Export Documentation

PRESENTED BY
DARREN SREBNICK
INTERNATIONAL TRADE SPECIALIST
WORLD TRADE CENTER KENTUCKY
 Topics

 Documentation
 Commercial invoice
 Bill of lading
 Export Packing list
 Export and license declaration
 Certificate of origin
 Certificate of free sale
 Insurance certificate
 Letter of credit
 Other documentation

 Best practices and resources

 Commercial Invoice

 Key accounting document describing commercial

transaction between buyer and seller
 Identifies the buyer and seller, describes the goods sold
and all terms of sale (incoterms, payment terms, relevant
bank information, shipping details)
 Often used by governments to determine the true value
of goods when assessing customs duties
 Should be tied to purchase order
 Consular invoice may be required for certain countries
 Should include destination control statement should be
part of invoice
 Bill of Lading

 Contract between the owner of the goods and the carrier

 Receipt for merchandise and contract to deliver
 Straight (non-negotiable) vs. shipper’s order (negotiable)
 Shipper's order bill of lading can be bought, sold, or
traded while the goods are in transit. The customer
usually needs an original as proof of ownership.
 Provides most details regarding the shipment and its
transit from origin to destination
 Master vs. house bill of lading
 Export Packing List

 Detailed breakdown of items in shipment

 Individual net, legal, tare, and gross weights and
measurements for each package are provided
 May include special marks for identification
 Used by consignee to check that shipment is complete
 Attached to outside of containers
 Quantity of items on invoice must match quantity on
packing list
 Sometimes used by customs authorities to look for
particular item in shipment
 Export and license declaration

 Formerly know as Shipper’s Export Declaration (SED)

 Electronic Export Information (EEI) - must be electronically
filed via AES Direct
 Used by Census to collect trade data on the products,
quantities, dollar value, volume and destinations of U.S.
exports
 Internal Transaction Number (Sample: ITN
X20091110000001) is applied to key shipping documents
such as the Invoice, B/L
 Required for U.S. exports valued $2,500 or more per
individual Schedule B Number (except Canada).
 Export license is issued for individual transactions
determined by the product, country, end-use and the end-
user.
 Certificate of Origin

 Issued by certifying authority attesting to country of

origin of goods
 Certifying authorities are generally city and regional
chambers of commerce
 Acts as key document to qualify for preferential
treatment
 Some countries will accept generic certificate of
origin, but others (e.g. Mexico) require specific form
(NAFTA certificate of origin)
 Certificate of free sale

 Proves that goods offered for entry comply with

domestic requirements for selling in US
 Very common requirement for agricultural,
medicinal, or cosmetic products
 Depending upon purpose, may be issued by
chamber, World Trade Center or government entity
such as FDA
 Insurance Certificate

 Indicates the type and amount of insurance in force

on a particular shipment for loss or damage while in
transit
 Sometimes referred to as marine insurance, but may
cover the entire voyage and other modes of transport
 Letter of Credit

 Risk mitigation tool

 Issued by a bank committing to pay the
seller/exporter a stated amount of money on behalf
of the buyer/importer as long as the specific terms
and conditions are met.
 Must meet exact conditions outlined on the letter of
credit
 Errors on the L/C are the most costly and time
consuming for seller and buyer
 Other documents

 Shipper’s letter of instructions

 Declaration of dangerous goods
 Pre-shipment inspection
 ATA Carnet
 Dock Receipt and Warehouse Receipt
 Fisheries certificate
 Fumigation certificate
 Halal certificate
 ISPM 15 (Wood Packaging)
 Phytosanitary certificate
 Certificate of weight
 Best practices

 Verify documentary requirements through multiple

sources
 Send documents in advance of shipment as a “trial
run”
 Be careful of discrepancies between letter of credit
and other export documentation
 Utilize knowledge of distributor for export
documentation purposes
 Network with exporters who have extensive
experience