What Are the Documents Required for Exporting?

In this article, we answer the “What are the documents required for exporting?” question, so you know which paperwork you should prepare.

Our list includes some basic export documentation such as commercial invoices, export license UK, certificates of origin in UK, and others. The information below will help you get your goods across the border, as well as with customs payments, and much more.

Export Documentation – Documents Required for International Trade

The types of transport documents in international trade provided in this article are some of the most common ones used for the service. To be certain about the documents you need for your specific case, it’s best to contact your local Chamber of Commerce in the UK.

Certificate of Origin UK

A certificate of origin UK is a document stating the production, manufacturing, and processing of a product. This paper may be required for some destinations at custom clearance.

The Chamber of Commerce in the UK can issue the certificate of origin UK.

Commercial Invoice

A commercial invoice is an important paper that informs the customs authorities, whether the products can be shipped inside or outside the country.

The commercial invoice also states whether there is a need for controls and helps the authorities determine taxes and duties.

All shipments must have their commercial invoice.

Packing List

You must provide a packing list to clear a consignment for new market entry. More importantly, this document lets the customs officers or border crossing officers know what products are in each carton that’s being sent overseas.

Export License UK

If you ship plants, medicines, animal goods, or firearms, you need to have an export license UK.

Most permanent shipments from England, Scotland, and Wales to any country outside the UK require an export license UK.

You can find more details about whether your case requires this license at GOV UK.

Local Regulations

Local regulations are an important part of the shipment process that are easy to overlook. Whenever you ship overseas, it’s crucial to get information on any special paperwork you may need to meet local regulations and laws. For example, some countries need documents proving that the products are acceptable according to local standards.

Dangerous Goods

If you transfer dangerous goods, you must accompany appropriate paperwork. A Dangerous Good Note (DGN) provides details about the package to carriers, forwarders, and receiving authorities.

This document is shipped together with the goods and can be used for all transport forms except for air. For air transfer, you should use the IATA Dangerous Good Declaration. There also needs to be a transport document that describes the dangers of the goods.

Insurance

Some customers may require insurance, and you may also need to insure your products before shipping. This is especially the case if you pass on the costs. Your customer or insurer can tell you what documents you should prepare.

Transport Documentation

Transport documentation is important because it lets the carrier know what they should do with the products that are being transferred. This paperwork also sets the responsibilities and ownership of the goods during the transport.

Some international transport documents are:

Export Regulations UK – Export Cargo Shipping Instruction

The export documentation is seldom complete without an export cargo shipping instruction. This is an instructional document that lets the freight forwarder know what goods they transport and how the products should reach their final destination.

Standard Shipping Note

A standard shipping note holds information about the goods and companies involved in the transport. This includes sending, receiving, and shipping. A standard shipping note must be used for shipping overseas.

Bill of Lading / Waybill

A bill of lading is a must-have document for shipping goods outside of the country by sea. A waybill is the equivalent of a bill of lading, but it’s used for air shipments.

These two documents also serve as receipts for the sent goods and prove that the shipping company has received the goods. Both documents travel together with the products and can serve as proof in case of litigation.

CIM Consignment Note

The CIM consignment note shares information about the transported goods. For dangerous goods shipments, there also needs to be a special declaration about their origin, dangerous type, and more.

Proof of Insurance

Insuring goods have been often a must for export, especially if you pass on the costs.

Payment Documentation

When you do the payment paperwork (including customs payments) correctly, you lower the chance of not receiving payment or having any issues with it.

Here are some commonly used payment documents for export.

Bank Collection

The Bank or documentary collections serve to prepare a bill of exchange. These documents state the amount of money that is due and when it is due.

The bank of the exporter will offer instructions to the buyer’s bank to release documents against payment or documents against acceptance. In the acceptance of a bill of exchange, the buyer agrees to pay the fees on a specific date.

A documentary collection is mainly used for sea shipments.

Letter of Credit

A letter of credit or documentary credit is proof that a bank guarantees to pay the exporter once they receive all the documentation. This often includes transport documents that show the goods have been dispatched.

Exporters must provide the paperwork within the time limit, and there should be no discrepancies.

Businesses that use this payment method should be familiar with the paperwork required and ensure it’s accurate. A letter of credit payment has been often problematic because it requires the exporter to provide very specific paperwork to receive compensation.

Don’t Refrain From Getting Help

Dealing with export documentation can be a long and overwhelming task. It’s crucial to cooperate with all involved parties to make sure the paperwork is right.

For example, an overseas customer can tell you what type of paperwork you need to arrange to pass customs in their country.

Also, for shipments to non-English speaking countries, it may be useful to translate the commercial documents into their local language.

Finally, asking freight forwarder services for help organising the transport and preparing the paperwork is always a good idea.

Types of Transport Documents in International Trade – Uncovered

Shipping goods abroad comes with its fair share of documents. Export documentation and export regulations UK can be overwhelming if you’re dealing with them for the first time. But now that you know what the documents required for international trade, you can start sorting things out. The Chamber of Commerce in the UK and freight forwarders such as GenX Freight will be your companions on this journey so that no document is left unprepared.