Export documents a buyer typically discusses

Documents are where many international orders slow down. This article describes documents that commonly come up in export transactions, at a general educational level. It is not a list of what every shipment needs. Which documents apply depends on the goods, the destination country’s rules, the customs procedures at both ends, the payment method and the sales contract. Always confirm the list for your order with your supplier, your customs broker and, for regulated products, the authorities or advisers in your market.

Commercial documents

• Proforma invoice. A preliminary invoice issued before shipment, often used to confirm the order, arrange payment or apply for an import permit.
• Commercial invoice. The seller’s invoice for the goods shipped: description, quantity, value, currency and the agreed delivery term. Customs authorities use it, together with the product classification, to assess the goods.
• Packing list. What is in each package: quantities, weights, dimensions and marks. It helps the carrier, customs and the receiver check the shipment.
• Sales contract or purchase order. The agreement behind the shipment. It is not always presented to customs, but it decides what the other documents must show.

Transport documents

• Bill of lading (sea freight). Issued by the carrier as a receipt for the goods and evidence of the contract of carriage. A negotiable bill of lading can also act as a document of title, which matters when payment is made through banks.
• Air waybill (air freight). The carrier’s receipt and contract of carriage for air shipments. Unlike a negotiable bill of lading, it is not a document of title.
• Road or rail consignment notes for land transport.

Customs and origin documents

• Export declaration. The exporter’s declaration to the customs authority of the exporting country. In India this is the shipping bill, filed electronically through the customs portal ICEGATE.
• Import declaration in the destination country, filed by or for the importer.
• Product classification (HS code). Not a document in itself, but most customs declarations classify goods under the Harmonized System maintained by the World Customs Organization. The classification affects duties and which rules apply.
• Certificate of origin. States where the goods originate. It may be required by the destination country or used to claim lower duties under a trade agreement; the type of certificate and the issuing body depend on the agreement and the destination.

Payment and insurance documents

• Insurance certificate or policy, where the delivery term or the contract requires cargo insurance (for example under CIF).
• Documents required by a letter of credit or documentary collection. When payment is made through banks, the credit or collection lists exactly which documents must be presented and how they must read.

Product-specific documents

Depending on the product and the market, a buyer may also ask for test reports, certificates of analysis, inspection certificates, conformity or registration documents, or other evidence. These relate to a specific product, batch, manufacturer or site, so they are confirmed for each order.

Pharmaceutical products are subject to specific regulatory requirements in both the exporting and importing countries. This article does not cover them; the documents for a pharmaceutical order are confirmed through Vencilla Pharma for the specific product and destination, and buyers should rely on their own regulatory advisers for their market.

How Vencilla handles documents

At Vencilla, the documents that apply to your product and market are confirmed for each enquiry before an offer is made, together with who issues them and what they cover. Nothing on this website is an offer, and no document or approval should be assumed unless it is confirmed in writing for your transaction.

Frequently asked questions

Is there a standard list of export documents for every shipment?
No. Some documents are common, but the list depends on the goods, the destination’s rules, the customs procedures, the payment method and the contract.

Who issues the certificate of origin?
It depends on the country and the trade agreement concerned. Ask your supplier which type applies to your destination and who will issue it.

Why do letters of credit cause document problems?
Because the bank checks the documents strictly against the credit’s terms. Agree the document list and wording with your supplier before the credit is issued.

Sources: Indian Customs electronic filing (icegate.gov.in); Central Board of Indirect Taxes and Customs (cbic.gov.in); World Customs Organization, Harmonized System (wcoomd.org); International Chamber of Commerce (iccwbo.org).