Shipping Documents Required for Import or Export

Shipping Documents Required for Import or Export
Whether you are importing or exporting, the shipping documents you provide to your forwarder are essential. Properly completing shipping documents will determine how quickly your shipment will reach its intended destination. Even if it seems strange to you - correctly completing the documents can affect the costs you pay.
Each country has its own legislation and it changes. Yes, very often the requirements for certain cargoes are uniform (for example, in most of the EU), there are also bilateral export/import agreements, but it is often a lot to cope with your obligations in obtaining documents. In this material, we will mention the main documents so that we can facilitate the process of preparing a shipment and give you guidance. And don't forget - you can always contact us.
The main mandatory shipping documents required for international imports and exports include a commercial invoice, packing list, bill of lading and customs declaration, but the specific set of documents can of course vary depending on the type of goods, destination and applicable regulations.
The commercial invoice is the most important shipping document in the shipping process. The invoice should detail who you are selling to or buying from. The invoice should also show the products in the transaction and their commercial value. The commercial value is the amount you are selling or buying the products for and will determine the duties and VAT in the country of import. You should also include your terms of purchase on the invoice. This will mean that all parties are clear about who is paying for which items of the shipment.
A packing list should usually be attached to your commercial invoice. The purpose of the packing list is to outline how your shipment is packaged and to indicate the weight and dimensions of each item/pallet/crate. The packing list is especially useful if your goods are being sent for inspection - a clear document indicating which products are packed where
Bill of Lading (for sea transport it is Bill of Lading, for air - Air Waybill). This document serves as a contract between the shipper and the carrier, a receipt for the goods received and a document of title (in some cases). It is essential for the release of the goods upon arrival.
Certificate of Origin - a declaration that details the country in which your goods were manufactured. This document is very important for applying tariff preferences and trade agreements. If the country of import or export has a free trade agreement, you can also avoid customs duties. The Bulgarian Chamber of Commerce and Industry issues such certificates. One more thing - have you paid customs duties on a product imported from a country with a free trade agreement? If so, you should know that in many countries you have certain deadlines, and not small ones, to claim discounts on your customs duties by using the certificate of origin. Your freight forwarder will be able to help you with this.
A Customs Declaration is an official form submitted to customs authorities, declaring details of goods to allow import or export. For Bulgaria and the EU, this is often the Single Administrative Document (SAD).
Depending on the requirements, you may also need to obtain:
Import/export licenses - for controlled or regulated goods such as weapons, chemicals, pharmaceuticals or some agricultural products.
Certificate of Insurance - proof that the goods are insured during transit, which may be a requirement under the terms of trade.
Proforma Invoice - a preliminary invoice used before the final sale, often the document used to obtain import permits or arrange financing.
It is very important before you take any action to first determine what class of products the product or products you are going to import or export are, because in many places around the world there are strict bans on certain products and substances, and for others specific additional declarations are required, based on the material from which the goods are made.
Also, do not miss the issuance of your EORI number. It is absolutely mandatory for all companies importing or exporting within the EU. Today, this is done very quickly, but do not leave it for the last minute.
Before you hand over the documents to your forwarder - make sure that the relevant information is filled in the same way everywhere. The data in your bill of lading, commercial invoice and all other documents must be the same. If they are not the same, customs will request more information and there may be problems with receiving the shipment.

See also:
The main activities of a freight forwarder with an international
When will my cargo be delivered
Door-to-door delivery

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*Excuse us if there is an inaccuracy in the translation - a common translator is used.