Documents Required for Exporting the Goods, Feb. 2021

Documents Required for Exporting the Goods

  1. Proforma Invoice

It is the beginning document of trade. It is the offer called “proforma” and final one is called original Invoice.

It is the offer seller send to the buyer including the product descriptions, quantity, price, payment method and delivery method. The Proforma invoice does not have any financial obligation.

2. Commercial Invoice

Commercial invoice is a document of accounts department mostly given by seller to buyers in which information such as party names quantity unit sale price method of delivery and total invoice price of the good sold declared in the commercial invoice.

The commercial invoice is prepared by the exporters in favor of the Importer’s it is the first document which is prepared for export the goods, the commercial invoice usually issued two copies, one for customs, second for importer’s accounts department. Commercial invoice language depends on the agreement between two parties and it also include company’s stamp and sign. Exporters issue a commercial invoice sometime invoice is approved by the Chamber of Commerce it depends on the request of the Importer country.

Following information mentioned on commercial involves:

  • Invoices include the name and address of the seller (exporter) & buyer (importer)
  • Invoice number and date
  • Product description
  • Product quantity, unit price and total price with currency
  • Payment terms and conditions
  • Incoterms (FOB, CIF etc.)
  • Importer and exporter custom tariff (H.S code)
  • Place of delivery
  • Company stamp & signature

3. Freight Invoice

Freight invoice is the expression of the cost of transportation of the goods in Sea and inland transportation. In sales with CF or CIF delivery methods, the freight is paid by the sellers. I can show sales invoice for the goods the freight amount  as included in the cost of the goods or separately this invoice is called for a freight invoice.

If the letter of credit includes the cost of the freight together with the cost of the goods, the freight paid records it must be presented on the bill of lading and other shipping documents however if it is not specified the seller must take a freight invoice from the carrier company and give it to the Importer company or include the freight invoice among the collection documents.

4. Certificate of Origin

It is the document showing the place production of the goods subject to export some countries may require their certificate of origin to be certified by their local customs department. Certificate of origin used in determining and documenting the origin is not one of the mandatory documents it is prepared in accordance with the request of the Importer.

 It is prepared by the exporter and his representative in the country and must be approved by Affiliated chamber.

It is used in determining customs taxes the certificate of origin are submitted to the customs administration as an annex to the custom declarations.

5. Certificate of Analysis

If the importer or public institution consider it necessary to see the result of the sample of product by independent institution, they need certificate of analysis. Most of the pharmaceutical industries or any health-related organization required certificate of analysis.

6. Insurance Documents

The documents issued by the insurance company or insurance brokers and given to the person who made the insurance. Insurance certificates it is a document prepared by the companies that have review more than once before the final insurance.

The insurance policy is the document of the insurance contract and is a document signed by the insurer and given to insurance and showing the rights and obligations of both parties it guarantees the risk of loss or destruction of the goods during shipment.

7. Bill of lading / Certificate of transportation

Bill of lading or certificate of transportation these are the documents that represents the precious commodity of lading. It is arranged by the shipping company that delivers the goods. It is the most important documents certifying the referral. It is a transport document used in transportation by train plane or ship. It is a transport contract between the shipper and the carrier that undertake to receive the goods from a certain place in the exporters country and deliver it to the Importer‘s it is a delivery receipt indicating the receipt of the goods.

Important elements of bill of lading are.

  • Captain’s name
  • Uploader name
  • Name and nationality of the ship
  • Loading port
  • Discharge port
  • Freight
  • Other records

Bill of lading is generally used for Sea and river transportation is going to be considered valuable documents. With the same meaning and similar information to you to while in land transportation cargo bill is used. Airway bill of lading is generated when goods export through plan.

8. Packing List

It is arranged by the seller to indicate the type and quantity of goods in the packages in other words they are the lists indicating the content of the packaging and the goods in the package. It ensures that the goods are checked by the customs authority by sampling methods at foreign customs. In addition, foreign buyers can send goods to the various retail or wholesale locations according to the packing list sent to them by exporters.

A packing list helps the buyer in this regard in its internal distributions, it is a document that shows the quantity and dimensions and the number of parcels in each parcel of the goods shipped in non-bulk and parcel without opening the packages. The parcel list provides conveniences to the customs administration and carrier company in the dorm counting, loading, and transportation during the custom procedures, parcel list includes the packages, boxes, etc.

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