The Beginners Guide To Export Forms - Shipping Solutions

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com
Table of Contents
Introduction
Proforma Invoice
Commercial Invoice
Certificate of Origin
USMCA Certificate of Origin
Australia Certificate of Origin
CAFTA-DR Certificate of Origin
Chile Certificate of Origin
Colombia Certificate of Origin
Japan Certificate of Origin
Korea Certificate of Origin
Singapore Certificate of Origin
Packing List
Shipper’s Letter of Instruction
Automated Export System
Inland Bill of Lading
Dock Receipt
Ocean Bill of Lading
Air Waybill
Dangerous Goods IATA
Dangerous Goods IMO
Non-Dangerous Goods
Bank Draft
Summary
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Documenting Your Export
Congratulations! You’ve made the international sale.
Now comes the task of getting your goods to the buyer.
Once you’ve made the sale, it’s important to Freight Forwarder

document the terms of the agreement not
only for the benefit of the parties in the While freight forwarders can offer a myriad
transaction, but also for the benefit of the of services to help facilitate your exports, at
various people and organizations who the very least they will help you arrange
facilitate—and regulate—the movement of international transport of your goods. A
the goods. freight forwarder may be hired by the seller
or buyer of the goods depending on the
These additional parties can change from terms of the sale, and they may provide
one transaction to another depending on the additional services such as packaging,
types of goods being moved, how they are document preparation, and customs
being transported, and where the movement clearance.
begins and ends. For example, not all
international transactions involve physical Banks
goods. Sending data over the internet or
providing knowledge about technology or Both the seller and the buyer will work with
steps in a process can still be an export even their own banks to transfer funds. The
if the person receiving this information or seller's bank in the U.S. can help determine
knowledge is currently located in the United the best payment terms for the sale, such as
States. (You can find out more in this article a letter of credit, and will work with the
about deemed exports.) buyer’s bank to facilitate payment based on
their banking instructions.
For the export of physical goods, however,
there are typically a consistent group of
parties working for either the seller or the
buyer who help facilitate an export:
Carriers
Depending on where your goods originate,
there may be multiple carriers involved in
the movement of your goods. An inland
carrier will help move the goods from your
warehouse to the port of export. From there,
the goods can begin international carriage by
ocean, air, rail or truck.
Customs
Exports from the U.S. are subject to a
variety of export regulations that are the people transporting your goods know
monitored and enforced, at least in part, by where they are going. The forms will help
U.S. Customs and Border Protection (CBP). you clear your goods through customs in a
Likewise, the customs agency in the country timely manner and without unexpected fees,
of import is charged with enforcement of and they will make sure you get paid on
import laws and the collection of duties and time.
taxes.
The following export forms are used to
Check out the Who’s Who in Your Export successfully complete your international
Journey infographic for a visual sales transactions.
representation of some of the parties
involved in your international sales Once you understand the basic
transactions. documents required for your exports, you
can learn more about the fast, easy and
In order to ensure the timely movement of accurate way to create them using
your goods, it’s important that you Shipping Solutions export document and
accurately complete a set of export compliance software.
documents. These documents will make sure
Proforma Invoice
An international sale often begins with a If done correctly and an order results, the
letter of inquiry from a potential buyer final commercial invoice you generate will
expressing interest in one or more of your closely resemble the proforma invoice. That
products, outlining the terms of their means that all costs included in the
interest, and asking for an informal or quotation are firm and are not allowed to
formal quote. vary more than a letter of credit allows, if
that is how the payment is arranged.
The buyer may request the quote in the form
of a proforma invoice in order to arrange a All proforma invoices should be valid for a
letter of credit to pay for the goods or if they specific time period. Keep in mind that
need to arrange financing for the purchase. material and manufacturing prices can rise,
In addition, certain countries may require a inland and international transportation fees
proforma invoice if they tightly control their can change, and currency exchange rates can
currency exchange rate, require an import fluctuate. Depending on the international
permit, or protect local industry by placing trade term (typically one of the Incoterms®
import quotas on certain types of goods. 2020 terms) you agree upon with the buyer,
you may be responsible for these and other
costs.
Key Data Elements Additional Resources
A typical proforma invoice includes: • Proforma vs. Commercial Invoice: What’s
• A price for your products including the the Difference? (Article)
currency being used;
• How Does the Proforma Invoice Fit in the
• A description of the goods including the Export Process? (Article)
correct six-digit Harmonized System or
Schedule B number, which the buyer will
use to determine any duties and taxes;
• The Export Proforma Invoice: Validity,
Acceptance and Price (Article)
• The delivery terms usually expressed as
one of the Incoterms® 2020 terms; • How to Create a Commercial or Proforma
• Payment terms; Invoice for Export (Video)
• Estimated shipping date;

