Documents

 

Proper documentation is critical to a successful operation. The documents necessary for customs processing are:

Commercial invoice

This is an extremely important document. The exporter emits a commercial invoice, which includes all the details of the operation. The following  information  must be included on the commercial invoice:

  • Complete names and adresses of the exporter, importer, consignee and manufacturer (if one exists)
  • Form of payment
  • Sale conditions
  • Form of shipment
  • Complete description of the merchandise ( reference, code, label, model, manufacturing materials and others that may be necessary according to the specifics of the product)
  • Gross and net weights
  • Cubic content
  • Number of packages
  • Prices per unit: unit of charge be in pounds, feet, meters, items, etc. And the total freight and insurance that may be applied in the agreed currency (mentioned separately from FOB/FCA)
  • Agent, distributor or representative. In the event there is a representative, the complete address as well as percentage and type of commission paid must be included.
  • Number , date of emission and validity.
  • Date planned of shipment , and
  • Exporter’s signature.

Bill of Lading/Air Waybill

This Bill of Lading. is a widely accepted international contract in which the emitter/transporter or shipper declares receipt of the delivered merchandise and commits to transport it to the destination indicated.

This document is emitted in three original and negotiable forms and a limited number of non-negotiable copies, which are stamped or printed with the words, “non-negotiable copy”. All the clauses of the transport contract are included on the reverse side of the document.

The Bill of Lading must list:

  1. Identification data
    • order number
    • emitter
    • date (day/month/year) of emission
    • full name of the shipper
    • full name of the consignor or importer
  2. Merchandise data
    • nature
    • quantity, weight or other unit of measure, if it is the case
    • demarcations, signs on the package
    • freight clauses
  3. Payment information
    • freight prepaid = paid at the port of shipment
    • freight collect (payable at destination) = paid at the destination port