When shipping goods internationally or preparing orders for transport, there is a surprising amount of documentation to include for export custom clearance. Not only are there multiple people handling the physical paperwork at each stage along the way, there are also many regulations to mind if you want your product to pass muster. Don’t get overwhelmed by all of this. We can review what you need for import/export certificates and logistics document management.

Export License / Import License

We wanted to get this one out of the way first. Not everyone exporting or importing needs a license to do so. This will depend on the country you’re sending to or from and select classifications of goods. If your goods are regulated by additional federal agencies, you may be required to have a license, but the US’s Customs and Border Protection does not.

Pro Forma Invoice

This is the quote for the shipment to the buyer. So, it will have information about both parties, the costs and description of the goods, terms, and delivery information. This needs to be included with the shipment but is also something both buyer and seller should have a copy of for their own records and to reference when discussing the in-progress delivery.

Commercial Invoice

Like the Pro Forma Invoice, your controller or accounting arm should be familiar with this already, and a digital file may be generated by your ERP system. The commercial invoice will include information about your company – the seller – as well as a breakdown of the goods in the transaction and shipment. The import government may also require

Packing List

This is a breakdown of what packages you have, what is in those packages, and even what types of packages you’re using to make inspection and identification easier. Freight Forwarders may also use this to create a bill of lading, which leads us to our next item.

Bill of Lading

The Inland Bill of Lading, Ocean Bill of Lading, or Air Waybill is an agreement between the exporter and shipper showing that the goods have been picked up. These documents include information about the shipment, and in some instances can be used to track your shipment while it’s making the long journey over air, land, or sea.

Certificate of Origin, Country of Origin Certificate, and Certificate of Conformity

This document is usually acquired through your chamber of commerce. Not all goods or all importers will require this: it is used by customs agencies to make sure that your shipment isn’t violating tariffs or trade agreements. In some cases, acquiring a Free Trade Agreement certificate of origin can actually help you to reduce duty rates. As chambers of commerce turned to digital signature certificates online during the pandemic, this type of paperwork is increasingly available electronically, so you will need a way to store, share, and manage these digital files.

The exporter will need to complete a country of origin certificate to establish the country your product is coming from, similar to the certificate of origin. The certificate of conformity isn’t required by every country. This lists the exporting nation’s standards for the product being exported and is used by the exporter to confirm that the product meets said standards.

Importing documents and exporting documents

No need to reinvent the wheel – some documents for export will also be used for import. Others are specific to the importing process and may need to be researched and sourced based on the country to which you’re sending your shipment. These include a customs bond, letter of credit, and a bill of entry. We won’t go over all of those today.

Hybrid printed and digital documents for seamless shipping

Import/Export processes are becoming increasingly dominated by email communication, online forms submission, scanned documents, and digital devices in the field. If you are just starting to ship internationally and are already overwhelmed by the deluge of different forms and duplicate documents.

While some paperwork will have to be printed for years to come, digital backups can prevent delays from file loss, and forms shared via email can speed along slow processes. The more you know about Import/Export document management, the more prepared you’ll be as your business grows.