• Delivery details, including where the
goods will originate and where they will be
delivered; and
• The expiration date.
Download a PDF version of

the Proforma Invoice in English,
French or Spanish.
Commercial Invoice
Once your international sale is complete If your buyer is located in one of the 15
and your goods are ready to be sent to the Caribbean Community (CARICOM)
buyer, you need to prepare a commercial countries, they may request a CARICOM
invoice and include it with your shipment. invoice regardless of the value of the
shipment. This specialized form helps
The commercial invoice is the single member countries more easily collect import
document that describes the entire export data.
transaction from start to finish. When
completed properly, it provides important U.S. exporters who wish to qualify for
instructions and information to the buyer, preferential access to the Israeli market need
the freight forwarder, U.S. and foreign to include a statement that declares that their
customs, the import broker, the marine goods qualify under the U.S.-Israel Free
insurance company, and both your bank and Trade Agreement. Exporters must include
the buyer’s bank. Done improperly, it can this statement as well as all the standard
cause confusion, delays and disagreements. information that is typically required on a
commercial invoice.
Certain countries may require a specific
invoice instead of, or in addition to, the
standard commercial invoice form. Canada
requires that U.S. exporters include the
Canada Customs Invoice for shipments to
that country valued at more than $2,500
CAD unless the commercial invoice
includes the additional data requirements.
Because the commercial invoice is such a • 10 Items That Belong on Your Export
central document in the export process, Commercial Invoices (Article)
it’s important that it includes complete
information, including:
• Export Invoice vs. Accounting Invoice:
What's The Difference? (Article)
• An invoice date and number;
• Contact information for the seller, buyer • Why You Shouldn’t Include HS Numbers
and delivery locations; on a Commercial Invoice (Article)
• Quantity, price and description of the

goods including the correct six-digit
• What Is the Destination Control Statement
Harmonized System or Schedule B number; And Why Should It Be on Your Commercial
Invoice (Article)
• Additional freight and handling fees, if
appropriate;
• The currency used for payment of the

goods;
• The delivery terms usually expressed as

one of the Incoterms® 2020 terms;
• Payment terms; and

• The Destination Control Statement.
Download a PDF version

of the Canada Customs Invoice.

of the CARICOM Invoice.
Download a PDF version of the

Commercial Invoice for Exports to Israel.

Commercial Invoice in English, French
or Spanish.
Certificate of Origin
A certificate of origin is an important
document in international trade because
Electronic Certificates of Origin
it identifies the country of origin of goods Exporters now have the option of creating
being exported. Customs authorities in their certificates of origin electronically.
many countries require the certificate of Instead of printing out the certificate of
origin because they use the information to origin form and taking it to a chamber to be
help determine the admissibility of goods certified, you can enter the required
and the duty rate to apply to imports. information online and have a certified
certificate delivered by email or express
Since 1923, chambers of commerce have mail, whichever you prefer.
been an official body to sign and stamp
certificates generated by exporters. This has You can register for free. Once you’ve been
usually required companies to manually approved, you simply login, enter your
create the form, deliver or courier it to the export shipment details, submit the form,
chamber and wait for an appropriate staff and you’re done! A few hours later, you’ll
member to review and certify the certificate, receive an email to let you know your eCO
send or courier it back to the exporter, and is approved, certified and ready to use.
then forward it by international courier to
the importer. Click here for more information and to
register for free.
Some countries have free trade agreements
(FTAs) with each other that specify a
version of a certificate of origin form that
must be used or provide a sample version of
the form that identifies the specific data
elements that are required to obtain
preferential duty rates based on origin. The
following pages in this guide have more
information about specific U.S. FTA
Certificates of Origin.
A generic Certificate of Origin usually • How to Qualify for a Free Trade
includes: Agreement (FTA) (Whitepaper)
• The exporter and importer names and • Free Trade Agreements (FTAs): The
addresses; Ultimate Guide for Exporters and Importers
(Article)
• The country or countries of origin of your
goods; • When to Use a Certificate of Origin Form
• The commercial invoice number; For Your Export Shipments (Article)
• The name and description for your items; • Creating an Electronic Certificate of
and Origin in Shipping Solutions (Video)
• The name of the chamber of commerce

certifying the certificate as well as the
chamber seal, if needed. (Not all countries
require a chamber stamp.)

