What Documents are Needed for Export & Import ?

Shipping documents are very important for the completion of a foreign trade. Without shipping documents an export shipment can not be moved. Various documents required at various stage of an export shipment.

The post Shipment documents are needed in importing country to clear and release the imported goods.

Here is the list of shipping documents:
1. Commercial invoice
2. Packing list
3. Shipping bill / Bill of export

4. Bill of lading
5. Certificate of origin
6. Inspection certificate (Certificate of weight & quality)
7. Certificate of conformity (COC)
8. Phytosanitary certificate
9. Fumigation certificate
10. Insurance certificate
11. Non GMO certificate
12. Bill of exchange

Now we will discuss about each documents in detail.

1. Commercial invoice:
Commercial invoice is a document issued by supplier/seller/exporter to buyer/importer which is used for custom clearance for both export & import, this is also used for calculating the customs duty. Commercial invoice contains the details of the cargo, value of the consignment, unit price, details of exporter & importer , payment & delivery terms etc.

2. Packing list:
Packing list is a document issued by supplier/seller/exporter to buyer/importer which often looks similar to the commercial invoice but the purpose of Packing list is different, it shows the details of the cargo, packing details, no of packages, net & gross weight etc.

3. Shipping bill / Bill of export:
Shipping bill/ bill of export/ export declaration is a document issued by customs to exporter at time of export clearance. Exporter's CHA submit all details associated to a export shipment in a specific format at customs website/ system, the same details in a printed format issued by custom's system after verification of all details which is called as shipping bill. One copy of Shipping bill is required by bank for payment processing and export realization.

4. Bill of lading:

Bill of lading is a carrier document, which is used as proof that the goods are handed over to the carrier (vessel), it's also a document of title which decides the owner of the goods at destination.

Once containers are arrived at destination importer/buyer needs to approach local office of liner or it's agent along with original Bill of lading (they also needs to pay local THC & BL issue charges) in order to issue Delivery order, once delivery order issued then only container seals can be broken. 

5. Certificate of origin:
Certificate of origin is a document which is used to certify that the goods are .

There is a separate article on Certificate of origin, please click the link for detailed information.

6. Inspection certificate (Certificate of weight & quality):
In order to monitor the quality and weight of the goods exporter or importer appoints an independent inspection agency. Inspection agencies draw the sample of goods before loading in container/vessel and they perform various tests, as per the test results they issue a certificate which shows all specifications, weight, packing details etc. That certificate is known as Inspection certificate or Certificate of weight & quality.
Some independent inspection agencies are: SGS, Bureau Veritas(BV), Cotecna, Control union, Intertek, NMCI

7. Certificate of conformity (CoC):
Certificate of conformity certify that the goods under a certain shipment are as per the required standard.

CoC is either a statutory requirement of importing country or it is a requirement of buyer.

There is a separate article on Certificate of conformity (CoC), please click the link for detailed information.

8. Phytosanitary certificate:
If you are exporting any plant product you need to take approval from government's plant & quarantine department.
Officer from PQ department will physically verify the goods, take sample, after testing if they found goods are eligible for export they will give approval and will issue a certificate which is known as Phytosanitary certificate. The same certificate has to be submitted at importing country along with remaining post Shipment documents for import clearance.

There is a separate article on Phytosanitary certificate please click the link for detailed information.

9. Fumigation certificate:
Fumigation is the process of spreading poisonous gas or tablet inside a closed surface in order to kill the pests.
In case of shipping the poisonous gas is spread inside a air tight container or bulk vessel and kept it for a certain period like 24 hours, 48 hours as per the requirement, after that time period degassing process is done in order to take out the poisonous gas from that container or vessel.
In some cases fumigant tablets are spread inside container or vessel.
Mostly used fumigants are:
MBR - Methyl Bromide
ALP - Aluminum Phosphide
After completion of fumigation process fumigation agencies issue one certificate to exporter, shipment details and fumigant doses are mentioned in the certificate, that certificate is known as fumigation certificate.

There is a separate article on Fumigation certificate please click the link for detailed information.

10. Insurance certificate:
In order to secure the cargo during transit exporter or importer has to buy transit insurance  policy from insurance companies which provide marine insurance. Transit insurance covers the risk of  damage or loss of cargo during transit. Exporter/importer needs to pay the premium and provide shipment details based on those details  Insurance certificate is issued by insurance company to exporter/importer. Now a days maximum insurance companies have their online portals where details can be filled and certificate can be generated online after log in to the portal.

In case of CIF exporter has to arrange the insurance
In case of CFR, FOB, EXW importer has to arrange the insurance.

11. Non GMO certificate:
Non GMO certificate is a document which certify that the product which is shipped or ready to be shipped is free from any types of "Genetically modified organism".
In some cases Non GMO certificates can be issued by the exporter, if importer or end customer doesn't accept exporter's declaration it can be issued from local public health organizations or inspections agencies like SGS in this case samples has to be drawn by concerned organization or the inspection agency, it will be tested in laboratories and then the certificate will be issued if everything found in order.

12. Bill of exchange:
Bill of exchange is a written instrument/ order (unconditional) from seller to buyer in order to pay certain amount to the buyer or to the order of a certain company/ person on a due date.