A Guide to Documents and Terms Used in Export Import Business

Sometimes the reason that the export and import business seem so difficult to many are because of the complexities related to various documents needed in international trade. Here is a simple guide to those who are often overwhelmed by trade jargon.

Export documents are required to comply with the import regulations of the country where you are shipping to. They are evidence of the manufacturing country and also secure your payment through a letter of credit. Some important ones are mentioned below:

Shipping Bill or Bill of Export is the main document required by the customs authority of a country for making the shipment possible. It is a kind of certificate that is issued by the shipping agent representing the ship’s owner, seller, buyer and other parties involved.
Customs Declaration form is prescribed by the universal postal union an international body. It is signed by the sender of goods.
Dispatch note by the exporter gives instruction to the postal department of the importing country to the action to be taken in the event the address is not found or the shipment is not accepted.
Commercial invoice is prepared by the exporter for the actual amount that the goods have been traded for.
Consular invoice is required by countries like Kenya, Tanzania, Mauritius, New Zealand, Fiji etc. and is signed by the counsel of the importing country which is located in the exporter’s country.
Customs invoice required by USA, Canada etc is a special form prepared by the importing country to import goods at a preferential rate.
Legalized Invoice is proof of the genuineness of the exporter before the embassy.
Certified Invoice proves the origin of a particular goods and the place of manufacturing and packing.
Packing list contains the details of goods being shipped.
A Manufacturer’s certificate may also be required sometimes in addition to the certificate of origin to confirm that manufacturing has been don

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