’t fret, there is some basic documentation needed for any shipment exporting from the U.S. to an overseas entity and resources you can use to make sure you are not missing anything.

First thing you will want to do is check with the customer you are sending the shipment to and see what documents they will require to clear customs in their country. Once you have this information, be sure to contact your freight forwarder and double check with them as well that you have all of your bases covered. There is also a “rules” manual offered by IATA every year that lists every country and the documents they may require.  Since every shipment is different, this is intended as a guide; you will want to consult your customer and freight forwarder.

There are a few documents that you will need and some that can be required for every export shipment for U.S. Customs and customs in the foreign country you are exporting to.

Here is a list of those basic documents of Required & Can Be Required you will always want to have ready for each shipment:

• Commercial invoice *REQUIRED*- This will be the main document customs will use in the U.S. and the foreign country, and should include all pertinent details of the shipment. Main details you will want to include are shipper and consignee address, description, quantity and price of the product, the Incoterms (Incoterms Article) being used, and other details that will help customs clear your shipment. Check out Commercial Invoice

 

• Air Waybill or Bill of Lading *REQUIRED*- This will need to be created by the freight forwarder you will use, but be sure to get a copy to send to your customer and keep in your records. This will also be a key part of the clearance in the country you are exporting to. See Bill of Lading  and AWB examples.

 

• Shippers Letter of Instructions (SLI) or Shippers Export Declaration (SED) *CAN BE REQUIRED*

If you plan to file AES (Automated Export System) on your own behalf, this document will not be required by your freight forwarder. If you do not plan to file AES on your own, or don’t know what that is,  you will need to complete either an SLI or SED for your freight forwarder. They will use this information to make sure you have correctly filed AES with U.S. Customs and can legally export this shipment. See SLI. Here is Superior Freight’s SLI:

 

 

 

 

• Packing List *CAN BE REQUIRED*– This document will give more specific details about the size, weight and dimensions of what you are sending. You will want to have one attached to the box, pallet, etc. as this will always be helpful with customs as well. Here is an example of Packing List

 

• Certificate of Origin *CAN BE REQUIRED* – The certificate of origin will be required in certain countries around the world, most specifically the Middle East, and can be required for certain commodities like food products. This will give all the pertinent information of the commercial invoice and packing list, but also declare the country or countries of origin for the product. Usually will need to have a chamber of commerce seal and can require notarization depending on the country. Check out Certificate of Origin

This should give you a good start on making sure all the correct documents are in order when exporting via air, ocean, or truck from the U.S.

If Superior Freight Services, Inc. can assist with any of your questions or export needs, please contact me at tacord@supfrt.com / 952.854.5053 or visit us at www.supfrt.com