Generic Certificate of Origin.
USMCA Certification of Origin
On July 1, 2020, the United If you are completing the USMCA
States-Mexico-Canada Agreement Certification of Origin, you can provide it to
(USMCA) replaced NAFTA as the free the importer as a paper document or in a
trade agreement between the three North digital format with an electronic or digital
American countries. USMCA eliminates signature. A Certification of Origin can
tariffs and quotas on trade between the cover a single shipment or multiple
three countries for products that qualify shipments of the identical goods for a
under the terms of the agreement. blanket period up to 12 months.
While the agreement is known as USMCA A certificate is not required for imports
in the United States, it is referred to as valued at $2,500 or less as long as they
CUSMA (Canada-U.S.-Mexico Agreement) aren't part of a larger shipment broken up
in Canada and T-MEC (Tratado entre into smaller segments in an attempt to evade
México, Estados Unidos y Canadá) in U.S. laws or regulations.
Mexico.
Whichever party is completing the USMCA
The importer may make a claim for Certification of Origin is required to keep all
preferential tariff treatment based on a documentation in support of the claim for at
certification of origin completed by the least five years after the completion of the
importer, export or producer of the goods transaction.
that certifies a good qualifies as originating.
While there is no longer a specific
certification of origin form that must be
used, there are a minimum set of data
elements that must be included to prove
origin.
At minimum, the USMCA Certification of • When to Use a Certificate of Origin Form
Origin must include: for Your Export Shipments (Article)
• Which party is certifying that the goods
qualify: importer, exporter or producer; • The Role of the Harmonized System in the
USMCA (Article)
• Name and address of certifier;
• Name and address of exporter; • Free Trade Agreements (FTAs): The
Ultimate Guide for Exporters and Importers
• Name and address of producer; (Article)
• Name and address of importer (if known);
• Creating a USMCA Certificate of Origin
• Description and Harmonized System Tariff (Video)
Classification of the good to the 6-digit
level;
• Country of origin;
• Specific criteria under which the good
meets USMCA originating requirements;
• Blanket period if the certificate is covering

multiple shipments of identical goods for a
period up to one year; or invoice number if
the certificate is for one specific shipment;
and
• Authorized signature and date.

USMCA, CUSMA or T-MEC
Certification of Origin.
Australia Certificate of Origin
For the U.S. – Australia Free Trade • The signature and contact information of
Agreement, the importer, not the the person certifying that the goods qualify
exporter, is required to make a claim of under the Australia FTA.
preferential tariff treatment under the
FTA on the basis that the goods originate
in the U.S. However, the importer or Additional Resources
Australian customs may ask you to
provide information to support a claim of • When to Use a Certificate of Origin Form
preferential treatment. for Your Export Shipments (Article)
Key Data Elements

An Australia Certificate of Origin should
include:
• The name and contact information for the

exporter, importer and producer of the
goods;
• A description of the goods, including the

six-digit Harmonized System or Schedule B
code;
• The preference criteria used to qualify

goods under the FTA;
• The country of origin of the goods;

and Download a PDF version of the Australia
Certificate of Origin.
CAFTA-DR Certificate of Origin
The Dominican Republic-Central If someone other than the producer (such as
America-United States Free Trade the exporter) issues the certification, it must
Agreement(CAFTA-DR) entered into be based upon either:
force for the United States, El Salvador,
Guatemala, Honduras and Nicaragua in a. Reasonable reliance on a written or
2006, for the Dominican Republic in 2007, electronic certification that the good
and for Costa Rica in 2009. As a result of is originating issued by the producer,
the FTA, 100% of U.S. consumer and or
industrial goods and nearly all U.S.
agricultural products exported to the b. The issuer’s knowledge that the good
CAFTA-DR countries are no longer is originating, which may include
subject to tariffs. To be eligible for intimate knowledge of the product,
tariff-free treatment under the FTA, its manufacture, and its components.
products must meet the relevant rules of
origin. While no official form is required to
demonstrate eligibility for preferential tariff
Despite the fact that the ultimate treatment under the CAFTA-DR, a sample
responsibility for claiming preferential form has been provided by CAFTA
treatment lies with the importer, information countries, and there is a list of information
needed to support the claim for preferential that must be included.
treatment may need to be provided by the
producer. The certification that the goods are
originating may be produced by the
exporter, importer or producer of the goods.
A CAFTA-DR Certificate of Origin • When to Use a Certificate of Origin Form
should include: for Your Export Shipments (Article)
• The name and contact information for the • CAFTA-DR: What Is It and Why Should
exporter, importer and producer of the You Care? (Article)
goods; • CAFTA-DR: How to Declare that a Good
• A description of the goods, including the is Originating (Article)
six-digit Harmonized System or Schedule B • CAFTA-DR: Determining the Rules Of
Code; Origin (Article)
• If you are the producer of the goods;

• The method to determine the origin of the
goods;

and
• The signature and contact information of

the person certifying that the goods qualify
under CAFTA-DR.

