If you are serious about getting involved with import and export, one of the most importing things you will have to do is get familiar with the import export documents. A common saying is that importing and exporting has nothing to do with the goods, but everything to do with import and export documents. We can’t emphasize enough how important it is to have the correct paperwork.
We recommend that you at least become familiar about the process, but after that the great thing is that you can then hire someone to handle this for you.
From country to country the documentation required could differ slightly, but overall these forms are common in most:
Purchase order
The purchaser may need to show the order to his bank to organize a temporary loan or customs may want to see the paperwork to make sure everything is valid.
Letter of credit
A letter of credit basically says that the importer’s bank guarantees to pay provided all the papers stipulated in it are in order. This will ensure you get the money you are entitled.
Shipment Documents
You will need an airway bill if goods are moving by air, but more commonly you will use a bill of lading, and this will give proof that the products have been sent by the supplier.
Certificates of Origin
Trade tariffs, taxes, and even bans differ from one country to the next. So most countries will want to see a Certificate of Origin that was endorsed by the appropriate regulatory authority to ensure they know where the products are coming from.
Quality or Inspection Certificates
Buyers sometimes request an inspection of the goods prior to shipment. In these cases this form must be filled out and submitted accordingly.
Packing List
This is basically a list of all contents in your shipment.
Invoice
This is a pretty basic form, but make sure you don’t overlook that the fact usually needs to be invoiced in the currency of destination of the goods.
Remember that these are the basics, which you should be very familiar with, but when importing or exporting from a new country for the first time make sure you do your due diligence to see what forms are required.