There is no single paperwork package that applies to every export. Destination, carrier, commodity, value, customer, trade agreement and government rules can all affect the documents needed. This checklist is a preparation starting point.
1. Gather the core shipment information
- Exporter / seller information
- Consignee / buyer information
- Forwarder or carrier details
- Shipment dates and references
- Product descriptions and quantities
- Weights and package details
- Values and currency
- Country-of-origin information
2. Identify the transaction documents
Common examples include a commercial invoice, packing list and pro forma invoice when preliminary pricing is needed.
3. Identify transport paperwork
Depending on mode, this may involve a bill of lading, air waybill information, ocean instructions or a shipper's letter of instruction.
4. Check origin and trade-agreement needs
A general certificate of origin or a trade-agreement certification may be required in some transactions. Eligibility and format should be confirmed before using a preferential claim.
5. Confirm current filing requirements
Ask the carrier, customs broker, forwarder, customer and applicable government sources what must be filed, transmitted or retained. Software that prepares paperwork does not replace those filing requirements.