CAFTA-DR Certificate of Origin.
Chile Certificate of Origin
The U.S. – Chile Free Trade Agreement statement on a commercial invoice, or a
went into force in 2004 with 100 percent formal certificate of origin. Shipments
of products becoming duty free in 2015. valued under $2,500 do not require a
Like all of the U.S. free trade agreements, certificate of origin or other supporting
the responsibility for claiming information on a preferential claim unless
preferential treatment lies with the the customs authority suspects a claim is
importer. However, more often than not, fraudulent.
the information needed to support the
claim will have to be provided by the If you generate a certificate of origin for the
producer or exporter of the goods. importer, you should maintain it for a period
of at least five years after the date the
A certificate of origin can take many forms, certificate was issued along with all records
such as a statement on company letterhead, a and supporting documents related to the
origin of the goods.
A Chile Certificate of Origin Should • U.S. and Chile Free Trade
include: Agreement:Frequently Asked Questions
(Article)
exporter, importer and producer of the • U.S. and Chile Free Trade Agreement
goods; (Article)
• A description of the goods, including the
six-digit Harmonized System or Schedule B • U.S. – Chile FTA Rules of Origin (Article)
code;

• If you are the producer of the goods;

and

under the Chile FTA.
Download a PDF version of the Chile

Certificate of Origin.
Colombia Certificate of Origin
The U.S. – Colombia Trade Promotion While there is no required form for
Agreement (TPA) entered into force on certifying origin, there are basic data
May 15, 2012. Like all of the U.S. free elements that must be included and a sample
trade agreements, the responsibility for certificate of origin form that includes those
claiming preferential treatment lies with data elements has been provided.
the importer. However, more often than
not, the information needed to support If you generate a certificate of origin for the
the claim will have to be provided by the importer, you should maintain it for a period
producer or exporter of the goods. of at least five years after the date of
importation along with all records and
supporting documents related to the origin
of the goods.
A Colombia Certificate of Origin should • Free Trade Agreements (FTAs): The
include: Ultimate Guide for Exporters and Importers
(Article)
exporter, importer and producer of the • When to Use a Certificate of Origin Form
goods; For Your Export Shipments (Article)
• A description of the goods including the
10-digit Harmonized System or Schedule B
code;

• The Regional Value Content (RVC)

percentage and the method used to calculate
the RVC.

and

under the Colombia FTA.

Colombia Certificate of Origin.
Japan Certificate of Origin
The U.S.–Japan Free Trade Agreement is While there is no required form for
one of the United States’ newest FTA. certifying origin, there are basic data
This agreement entered into force on elements that must be included and a sample
January 1, 2020, and provides market certificate of origin form that includes those
access for certain U.S. food, agriculture data elements has been provided.
and industrial goods.
If you generate a certificate of origin for the
Like all of the free trade agreements the U.S. importer, you should maintain it for a period
has entered into with other countries, the of at least five years after the date of
responsibility for claiming preferential importation along with all records and
treatment lies with the importer. However, supporting documents related to the origin
more often than not, the information needed of the goods.
to support the claim will have to be provided
by the producer or exporter of the goods.
A Japan Certificate of Origin should • Exporting to Japan: What You Need to
include: Know (Article)
exporter, importer and producer of the • When to Use a Certificate of Origin Form
goods; for Your Export Shipments (Article)
• A description of the goods including the
six-digit Harmonized System or Schedule B • Free Trade Agreements (FTAs): The
code; Ultimate Guide for Exporters and Importers
(Article)
• The quantity for each item;

• The invoice number and date;
period up to one year; and

under the U.S.-Japan FTA.

the Japan Certificate of Origin.
Korea Certificate of Origin
The U.S. – Korea Free Trade Agreement, While there is no required form for
sometimes referred to as KORUS, entered certifying origin, there are basic data
into force on May 15, 2012. Like all of the elements that must be included and a sample
U.S. free trade agreements, the certificate of origin form that includes those
responsibility for claiming preferential data elements has been provided.
treatment lies with the importer.
However, more often than not, the If you generate a certificate of origin for the
information needed to support the claim importer, you should maintain it for a period
will have to be provided by the producer of at least five years after the date of
or exporter of the goods. importation along with all records and
supporting documents related to the origin
of the goods.
A Korea Certificate of Origin should • How to Complete a U.S. – Korea FTA
include: Certificate of Origin (Article)
exporter, importer and producer of the • Has the KORUS Been Singing in
goods; Harmony? (Article)
• A product ID and description of the goods
including the six-digit Harmonized System • Free Trade Agreements (FTAs): The
or Schedule B code; Ultimate Guide for Exporters and Importers
(Article)
• The quantity and unit of measure for each
item;
• When to Use a Certificate of Origin Form
• The preference criteria used to qualify For Your Export Shipments (Article)

and

under KORUS.

