Documentation in export import business : -
Followings are the necessary documents what every exporter and importer needs to provide or receive if you are importing/exporting. All the following docs are needed for clearing import or export custom.
1.Proforma invoice (PI)
Mandatory Export import document.
This is a document, what will state the value per unit for the goods. And will show the total value of the goods exported. Also, the exporter and importer details are stated. There is no formal format for the proforma invoice, just make sure all the needed data is stated.
2. Sales-purchase contract
Belongs to mandatory export import documentation.
This is the proof of purchase-sale between the parties. You need to present this to your country custom together with the proforma invoice. Sales purchase contract needs to be well drafted and prepared. Entrepreneurs should use the service of professional lawyers.
It is not wise to use the contract forms that are available on the internet for free! We have included professional international sales-purchase contract form ( ready for use and modify) in our premium course.
3. Packing list (PL)
Mandatory export import procedures and documentation
Packing list states the quantity of the goods exported. Also those packing and weights and CBM,s. also, the amount of the packages are stated on the packing list.
On the packing list, also the product HS code is marked.
HS code is a code, that all the nations understand same way. This code will determine the import duties and other formalities.
4. Bill of landing/Airway bill/Railway bill
Crucial Export import document for importers custom.
Afer, the goods had been taken on the shipboard, then shipper will issue the Bill of landing ( B/L). This document confirms, that goods had been taken on the ship and are ready for shipping.
This is the proof for receivers and banks that the goods are ready for shipment.
Similarly, if the goods are transported by the airplane, then there is airway bill. If goods are transported by Train, then there is railway bill.
Below is an example of a bill of landing from our own business.
Bill of landing in export-import business documentation
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5.Certificate of Origin (C/O)
This is very important doc what is required by countries customs. This doc can lower the import duties in some cases and without this sometimes exporting is impossible. This doc will prove, that the goods are from the country by which the C/O is issued.
Also, the C/O contains the producer data. This is an official doc what can be issued only by country export and trading authorities. Usually, to issue the certificate of origin, this will cost some money.
6. CE certificate
CE belongs to the export import procedures and documentation if you are exporting to Europe.
With all the products, the CE certificate is required, in trading with Europe.
The producer must have been certified by third country to have CE certificate. CE confirms, that the product meets the European Union safety standards.
7. Material safety sheet (MSD)
Sometimes this document is required by importing country custom. This doc can be issued by the exporter and must confirm that product is not harmful to the humans and nature. This doc is usually required for liquids.
8. Freight insurance certificate
This doc is not mandatory in export import documentation.
If the goods are precious then usually the buyer requires that exporter signs insurance-policy for the goods. The insurance certificate is issued by companies who provide insurances. Also the international shipping companies like DHL, DSV provide the insurances.
