Export Documentation
Also known as: Export Papers, Export Paperwork, Shipping Documents
Definition
Export documentation is the collection of paperwork required to legally ship goods from one country to another. Proper documentation ensures smooth customs clearance, compliance with trade regulations, and payment processing.
Essential Export Documents
Commercial Invoice
- Describes goods being shipped
- States value for customs
- Required for all commercial shipments
- Includes buyer, seller, terms of sale
Packing List
- Itemizes package contents
- Shows quantities and weights
- Describes packaging
- Aids customs inspection
Bill of Lading (Ocean) / Airway Bill (Air)
- Contract with carrier
- Receipt of goods
- Title document (B/L)
- Required for shipping
Certificate of Origin
- Declares country of manufacture
- Required for trade agreement benefits
- May need chamber certification
- Specific format requirements
Additional Documents (When Required)
| Document | When Needed |
|---|---|
| Export license | Controlled goods, certain destinations |
| EEI/AES filing | US exports over $2,500 |
| Shipper’s Letter of Instruction | Freight forwarding |
| Insurance certificate | When buyer requires proof |
| Inspection certificate | Some products/destinations |
| Phytosanitary certificate | Plants, agricultural products |
| Dangerous goods declaration | Hazmat shipments |
| Textile visa | Apparel to certain countries |
US Export Requirements
Electronic Export Information (EEI):
- Required for most exports over $2,500
- Filed via AES (Automated Export System)
- Must file before export
- Some exemptions apply
EEI exemptions:
- Shipments under $2,500 (most destinations)
- Canada (most items)
- Certain commodities
Export licenses:
- Dual-use items (technology, chemicals)
- Certain destinations (embargoed countries)
- Military items
- Check Bureau of Industry and Security (BIS)
Creating Proper Documentation
Commercial Invoice Requirements
- Complete buyer and seller information
- Detailed product descriptions
- HS codes
- Quantities and values
- Terms of sale (Incoterms)
- Country of origin
Common Documentation Errors
- Vague descriptions - “Parts” instead of “aluminum engine brackets”
- Missing HS codes - Causes classification delays
- Value discrepancies - Invoice doesn’t match order
- Incorrect country of origin - Affects duty rates
- Missing signatures - Some documents need wet signatures
- Wrong Incoterms - Creates liability confusion
Document Retention
US requirements:
- Keep export records 5 years
- May be audited by BIS or Census
- Electronic storage acceptable
- Must be accessible on request
Digital Documentation
Benefits:
- Faster processing
- Fewer errors
- Easy retrieval
- Better compliance
Electronic options:
- Digital invoices (PDF)
- AES Direct filing
- Carrier document upload
- Trade compliance software
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