Korea Certificate of Origin.
Singapore Certificate of Origin
The U.S.–Singapore Free Trade While there is no required form for
Agreement entered into force on January certifying origin, there are basic data
1, 2004, and made all eligible items duty elements that must be included and a sample
free by January 1, 2013. By eliminating certificate of origin form that includes those
import duties, it makes qualifying U.S. data elements has been provided.
products less expensive to purchase in
Singapore and makes U.S. companies If you generate a certificate of origin for the
more competitive. importer, you should maintain it for a period
of at least five years after the date of
Like all of the free trade agreements the U.S. importation along with all records and
has entered into with other countries, the supporting documents related to the origin
responsibility for claiming preferential of the goods.
treatment lies with the importer. However,
more often than not, the information needed
to support the claim will have to be provided
by the producer or exporter of the goods.
A Singapore Certificate of Origin should • Free Trade Agreements (FTAs): The
include: Ultimate Guide for Exporters and Importers
• The name and contact information for the (Article)
exporter, importer and producer of the
goods; • When to Use a Certificate of Origin Form
• A description of the goods including the For Your Export Shipments (Article)
six-digit Harmonized System or Schedule B
code;
• The quantity for each item;


• The invoice number and date;
period up to one year; and

under the Singapore FTA.

the Singapore Certificate of Origin.
Packing List
While a packing list is not required by • Any special instructions or additional
customs in most countries, it's an information that is important for the
important document in the export shipment.
process.
The packing list may be used by the freight

Additional Resources
forwarder to prepare a bill of lading for the
ocean or air carrier and to understand how
• The Importance of an Export Packing List
for Your International Shipments (Article)
much room is needed for the cargo. It may
be used by banks as a supporting document
presented for payment under a letter of
• Getting Paid for Your Exports: Required
Export Documents (Article)
credit or other payment terms. It may be
used by U.S. Customs and Border Protection • How To Create a Packing List (Video)
as well as by customs in the country of
import for compliance and duty liability.
Key Data Elements

In addition to including the basic details
about the international transaction, the
packing list will include:
• The name and contact information of the
exporter and ultimate consignee;
• Details of which items appear in each of

the packing containers;
• Weight and measurements of each packing

container;
• Any marks and numbers including a

container number and seal number if
appropriate;
• The total number of pieces and weight and

measures of the entire shipment; and
Packing List.
Shipper’s Letter of Instruction
In addition to a commercial invoice, Key Data Elements
certificate of origin, and packing list,
exporters will often prepare a Shipper’s Think of the standard format SLI as a
Letter of Instruction (SLI) that conveys cover memo for the rest of the export
instructions to their freight forwarder. An documents that includes:
SLI also typically includes a limited
Power of Attorney statement that gives
• The name and contact information of the
freight forwarder, exporter, ultimate
the freight forwarder the authority to sign
consignee and intermediate consignee;
documents on behalf of the exporter.
• Information about the products being
Preparing and submitting an SLI provides shipped, including a description of the
your freight forwarder with a written record goods, how they are packed, any special
of who receives the shipping documents, markings on the packing, and their weights
who to contact for questions, who to contact and measurements;
for proof of export, and who issued the
export control information that was used to • Any export control information that may
support the decision to export the goods. be used to determine whether or not there
are any restrictions on exporting the goods;
If your export shipment requires that you or
your agent file your export information
• Who is paying for the freight;
electronically through the Automated Export • Whether or not the goods should be
System (AES), the National Customs shipped directly or consolidated with other
Brokers and Forwarders Association of freight, which may reduce the cost of the
America (NCBFAA) has created a specific shipping;
version of the SLI that includes the
additional information required for a freight • Whether or not insurance is required for
forwarder to file through AES. This version the shipment;
of the SLI typically includes an additional • Gross weight of the shipment to be used
statement granting the forwarder this right to for SOLAS certification;
file through AES on behalf of the exporter.
• What other documents are being included
with the shipment; and
• Any other special instructions to the

forwarder or carrier.
Key Data Elements (cont.) Additional Resources
If your export requires an AES filing (see
page 30), the SLI should also include at
• The Beginner’s Guide to the Shipper’s
least 10 additional data elements as Letter of Instruction (Article)
required by the U.S. Foreign Trade • 5 Reasons You Need a Shipper’s Letter of
Regulations: Instruction for Your Exports (Article)
• The name, as well as the address of the • Standard vs. Routed Export Shipments:
USPPI; What’s the Difference? (Article)
• The employer identification number or • Providing AES Information to Your

other tax identification number of the Freight Forwarder (Article)
USPPI; • How to Complete a Shipper’s Letter of
• The point of origin for the merchandise Instruction (Video)
awaiting exportation;
• The appropriate merchandise code,

Domestic (D) or Foreign (F);
• The appropriate Schedule B number;

• The appropriate Schedule B description of
commodities;
• The appropriate quantity and unit of

measure;
• The appropriate value;
• The appropriate export control

classification number (ECCN) or enough
technical information to determine the
ECCN; and
• Sufficient technical information to

determine which U.S. government agency
has licensing authority over the goods.

