Guide to Documentation for Export and Import in the US

Source: Export Import Documentation Expert Guide in US 2022 (ddptransfreight.com)

As the world transforms into a global village, the need for import & export of goods has become the need of every business. This trend for import & export of goods has further raised with the demand for the E-commerce products being offered globally. Goods produced in different countries are being delivered in other parts of the world. Export-import documentation is a very delicate process requiring certain documents of goods by the exporting company as border control, customs, and different laws apply. Import & export documents depend upon what goods are being exported or imported, the origin of goods, and types of goods.

Export Import Documentation

Export import documentation is a two-way process. A document required for the export of goods is prepared by the exporter and then sent to its shipping agent to process custom and other legal requirements. The export shipping document can be filled in electronically or physically; it will depend upon the country from where the goods are being exported and the country where they are being imported. Generally following are the set of Import export documents:

1. Air Waybill
2. Bill of Lading
3. Commercial Invoice
4. Consular Invoice
5. Certificate of Conformity
6. Certificate of Origin
7. GSP Certificate of Origin Form A
8. NAFTA Certificate of Origin
9. Inspection Certification
10. Dock Receipt/Warehouse Receipt
11. Export License
12. Import License
13. Packing List
14. Insurance Certificate

Air Waybill

Air waybill is issued against a shipment booked for air-bound cargo. There are two types of Airway bills MAWB (Master Air waybill) and HAWB (House airway bill). The master air waybill is issued by the Airline. It is against the cargo that is received for air shipment. While the House airwaybill is issued by the airline agent that shows the freight has been received and will be forwarded to Airline for air shipment. The Air waybill mentions the weight and size of the cargo. It also includes the name of the shipper. Air waybill is a sensitive part of export import documents and must check the errors. Moreover, the primary documents need to be processed in the custom and other government departments, so any mistake will be hard to cover later.

Bill of Lading

Export shipping documents include a bill of lading that is issued against any cargo booked by sea. There are two types of bill of lading, one being negotiable while the other is non-negotiable. A negotiable bill of lading can trade, and one can get a discount from the bank. The statement of lading is the primary document and is the proof of your shipment. Bill of lading must mention the weight of the cargo, consignor, and consignee of the load, port of loading & port of discharge.

It will also carry detail of the shipping agent at the destination. Bill of lading should always be kept in safe custody because it is impossible to get its copy once lost. For getting the one, it’s a long and complicated procedure. All detail on the bill of lading should be accurate as it has to be shown to the customs of the importer country. Bill of lading is the most crucial document in **export import documentation**.

Commercial Invoice

Commercial invoice of any cargo is compulsory whatever is the medium of transportation, either . The commercial invoice is the primary document that has to be shown to the customs. Duty or taxes are calculated based on the commercial invoice value declared. Under-invoicing or over-invoicing should be avoided as it is against the law and can cause penalties. The commercial invoice must include the name of the consignor & consignee, description of goods, the value of goods, port of loading and the port of discharge. A commercial invoice is an essential document in the export import documentation and is required for a smooth process.

Consular Invoice

A consular invoice is a country-specific requirement. The consular invoice includes the description of goods, name of consignor & consignee, value of goods, port of loading, port of discharge Etc.,

and most **import shipping’s invoice** has to be attested by the consular at the embassy of the importing country or consulate in the exporting country. It is required at the time of clearance of goods in the destination country. This requirement is usually imposed to verify the description of goods whether they are allowed or not. Also, it is to discourage any under or over-invoicing, apart from some specific reasons.

Certificate of Conformity

Certificate of conformity is another specific requirement of certain countries. This requirement is sally for specific goods manufactured from distinct origins. The process is to get a certificate of exported goods from an authorized third party that declares the lawful exporting.

Certificate of Origin

Certificate of origin is issued to cater to the requirement of accessing the origin of goods regardless of transportation. Certain countries have trade embargoes for specific countries, and for this reason, this import export document is necessary to be shown. It will clarify that the goods are not being exported from any banned country. A trade body usually issues it like the chamber of commerce of the exporting country.

GSP Certificate of Origin Form A

Certain countries have special preferential tax exemptions or reductions for certain countries. The GSP certificate certifies the origin of goods from any GSP status country. That will be beneficial for the importer for reduction or exemption of duties and taxes at the destination.

NAFTA Certificate of Origin

**NAFTA** (North America free trade agreement) has been signed between the countries (USA, CANADA, MEXICO), giving the right of goods traded between the countries for zero duty claim under NAFTA.

Inspection Certification

It is issued by the third party authorized regarding the inspection of goods done at export shipping country. It is a specific requirement with other import documents.

Dock Receipt/Warehouse Receipt

Warehouse receipt/Dock receipt is an export document issued once the local transporter delivers the goods to the export shipping company. It is the acknowledgment of receiving the goods. It is a must among other export shipping documents.

Export License

The export license is issued to the exporter by its own country. It authorizes the exporter for exporting specific goods; sometimes, it limits the quantity for certain countries to export. It is an additional document required for import and export.

Import License

Import documents include an import license. Import license authorizes the importer to import certain goods in specific quantities from mentioned countries. It is a must to import shipping documents to facilitate the exporter and importer together.

Packing List

A packing list is another essential import export document, and it contains information like description of goods, packing like DRUM, Pallet, bags or loose. Weight of each packing, packing size, consignor, consignee.

Insurance Certificate

All the goods exported are usually insured. Sometimes, the importer’s specific requirement is that all shipping documents must include the insurance certificate. An insurance certificate is issued against the insurance of the good, and it clearly states the fee paid with another term of insurance.

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