1. International Trade Specialist World Trade center Kentucky
Export Documentation
Presented by
Darren Srebnick
International Trade Specialist
World Trade center Kentucky

2. Topics Documentation Best practices and resources 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

3. 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

4. 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

5. 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

6. 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 X ) 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 end-user.

7. 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)

8. 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

9. 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

10. 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

11. 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

12. 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