SLI in Standard Format or the
NCBFAA Format.
Automated Export System
U.S. Foreign Trade Regulations (FTR) When required, an AES filing can be
require companies to file their export submitted by the U.S. Principal Party in
information electronically through the Interest (USPPI), which is typically the U.S.
Automated Export System (AES) if their exporter; an authorized agent of the USPPI;
goods are valued at more than $2,500 by or, when the buyer hires a U.S.-based freight
Schedule B number from one hour up to forwarder to arrange the export, an
24 hours prior to the actual export, authorized U.S. agent of the Foreign
depending on the method of Principal Party in Interest (FPPI), which is
transportation. typically the ultimate consignee.
The FTR also requires an AES filing if If the export company or the foreign buyer is
the goods include a used vehicle or going to rely on an agent or freight
require an export license from the forwarder to file a submission through AES,
Commerce or State departments they must present this agent with a written
regardless of their value. Items of any limited power of attorney or some other
value exported from the U.S. to Canada written authorization.
don’t require an AES filing unless it is a
used vehicle or it requires an export
license or export license exception.
AES filing information includes: • Filing through AESDirect: 20 Terms
• Name and contact information for the Exporters Need to Know (Article)
USPPI, the ultimate consignee, freight
forwarder and, if appropriate, intermediate • Providing AES Information to Your
consignee; Freight Forwarder (Article)
• Actual date of export;
• Filing Your Export Shipments through
• Method of transportation including the AES (Article)
carrier information and the port of export;
• Quantity, description, Schedule B number, • How to File through AESDirect via the
weight and value of goods; ACE Portal (Video)
• ECCN classification and export license or

license exemption code; and
• Filing Your Electronic Export Information
through AESDirect (Free Webinar)
• Shipment reference number.
Inland Bill of Lading
An inland bill of lading is often the first • Any special instructions for the shipment
transportation document issued for an
international shipment. It may be
prepared by the inland carrier or the
shipper and then signed when the carrier
takes possession or picks up the cargo.
• What Is a Bill of
Lading: 3 Things You
Need to Know (Article)
The inland bill of lading is a contract
between the owner of the goods and the • Understanding the Inland Bill of Lading
carrier stating what goods are shipping, (Free Webinar)
where they are going, and where they
started. It also serves as a receipt issued by
the carrier once your shipment is picked up.
The inland bill of lading is not typically

consigned to the foreign buyer of the goods.
It is more typically consigned to the freight
forwarder, warehouse, packaging company,
another third party in the process, or the
international carrier. If it is not immediately
consigned to the international carrier, the
forwarder or other third party will need to
consign it to the carrier once they are
identified.
Key Data Elements

An inland bill of lading should include:

exporter, the consignee, and the bill to party;
• The inland carrier’s information;

• A description of the goods including their
Click here to download a PDF
weight and dimensions and how they are
version of the Inland Bill of Lading.
packed; and
Dock Receipt
The dock receipt is designed to provide
the exporter with proof of delivery of the
• Vessel, booking and loading instructions
cargo to the international carrier in good for the international carriage of the goods;
condition. The inland carrier may deliver • A description of the goods, including their
the goods to a warehouse company or a weights and dimensions, the number and
warehouse operated by the carrier as kinds of packages, any marks and numbers
arranged by the freight forwarder. on those packages, and whether any of the
goods are hazardous; and
The dock receipt is often prepared by the
exporter or the freight forwarder and is • Any special instructions for the shipment.
signed by the warehouse worker or agent for
the carrier upon receipt of the goods. The
dock receipt either accompanies the cargo
when it is delivered to the pier or is emailed
or faxed to the stevedore at the pier
receiving the cargo.
Once the goods are delivered and signed for,

the inland carrier provides the dock receipt
to the freight forwarder as evidence it has
successfully completed delivery of the
goods. This is important in case the goods
are lost or damaged after delivery to the
dock and before arriving at their
international destination.
Key Data Elements

A dock receipt should include:

