Documents Used in Exporting

7/28/2019 Documents Used in Exporting

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The official forms and other paperwork required totransport exported goods and clear customs.

Quotationorpro forma invoice: issuedonrequest by potential customers to advise a

potential buyer about the price and descriptionof the exporters product or service.

Commercial invoice: actual demand for paymentissued by the exporter when a sale is concluded.

Packing list: indicates exact contents of ashipment, particularly when there are manygoods


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Health certificate document issued whenagricultural products are being exported tocertify that they comply with the relevantlegislation in the exporters country.

It certifies that the product was in goodcondition at the time of inspection

Quality certificate- confirms that thedescription of the cargo is as found on theBill of Lading


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Bill of lading: basic contract between exporter andshipper. Authorizes the shipping company totransport the goods to the buyers destination.

Shipper's export declaration: lists the contactinformation of the exporter and the buyer, full

description, declared value, and destination of theproducts being shipped. Used by governments tocollect statistics.

Certificate of origin: the "birth certificate" of thegoods being shipped, indicating the country wherethe product originated.

Insurance certificate: protects the exported goodsagainst damage, loss, pilferage (theft) and, in somecases, delay.


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Freight forwarder= a person or company which is involvedin the processing and/or movement of goods on behalf ofanother company or person which crosses internationalboundaries

Activities: To provide a range of independent services such as

packing, warehousing, port agency, customs clearance To provide a range of advice on all the areas relative to the

international consignment distribution To act as shipper agent processing transport/shipping

space on behalf of his principal/shipper and executing hisinstructions

To act as a principal, as a multimodal transport operatorconveying the goods from A to B and involving usuallyseveral carriers.


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1. dealing with unfamiliar overseas market andselling under DDP terms

2.exporter is a small firm and needs toconcentrate on marketing product overseas

3. freight forwarder can obtain more favorable

freight rates especially for groupage shipments Having an in house shipping department

depends on: - the volume of overseas business - number of markets and degree of similarity - availability of suitable qualified staff - pattern of business and degree of seasonal

variation


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When faced with the decision of selecting a mode oftransportation, the exporter has five basic types available fromwhich to choose, depending upon the geographical proximity ofthe countries of export and import: ocean, air, rail, truck andinland water. The choice between available methods oftransportation is usually determined by a combination of cost,time and security.

Ocean transportation is the most dominant mode of internationaltransportation and air transport is the fastest growing. Oceantransportation is widely used because it is a relatively low-costway to transport goods and it can easily handle large shipments.

Exporters may send small shipments by international parcel post,air parcel post or air courier service rather than pay the higher

minimum bill of lading charges for ocean freight or airshipments. Most large shipment of goods are sent by sea and charged on a

per-container basis, with a maximum weight allowed percontainer.


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Internet technology may make things easier forshippers of smaller shipments. For example, there isa website in the US- www.intershipper.com thatoffers a service for helping US exporter comparerates among eight carriers. The site also helps choosethe best rate, call for a package pickup or locate adrop-off location, track shipments automatically, ornotify the exporter or the recipient when the packageis delivered or if it is delayed. This service is free.

Transportation insurance Marine insurance- protection from the risk of loss or

damage to goods during their physical movementfrom seller to buyer. When a CIF price is quoted to a buyer the exporter

must furnish marine insurance.
http://www.intershipper.com/http://www.intershipper.com/http://www.intershipper.com/


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1. expenses linked to the ship 2. method of payment and currency used

3.level of insurance

4. type of goods

5. distance

6. classification of the ship

7. transit fees

8.fuel price 9. distance between the ship and the loading port

10. the social-political situation from the area