If you're shipping goods internationally, it's essential to make sure the correct paperwork is available - and prepared in plenty of time. Delays in shipping can be experienced when the paperwork is not correct, or worse, not prepared.
Shipments can be delayed, and shipments can even get halted because of incorrectly formatted customs documentation. WTA is focused on eliminating this problem by connecting international shippers with the correct documentation at the time of shipment.
We've got your back. At WTA, we have experts to help you ensure that your international shipments are completed as quickly and efficiently as possible by adequately preparing all the documentation required.
Our team will also be there for you during every shipment process, so your goods arrive in the destination country as expected.
We provide high-quality shipping services, including logistics and transport management, and customer service in all aspects for our customers. In addition, we try to offer convenient, safe and time-saving benefits to answer your various needs.
Here is a helpful guide to the documents that are relevant to global trade:
Proforma Invoices
A proforma invoice is needed to complete an export sale that involves another country. The proforma invoice details the buyer, seller, product, price, currency and delivery information.
Proforma invoices are used as an offer to sell goods by the exporter, typically in the case of an international sale. A proforma invoice is handy for high-value or large volume international sales when the buyer wants to use an invoice to import the goods into their country.
The Commercial Invoice
A commercial invoice is one of the most essential documents you'll need when your international export shipments arrive at their destination.
The commercial invoice is your complete and final record of all financial activities. In addition to the line item details, it includes all your valuable original exporting documentation, including a detailed description of the products, brands, quantities, prices in your local currency, and an itemized total.
A commercial invoice must include all transaction details such as shipping terms, payment methods, the name and address of the vendor, overcharges, discounts or credit given, and so on. It also needs to carry the official stamp of the vendor.
The Packing List
The packing list catalogues items in the shipment and includes the net weight and dimensions of the packages.
It also identifies any markings that appear on the freight and special instructions for ensuring safe delivery of the goods.
Country-Specific Certifications
In addition to the generic certificate of origin form, there are also country-specific certificates of origin.
The United States currently has signed 14 free trade agreements with 20 different countries in which U.S. goods are available for reduced or zero duty rates when imported into those countries.
If your product is made in any of the 20 countries in which the United States has a free trade agreement, using a country-specific certificate of origin will save you money on your next product shipment.
Some free trade agreements, the United States - Central America - Dominican Republic Free Trade Agreement (CAFTA-DR), cover multiple countries.
On July 1, 2020, the United States - Mexico - Canada Agreement (USMCA) replaced the NAFTA agreement between the three countries
Shipper's Letter of Instruction
A Shipper's Letter of Instruction, or SLI, is a document that the exporter fills out and provides to their freight forwarder. It covers information on the goods being shipped, carrier details, insurance, and essential shipment instructions.
The Shipper's Letter of Instruction is a cover memo that details the information needed for your freight forwarder to complete transporting your goods.
AES
AES is a web-based system operated by the U.S. Federal Government, Office of Foreign Assets Control (OFAC). AES makes it possible to file your export information directly to U.S. Customs and Border Protection (CBP) without using paper forms or mailing anything by express mail, saving you time and money.
An accurate, completed SLI (Shipper's Letter of instruction) is essential when filing for AES.
Bill of Lading
A bill of lading is a document included in all international shipments that states how the goods were received and who should receive them. The BOL details information about where the goods should be sent and who to, and by what means. It also gives instructions for the transportation carrier to use for the proper handling of the goods. Since the BOL is a crucial document, it's vital to understand its details before company shipments are sent out.
Inland Bill of Lading
An Inland Bill of Lading is often the first shipping document required for international shipping. The inland carrier can prepare it, or you can create it yourself. This contract of carriage between the exporter and shipper of goods explains where the goods are going. It also serves as the receipt that the goods have been accepted.
When to issue an Inland Bill of Lading? An Inland Bill of Lading is a legal shipping document that must be presented to a local carrier to ship your freight from one location in the USA to another. There are different types of Inland Bill of Lading forms, but the verification of the bill of lading form is most commonly used.
Ocean Bill of Lading
An Ocean Bill of Lading is a document issued by a carrier providing evidence of the sea's receipt and shipment of goods.
Ocean Bills of Lading must be handled with utmost care. We handle countless ocean bills of lading every day. Be sure to read the bill of lading lines carefully to avoid any potential confusion over ownership or financial responsibility for the goods.
Ocean Bills of Lading refer to a document that confirms goods have been loaded onto and secured on a vessel.
Airway Bill
Aircraft carriers require a particular type of contract to transport goods on board. These contracts are called Airway Bills, and they are not negotiable. Instead, they serve as a receipt for the goods being transported.
An Airway Bill is a document that attests to a shipment of goods by air. It is an essential document in the transportation of goods by air and protects shippers.
For all shipments of goods carried by commercial airlines, an Airway Bill is required.
Dangerous Goods Forms
Suppose your products are considered dangerous goods by either the International Air Transport Association (IATA) or the International Maritime Organization (IMO). In that case, you need to include the appropriate dangerous goods form with your shipment, shipped by someone who has been trained to handle hazardous goods shipping.
In addition to a few miscellaneous forms, you must provide an IATA/IATA- Dangerous Goods Declaration for any dangerous goods shipped by air and an IMDG/IMDG-Dangerous Goods Declaration for all hazardous goods shipped by sea. To complete these documents, the shipper must be trained in the handling of those goods. Also, if your company transports dangerous materials or chemicals, you may need to provide employees with chemical safety training.
The Need for a Bank Draft
A bank draft is an important part of the international sales process for transferring control of the exported goods from the seller in exchange for funds from the buyer. It is often called a documentary collection because the seller attaches various documents to a bank draft and a cover letter.
Purchase Orders
The purchase order is an official declaration from a buyer to the seller. It contains essential details about the order itself, including what is being purchased and who has placed the order.
Packing List
A packing list is a versatile and straightforward document that you may utilize for multiple purposes.
Your packing list is used to track and ship your items.
Letter of Credit
A Letter of Credit is issued by a creditworthy bank guaranteeing payment on goods sold from a seller to a buyer. If the buyer cannot complete the price, the bank pays the remaining amount to close the transaction.
International trade is complicated due to varying rules and regulations by country, so a Letter of Credit with its monetary guarantee is one of the most dependable forms of economic transaction.
Dock/Warehouse Receipt
A dock or warehouse receipt is a shipping document that proves a shipment of goods has been received by the international carrier and includes all the critical information about the shipment, including characteristics, size, dimensions, and weight.
Certificate of Origin
A certificate of origin is a document that provides the country of origin for goods that have been manufactured overseas. This document helps to distinguish products based on the record of their importation into your country.
Insurance Certificate
A Shipment Insurance Certificate is required when sending shipments abroad in compliance with various shipping companies' rules and regulations. To avoid penalties from the shipping companies, it is highly recommended that exporters check with their carriers for acceptable procedures on how to obtain the certificate.
Export Licence
An exporter's license (also referred to as an export license) is a document issued by the government that allows the exportation of certain goods, so it's crucial to verify whether an export license is required for a shipment.
As you can see - there is a lot to consider when shipping internationally. However, this is where our team is here to support you. Ensuring the process is as smooth as possible for you and that your shipment is delivered in a timely, safe manner.
If you still have questions - that is ok; we have a range of additional articles that will help better understand the shipping process:
