Learn Export Import Business
Common Export Documents
The following documents are commonly used in exporting, but specific
requirements vary by destination and product. For assistance with
country-specific documentation requirements, please contact the Trade
Information Center at 1-800-USA-TRADE.
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1. Shipper’s Export Declaration
The SED is the most common of all export documents. It can be electronically
filed using the AEDDirect online system.
SED:
Shipper's Export Declaration (SED or form 7525-V)
Filling out the Shipper's Export Declaration
The Shipper's Export Declaration (SED or Form 7525-V) is used by the U.S.
Census Bureau to compile trade statistics and to help prevent illegal
exports.
The SED and instructions on how to fill it out are available from a variety
of sources including the U.S. Government Printing Office (202-512-0000) and
the U.S. Census Bureau's home page.
Do I Need to Submit an SED for My Shipment?
The following facts can be used to determine whether or not the SED is
needed for shipment:
The SED must be filled out for any shipment valued at $2,500 or above (If
the shipment is valued at over $2,500 but is made up of various commodities
falling under several Schedule B numbers none of which is valued at $2,500
or higher, no SED is required.)
The SED is required for any shipment to particular countries, such as Cuba,
Libya, and North Korea, and for any shipment requiring a validated export
license [call the Trade Information Center 800-USA-TRAD(E) for more
information].
An SED is required for shipments to Puerto Rico, the U.S. Virgin Islands and
the former Pacific Trust Territories even though they are not considered
exports (unless each Schedule B item is under $2,500).
Shipments to Canada do not require an SED. (Shipments to third countries
passing through Canada do need an SED.)
I need a SED. How do I fill it out?
Once determined that a SED is required, exporters should be aware of the
following when completing the form:
Schedule B numbers or HTS numbers (item 22 on the SED) - HTS numbers are
available at on the Census website or by calling the Census Bureau at
301-763-3047.
Validated License No./General License Symbol (item 27) - First determine
whether or not a license is needed, contact the Bureau of Industry and
Security (202-482-4811). In most cases, an export license will not be
required, but it is the legal obligation of the exporter to seek an official
determination. The Bureau of Industry and Security web site has more
information or you can contact your local Export Assistance Center. If the
determination has been made that the specific product going to the specified
end user does not require a validated export license, then enter NLR (No
License Required) in block 21.
ECCN—Export Control Classification Number (item 28) Exporters are required
to enter an ECCN on the SED if the product requires a validated license. For
products that you do not have this requirement—as determined by the Bureau
of Industry and Security—enter EAR 99..
2. Commercial invoice
A bill for the goods from the seller to the buyer. These invoices are often
used by governments to determine the true value of goods when assessing
customs duties. Governments that use the commercial invoice to control
imports will often specify its form, content, number of copies, language to
be used, and other characteristics.
3. Certificate of Origin
The Certificate of Origin is only required by some countries. In many cases,
a statement of origin printed on company letterhead will suffice. Special
certificates are needed for countries with which the United States has
special trade agreements, such as Mexico, Canada and Israel (see more
information on Free Trade Agreements).
Download Certificate of Origin FORM from the link below:
http://www.export.gov/static/cert_of_origin_generic.pdf
4. Bill of Lading
A contract between the owner of the goods and the carrier (as with domestic
shipments). For vessels, there are two types: a straight bill of lading
which is non-negotiable and a negotiable or shipper's order bill of lading.
The latter can be bought, sold, or traded while the goods are in transit.
The customer usually needs an original as proof of ownership to take
possession of the goods .
5. Temporary Import Certificate / ATA CARNET
An ATA Carnet* (a. k. a. "Merchandise Passport") is a document that
facilitates the temporary importation of products into foreign countries by
eliminating tariffs and value-added taxes (VAT) or the posting of a security
deposit normally required at the time of importation.
6. Insurance certificate
Used to assure the consignee that insurance will cover the loss of or damage
to the cargo during transit . These can be obtained from your freight
forwarder*
What is a Freight Forwarder?
An international freight forwarder is an agent for the exporter in moving
cargo to an overseas destination. These agents are familiar with the import
rules and regulations of foreign countries, the export regulations of the
U.S. government, the methods of shipping, and the documents related to
foreign trade. Export freight forwarders are licensed by the International
Air Transport Association (IATA) to handle air freight and the Federal
Maritime Commission to handle ocean freight.
Freight forwarders assist exporters in preparing price quotations by
advising on freight costs, port charges, consular fees, costs of special
documentation, insurance costs, and their handling fees. They recommend the
packing methods that will protect the merchandise during transit or can
arrange to have the merchandise packed at the port or containerized. If the
exporter prefers, freight forwarders can reserve the necessary space on a
vessel, aircraft, train, or truck. The cost for their services is a
legitimate export cost that should be included in the price charged to the
customer (see Chapter 11 of the Basic Guide to Exporting for pricing
information.).
Once the order is ready for shipment, freight forwarders should be review
all documents to ensure that everything is in order. This is of particular
importance with letter of credit payment terms. They may also prepare the
bill of lading and any special required documentation. After shipment, they
can route the documents to the seller, the buyer, or to a paying bank.
Freight forwarders can also make arrangements with customs brokers overseas
to ensure that the goods comply with customs export documentation
regulations. A customs broker is an individual or company that is licensed
to transact customs business on behalf of others. Customs business is
limited to those activities involving transactions related to the entry and
admissibility of merchandise; its classification and valuation; the payment
of duties, taxes, or other charges assessed or collected; or the refund,
rebate, or drawback thereof.
7. Export Packing List
Considerably more detailed and informative than a standard domestic packing
list, it itemizes the material in each individual package and indicates the
type of package, such as a box, crate, drum, or carton. Both commercial
stationers and freight forwarders carry packing list forms.
8. Import License
Import licenses are the responsibility of the importer. Including a copy
with the rest of your documentation, however, can sometimes help avoid
problems with customs in the destination country.
9. Consular Invoice
Required in some countries, it describes the shipment of goods and shows
information such as the consignor, consignee, and value of the shipment.
10. Air Way Bills
Air freight shipments are handled by air waybills, which can never be made
in negotiable form
11. Inspection Certification
Required by some purchasers and countries in order to attest to the
specifications of the goods shipped. This is usually performed by a third
party and often obtained from independent testing organizations.
12. Dock Receipt and Warehouse Receipt
Used to transfer accountability when the export item is moved by the
domestic carrier to the port of embarkation and left with the ship line for
export.
13. Destination Control Statement
Appears on the commercial invoice, and ocean or air waybill of lading to
notify the carrier and all foreign parties that the item can be exported
only to certain destinations.
Source: http://www.export.gov/logistics/
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