Export Documentation
Common Export Documents
The following documents are commonly used in exporting, but specific requirements vary by destination and product. Additional information is provided by the U.S. Trade Information Center.
Shipper’s Export Declaration
The Shipper’s Export Declaration (SED or Form 7525-V) is used by the U.S. Census Bureau to compile trade statistics and to help prevent illegal exports. The Census Bureau website has an FAQ page, guidelines for the correct way to complete and SED, and a downloadable SED (Form 7525-V) and Continuation Sheet. The SED can be electronically filed using AESDirect.
The following facts can be used to determine whether or not the SED is needed for shipment:
- The SED must be filled out for any shipment valued at $2,500 or above (If the shipment is valued at over $2,500 but is made up of various commodities falling under several Schedule B numbers none of which is valued at $2,500 or higher, no SED is required.)
- The SED is required for any shipment to particular countries, such as Cuba, Libya, and North Korea, and for any shipment requiring a validated export license [see below or call the Trade Information Center 800-USA-TRAD(E) for more information].
- An SED is required for shipments to Puerto Rico, the U.S. Virgin Islands and the former Pacific Trust Territories even though they are not considered exports (unless each Schedule B item is under $2,500).
- Shipments to Canada do not require an SED unless an export license is required. (Shipments to third countries passing through Canada do need an SED.)
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 (see Sample).
Certificate of Origin
The Certificate of Origin is only required by some countries. In many cases, a statement of origin printed on company letterhead will suffice (see Sample of generic certificate ). Special certificates are needed for countries with which the United States has special trade agreements, such as Mexico, Canada and Israel (see more information on Free Trade Agreements). Additional information on Certificates of Origin is available from the U.S. Trade Information Center.
NAFTA Certificate of Origin
Instructions for filling out the NAFTA Certificate of Origin, downloadable form, and link to the NAFTA Certificate of Origin Interactive Tool.
Bill of Lading
A contract between the owner of the goods and the ocean 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 (see Sample Short Form Bill of Lading.
Air Waybills
Air freight shipments are handled by air waybills, the equivalent of the ocean-freight bill of lading, which can never be made in negotiable form (see Sample).
Insurance Certificates
Used to assure the consignee that insurance will cover the loss of or damage to the cargo during transit (see Sample). These can be obtained from your freight forwarder.
Packing List
Considerably more detailed and informative than a standard domestic packing list, it itemizes the material in each individual package and indicates the type of package, such as a box, crate, drum, or carton. Both commercial stationers and freight forwarders carry packing list forms (see Sample).
Dual Use Export Controls and Licenses
Licensing is required for "dual use" exports (commercial items which could have military applications), or exports to embargoed countries.
Defense Trade Export Controls and Licenses
In the case of defense export transactions (defense articles such as munitions), any person or company who intends to export such an article must first obtain approval from the U.S. Department of State Directorate of Defense Trade Controls (DDTC) prior to the export. The appropriate license form must be submitted to the DDTC for the purpose of seeking approval. In most cases, in order for a license to be considered, you first must be registered with the DDTC.
Import License
Import licenses are the responsibility of the importer. Including a copy with the rest of your documentation, however, can sometimes help avoid problems with customs in the destination country.
Consular Invoice
Required in some countries, it describes the shipment of goods and shows information such as the consignor, consignee, and value of the shipment. If required, copies are available from the destination country's Embassy or Consulate in the U.S.
FDA Export Certificates
Very often, foreign customers or foreign governments will request that U.S. exporters submit an export certificate when they ship FDA-regulated products such as: pharmaceutical drugs, medical devices, animal drugs and feed, foods, dietary supplements, cosmetics and infant formula.
Certificate of Inspection
Required by some purchasers and countries in order to attest to the specifications of the goods shipped. This is usually performed by a third party and often obtained from independent testing organizations.
Note: Shipments through the U.S. Postal Service usually do not require any of the above documents unless the shipment requires an export license or the value of the shipment exceeds $2500, in which case a Shipper's Export Declaration is required (see below). Otherwise, the Post Office has a short form that takes the place of the documents listed above.
ATA Carnet
An ATA Carnet (pronounced car-nay) is an official international customs document that simplifies taking temporary imports like commercial samples and professional equipment into other countries that are part of the carnet system.