exporter, the ultimate consignee, forwarding
agent, and the notify parties;
• The place, date and time of the inland of the Dock Receipt.
delivery of the goods;
Ocean Bill of Lading
The ocean bill of lading serves as both The consignee can take possession of the
evidence of a contract for carriage and a goods at arrival by presenting a signed
document of title for the cargo. The bill of original bill of lading to the carrier.
lading identifies the parties on both ends
of the shipment, as well as a description of An ocean bill of lading consigned “to order”
the goods and routing instructions. or “to order of shipper” is negotiable once it
is endorsed on the back by the shipper or
There are two categories of ocean bills of their representative. The endorsed original
lading that reflect the terms and conditions bill of lading is usually sent to the bank in
of the sale of the goods. the buyer’s country and held until the
transaction is satisfied under a document
The straight bill of lading is used when the collection, cash against documents, or a
shipment is consigned directly to the named letter of credit. Once the endorsed original
consignee and no other party. Typically this bill of lading and other required documents
type of consignment is used for are in the hands of the buyer, the buyer can
open-account or cash-in-advance transfer the bill of lading.
transactions.
An ocean bill of lading should include: • 8 Common Costly Mistakes Shippers Make
• The name and contact information for the on the Ocean Bill of Lading (Article)
exporter, the ultimate consignee, forwarding
agent, and the notify parties; • What Is a Bill of Lading: 3 Things You
Need to Know (Article)
• Vessel, booking and loading instructions
for the international carriage of the goods;
• Presenting a Full Set of Ocean Bills of
• A description of the goods including their Lading Under a Letter of Credit (Article)
weight and dimensions, the number and
kinds of packages, any marks and numbers • Understanding the International Bill of
on those packages, and whether any of the Lading (Free Webinar)
goods are hazardous; and
• Freight rates and charges.

of the Ocean Bill of Lading.
Air Waybill
The air waybill is the equivalent of the
ocean bill of lading but for air transport.
However, the air waybill cannot be
negotiable; they may never be consigned
• Spotlight on Air Waybill (Article)
“to order of shipper.”
• What Is a Bill of Lading: 3Things You
An air waybill is the document that controls Need to Know (Article)
the routing of the exporter’s cargo while it is
in the hands of the air carrier or a • Understanding the International Bill of
consolidator. Lading (Free Webinar)
Key Data Elements

An air waybill should include:

exporter and the ultimate consignee;
• Carrier information;
• The airport of departure and routing;
• The description, weight and dimensions of
the cargo;
• Freight charges; and

• The anti-diversion clause.

of the Air Waybill.
Dangerous Goods IATA
The International Air Transport
Association, which makes up the majority
of the world’s airlines, uses the ICAO
Technical Instructions for the Safe
• How to Complete a Dangerous Goods
Transport of Dangerous Goods by Air as Declaration without Blowing Up (Article)
the basis for their dangerous goods
regulations (IATA-DGR). • Hazardous Materials vs. Dangerous
Goods: What’s the Difference? (Article)
Some airlines have specific operational
variations. These variations identify unique • Training Employees Ensures Compliance
requirements specific to that particular with Hazmat Shipping Regulations (Article)
airline and are always more restrictive than
the DGR. FedEx, for example, has very
specific documentation requirements, and
shippers should be aware of these variations.
Air waybill(s) accompanying dangerous

goods consignment(s) for which a dangerous
goods declaration is required must include
the following statements, as applicable, in
the Handling Information box: “Dangerous
goods as per attached Shipper’s
Declaration,” and possibly “Cargo Aircraft
Only” if applicable.
The Shipper’s DG Declaration has very

specific requirements and can be quite
complex.

the IATA Dangerous Goods Form.
Dangerous Goods IMO
Shipping dangerous goods internationally The IMDG Code requires the following:
by vessel is regulated through the
International Maritime Organization
• A declaration from the consignor stating
(IMO). The IMO is a specialized agency that the particular dangerous goods declared
of the United Nations. The IMO uses the are identified, classified, packaged, marked,
International Maritime Dangerous Goods labeled and placarded correctly.
Regulations Code (IMDG Code) as the • A declaration from the person packing the
basis for international enforcement of container to ensure it has been done
dangerous goods transportation by vessel. correctly.
These regulations are amended every two The Dangerous Goods declaration and
years with each amendment valid container packing certificate can be in any
for three years. format, but must be in accordance with
Chapter 5.4 of the IMDG-Code. For
convenience, the Dangerous Goods
declaration can be combined with
the container packing certificate into one
document.
• How to Complete a Dangerous Goods
Declaration without Blowing Up (Article)
• A Dangerous Good Shipped by Any Other

Name Would Smell as Sweet (Article)
• Hazardous Materials vs. Dangerous

Goods: What’s the Difference? (Article)
• Training Employees Ensures Compliance

with Hazmat Shipping Regulations (Article)
• The Art and Science of Packing a Shipping

