Export Documentation KEI World Trade Center of KY
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Transcript Export Documentation KEI World Trade Center of KY
Export Documentation
PRESENTED BY
DARREN SREBNICK
INTERNATIONAL TRADE SPECIALIST
WORLD TRADE CENTER KENTUCKY
Topics
Documentation
Commercial invoice
Bill of lading
Export Packing list
Export and license declaration
Certificate of origin
Certificate of free sale
Insurance certificate
Letter of credit
Other documentation
Best practices and resources
Commercial Invoice
Key accounting document describing commercial
transaction between buyer and seller
Identifies the buyer and seller, describes the goods sold
and all terms of sale (incoterms, payment terms, relevant
bank information, shipping details)
Often used by governments to determine the true value
of goods when assessing customs duties
Should be tied to purchase order
Consular invoice may be required for certain countries
Should include destination control statement should be
part of invoice
Bill of Lading
Contract between the owner of the goods and the carrier
Receipt for merchandise and contract to deliver
Straight (non-negotiable) vs. shipper’s order (negotiable)
Shipper's order bill of lading can be bought, sold, or
traded while the goods are in transit. The customer
usually needs an original as proof of ownership.
Provides most details regarding the shipment and its
transit from origin to destination
Master vs. house bill of lading
Export Packing List
Detailed breakdown of items in shipment
Individual net, legal, tare, and gross weights and
measurements for each package are provided
May include special marks for identification
Used by consignee to check that shipment is complete
Attached to outside of containers
Quantity of items on invoice must match quantity on
packing list
Sometimes used by customs authorities to look for
particular item in shipment
Export and license declaration
Formerly know as Shipper’s Export Declaration (SED)
Electronic Export Information (EEI) - must be electronically
filed via AES Direct
Used by Census to collect trade data on the products,
quantities, dollar value, volume and destinations of U.S.
exports
Internal Transaction Number (Sample: ITN
X20091110000001) is applied to key shipping documents
such as the Invoice, B/L
Required for U.S. exports valued $2,500 or more per
individual Schedule B Number (except Canada).
Export license is issued for individual transactions
determined by the product, country, end-use and the enduser.
Certificate of Origin
Issued by certifying authority attesting to country of
origin of goods
Certifying authorities are generally city and regional
chambers of commerce
Acts as key document to qualify for preferential
treatment
Some countries will accept generic certificate of
origin, but others (e.g. Mexico) require specific form
(NAFTA certificate of origin)
Certificate of free sale
Proves that goods offered for entry comply with
domestic requirements for selling in US
Very common requirement for agricultural,
medicinal, or cosmetic products
Depending upon purpose, may be issued by
chamber, World Trade Center or government entity
such as FDA
Insurance Certificate
Indicates the type and amount of insurance in force
on a particular shipment for loss or damage while in
transit
Sometimes referred to as marine insurance, but may
cover the entire voyage and other modes of transport
Letter of Credit
Risk mitigation tool
Issued by a bank committing to pay the
seller/exporter a stated amount of money on behalf
of the buyer/importer as long as the specific terms
and conditions are met.
Must meet exact conditions outlined on the letter of
credit
Errors on the L/C are the most costly and time
consuming for seller and buyer
Other documents
Shipper’s letter of instructions
Declaration of dangerous goods
Pre-shipment inspection
ATA Carnet
Dock Receipt and Warehouse Receipt
Fisheries certificate
Fumigation certificate
Halal certificate
ISPM 15 (Wood Packaging)
Phytosanitary certificate
Certificate of weight
Best practices
Verify documentary requirements through multiple
sources
Send documents in advance of shipment as a “trial
run”
Be careful of discrepancies between letter of credit
and other export documentation
Utilize knowledge of distributor for export
documentation purposes
Network with exporters who have extensive
experience