Export documentation list

Introduction: The Gateway to Global Trade

• The Challenge: Exporting involves more than just logistics; it requires navigating a precise legal framework. Even a small error on one document can lead to massive delays, penalties, and detention charges at the port.

• The Solution: This guide breaks down the essential export documentation list your business needs to master. Globax Solutions ensures every piece of paper is correct, guaranteeing smooth sailing through Customs.

Category 1: Commercial & Financial Documents (The Core)

These documents deal with the transaction between the buyer and seller:

1. Commercial Invoice:

   • Purpose: The bill for the goods from the seller to the buyer. It’s used by Customs to determine the true value of the goods (for duty calculation).

   • Key Details: Must include the Incoterm (e.g., FOB, CIF), buyer/seller details, description of goods, quantity, and unit price.

2. Packing List:

   • Purpose: Provides details about the contents of each package/container.

   • Key Details: Must show the weight (net and gross), dimensions, and marking/numbering for each carton or container. It helps Customs locate specific items for inspection.

3. Proforma Invoice (Pre-Shipment):

   • Purpose: A preliminary invoice used to secure payment methods (like a Letter of Credit) or for the buyer to arrange financing before the Commercial Invoice is final.

Category 2: Transportation & Ownership Documents (The Logistics)

These documents are crucial for moving the cargo and confirming ownership:

4. Bill of Lading (B/L) or Air Waybill (AWB):

   • Purpose: The most critical document in shipping. It serves as: a) Receipt of goods, b) Contract of carriage, and c) Document of title (for B/L).

   • CHA Role: Your Customs House Agent (CHA) ensures the B/L/AWB details match the Customs documents perfectly.

5. Lorry Receipt / Transport Receipt:

   • Purpose: Receipt issued by the transport company when they pick up the cargo from your factory for inland movement to the port or airport.

Category 3: Regulatory & Customs Documents (The Compliance)

These are filed with government bodies and are often handled directly by your CHA:

6. Shipping Bill (for Sea) or Bill of Export (for Air):

   • Purpose: The main document filed with Customs. It is the formal application to export goods.

   • Key Details: Must include the HS Code, export value, and destination details. The issuance of the “Let Export Order” (LEO) on this document grants final clearance.

7. Certificate of Origin (CoO):

   • Purpose: Certifies the country where the goods were produced. Essential for the buyer to claim reduced duty benefits under Free Trade Agreements (FTAs).

   • Issuance: Issued by recognized bodies like the Chamber of Commerce or specific governmental agencies.

8. Insurance Certificate:

   • Purpose: Proof that the cargo is insured against loss or damage during transit, particularly required under CIF or CIP Incoterms.

Category 4: Specialised Documents

These are required only for specific products or destinations:

9. Fumigation Certificate:

   • Purpose: Required for wooden packing materials (pallets, boxes) to certify they have been treated (often according to ISPM-15 standards) to prevent pest infestation.

10. Inspection Certificate (e.g., Quality, Health, or Phytosanitary):

    • Purpose: Mandatory for certain regulated goods like food, agricultural products, chemicals, or pharmaceuticals, certifying they meet the destination country’s quality and health standards.

Conclusion: Let Globax Solutions Handle the Paperwork

• The Risk: Managing this list of documents internally is complex, time-consuming, and highly prone to error.

• The Globax Solution: By partnering with Globax Solutions, you get the benefit of integrated Freight Forwarding and CHA services. We manage the entire documentation flow—from the Commercial Invoice to the final Shipping Bill clearance—ensuring zero delays and 100% compliance.

• Call to Action (CTA): Stop worrying about paperwork and focus on sales. Contact Globax Solutions today for a seamless, compliant export process.