A Primer on Import and Export Documents
 

A Primer on Import and Export Documents
It is crucial that your documents are in order when you are exporting goods to a buyer or importing goods from a seller. This article provides a glossary of documents that you may need.
Documents required for an international sale can vary significantly from transaction to transaction, depending on the destination and the product being shipped. At a minimum, there will be two documents: the invoice and the transport document. The buyer will usually provide the seller with a list of documents needed to get the goods into his country as expeditiously and inexpensively as possible.
Bill of Exchange/Draft
If the transaction will be paid by letter of credit (L/C) or documentary collection (DC), a bill of exchange or draft is required. This document is a demand for payment drawn by the seller on the payee. The payee specified on a letter of credit draft is almost always a bank. For a documentary collection the payee is the buyer.
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.
Certificate of Origin
A signed statement certifying the country of origin of the goods being sold is sometimes required by regulation in the buyer's country. This document may be as simple as a certificate signed by the seller. Certain countries may require it to be issued by a third party such as a Chamber of Commerce, or be notarised, legalised, or visaed by their Embassy or Consulate.
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.

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