Container—Part 3 (Article)

of the IMO Dangerous Goods Form.
Non-Dangerous Goods
As stated in IATA DGR 8.2.6
Non-Dangerous Goods:
If an article or substance could be

suspected of being a dangerous goods, but
does not meet the criteria for any of the
hazard classes or divisions, it may be
offered for transport as not restricted if the
words ‘Not Restricted’ are included in the
description of the article or substance on
the Air Waybill to indicate that it has been
checked. The statement “Not restricted, as
per Special Provision Axx” must be
included in the description of the article on
the Air Waybill, when required, to indicate
that the Special Provision has been applied.
This form relieves any suspicion if handlers

question the nature of the product and
assures them there are no dangerous goods
involved. It also shows the shipper has taken Download a PDF version of the
due diligence and responsibility, formally Non-Dangerous Goods Form.
presenting the product information and
stating the article, or material, being shipped
is not restricted for air transport.
It is not a required form, but it is commonly

used to make the exporting process easier.
Bank Draft
A bank draft is an important part of the
international sales process for Key Data Elements
transferring control of the exported goods
from the seller in exchange for funds from A bank draft should include:
the buyer. It is often called a documentary
collection, because the seller attaches
• The full names, addresses and contact
information of both the exporter and the
documents to a draft and a cover letter.
importer;
Usually the seller’s bank will send the bank • A thorough description of the exported
draft and related documents via the freight goods, including quantity, weight and any
forwarder to the buyer’s bank or a bank with relevant specifications;
which it has a relationship in the buyer’s
country. When the buyer authorizes payment • The chosen Incoterms® 2020 rule, the
for the goods, the buyer’s bank will release shipment date, method of transportation and
the documents to the buyer and transfer the destination port;
funds to the seller’s bank.
• The payment terms, indicating when the
draft needs to be paid, whether on sight
The bank draft may or may not include a
(immediately) or at a predetermined date;
transmittal letter, which includes details of
and
the draft transaction including the types of
additional documents that are included and • All supporting documents, such as the bill
payment instructions. of lading and commercial invoice, should be
included.
To protect the interests of both the buyer and
seller in an international transaction, the
parties may agree to use a letter of credit or
documentary collection. These two payment
methods require that payment be made by
the buyer to the seller upon presentation of a
bank draft. In either case, the use of a bank
draft provides a level of assurance to the
exporter. The bank draft serves as a payment
guarantee, backed by the issuing bank's
commitment to honor the draft upon
compliance with the specified terms and
conditions.
• 10 Terms You Need to Know to Get Paid
for Your Exports (Article)
• Methods of Payment in International

Trade: An Introduction (Article)
• Trade Finance Guide: A Quick Reference

for U.S. Exporters (Whitepaper)
• Create a Bank Draft to Get Paid for Your

Exports (Article)
Download a PDF version of a Bank Draft

with or without a transmittal letter.
Summary
As you can see, a properly completed set of export documents is vital to ensure
your goods arrive at their destination and you get paid on time.
But completing all this paperwork can be a Let us show you how Shipping Solutions
hassle if you don’t have the right tool to software can help your company. Watch
complete them in a timely, efficient manner. our eight-minute video or schedule a free
online demonstration of the software
That’s where Shipping Solutions export today. You’ll be glad you did.
software fits in! Thousands of successful
exporters use Shipping Solutions to
complete their export forms up to five-times
faster than preparing them by hand or by Watch the 8-minute Getting Started with
using Excel or Word templates. And the Shipping Solutions video.
more advanced version of the
software—Shipping Solutions
Professional—can save even more time by Register for a free online
linking to your company’s accounting or demo of Shipping Solutions.
ERP system and helping ensure compliance
with export regulations.

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Once you’ve made the sale, it’s important to Freight Forwarder

• Estimated shipping date;

• The expiration date.

Download a PDF version of

• Quantity, price and description of the

• The currency used for payment of the

• The delivery terms usually expressed as

• Payment terms; and

Download a PDF version

Download a PDF version

Download a PDF version of the

Download a PDF version of the

• The name of the chamber of commerce

Download a PDF version of the

• Blanket period if the certificate is covering

• Authorized signature and date.

Download a PDF version of the

Key Data Elements

• The name and contact information for the

• A description of the goods, including the

• The preference criteria used to qualify

• The country of origin of the goods;

• If you are the producer of the goods;

• Blanket period if the certificate is covering

• The signature and contact information of

Download a PDF version of the

• The preference criteria used to qualify

• If you are the producer of the goods;

• The signature and contact information of

Download a PDF version of the Chile

• The preference criteria used to qualify

• The Regional Value Content (RVC)

• The country of origin of the goods;

• The signature and contact information of

Download a PDF version of the

• The country of origin of the goods;

• The signature and contact information of

Download a PDF version of

• The country of origin of the goods;

• The signature and contact information of

Download a PDF version of the

• The quantity for each item;

• The country of origin of the goods;

• The signature and contact information of

Download a PDF version of

The packing list may be used by the freight

Key Data Elements

• Details of which items appear in each of

• Weight and measurements of each packing

• Any marks and numbers including a

• The total number of pieces and weight and

• Any other special instructions to the

• The employer identification number or • Providing AES Information to Your

• The appropriate merchandise code,

• The appropriate Schedule B number;

• The appropriate quantity and unit of

• The appropriate value;