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ROADMAP TEMPLATE – PREPARING TO EXPORT HOW TO COMPLETE EXPORT PAPERWORK

 

1. COMMERCIAL INVOICE – what to include:

Consignor (seller) and Consignee (buyer) name, address, contact name, e-mail, and phone number

Order number / Job number

Incoterms of Sale

EORI number of consignor (seller)

Payment terms (e.g., immediate, 30 days from month end)

Mode of Transport (air, road, or sea)

Availability date of goods

Freight Forwarder name

Description of the goods, quantity shipped, how much each individual item is worth and the total amount

Currency used

Freight charges (determined by Incoterm)

Goods in transit insurance (determined by Incoterm)

Specific cargo or handling requirement (e.g., tail-lift vehicle required, air-ride suspension vehicle, keep upright, protect from frost, handle with care)

Export License number (if required)

Commodity code(s)

Country of manufacture (origin of the goods)

 

Declaration Statement - example below:

The exporter of the products covered by this invoice declares that, (except where otherwise clearly indicated), these products are of (ADD COUNTRY OF MANUFACTURE HERE) preferential origin.

I/we hereby certify that the information on this invoice is true and correct and the contents of this shipment are as stated above.

Name, position in exporting company, company stamp, signature

 

2. PACKING LIST – what to include:

Number of cartons, pallets, boxes etc.

Quantity of goods in each of the above

Weight (net and gross) and dimensions of each of the above

Total net & gross weight

Total cubic meters

 

3. BILL OF LADING

Original – is a contract of carriage and document of title.  The original allows you to negotiate the title of the goods (ownership).  Originals are sent to the shipping line/freight forwarder or surrendered/telex released on presentation of the originals (usually overseas).

Seaway Bill – Express Release Bill of Lading is non-negotiable

 

4. AIRWAY BILL (AWB) is a contract of carriage

Master Airway Bill – MAWB is usually between the overseas and receiving freight forwarder

House Airway Bill – HAWB is usually between the consignor (seller) and consignee (buyer)

 

5. EUR1

Used for orders to the EU.  It’s a preference certificate for export and import.

 

6. GSP – GENERALISED SYSTEM OF PREFERENCE

Allows goods to be imported duty free or at a reduced rate from developing nations.  It’s an economic agreement to boost trade with poorer countries and support their economies. 

 

7. CERTIFICATE OF ORIGIN

Provides origin to allow acceptance at destination and proves origin of the goods but no preferential rate of duty is given. 

 

8. OTHER DOCUMENTATION (if required):

Country specific document’s (e.g., Asbestos declaration, Quarantine declaration)

Wooden packaging must conform to ISPM 15 heat treated regulations

Export license

Goods in transit insurance certificate

Dangerous Goods Note / MSDS Material Safety Data Sheet (technical information of the hazardous material)

Test certificates / Analysis certificates

Letter of Credit

ATA Carnet

 

January 2024 E&OE

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