If you're shipping goods overseas, it's important to be aware of the different types of international documentation that you may need to use. This article covers the basics of the most common international documents.
Common international documents
There are many different documents that customs authorities can ask you to produce when you export goods. They vary greatly between country of export and import, and the nature of the goods. This list covers only the most common documents that you are likely to encounter:
Commercial invoice
Commercial invoices, sometimes also called customs invoices, detail the transaction between buyer and seller. They usually list the details of a sale, including the buyer, seller, quantity, product, price, and shipping terms. Commercial invoices are required by customs authorities in most countries.
You can produce a commercial invoice directly from your Shippit account, and send it digitally.
Packing list
Packing lists provide a detailed inventory of a shipment's contents, including quantities, weights, and dimensions. Required by customs authorities, and some carriers.
You can produce a packing list directly from your Shippit account, and send it digitally.
Dangerous goods declaration
Dangerous goods declarations list the details of hazardous materials being shipped. Dangerous goods declarations are required by customs authorities and air carriers.
You can produce a commercial invoice directly from your Shippit account, and send it digitally.
Certificate of origin
Certificate of origin is a document that certifies the country where the goods were produced. Required by customs authorities for calculating duties and taxes.
Material safety data sheet (MSDS)
Material safety data sheets (MSDSs) provide information about the chemical and physical properties and potential hazards of chemical substances. MSDSs are required by customs authorities and air carriers.
Drop ball test report
Drop ball test reports show that a package can withstand being dropped from a certain height. Drop ball test reports are required by some air carriers.
Survey report
A survey report is an independent assessment of the condition or quantity of goods. These are used for insurance claims or quality control.
Health permit
A health permit certifies that goods, particularly food or agricultural products, meet health and safety standards. These are required by customs authorities in importing countries.
FDA licence
The Food and Drug Administration in the United States provides an FDA licence which authorises the import regulated products like food, drugs, and medical devices. Required by US customs authorities.
Import permits
Import permits are granted by the country you are exporting goods to, allowing specific goods to enter. These are often required by customs authorities, especially for regulated or restricted items.
Sending electronic documents
You can usually send commercial invoices and dangerous goods declarations electronically, directly from your Shippit account. However, some customs authorities and air carriers require original paper copies of documents. It is important to check with the relevant authorities before you ship, so you know what they require, and can avoid any delays.
Best practices
Make sure that you check the specific requirements of the country you are shipping to before you ship, to avoid any unnecessary delays.
Check that your international documents are accurate and complete before you ship. That can include making sure you have accurate HS codes, product descriptions, prices, and country of manufacture information in your Shippit account. For more information about writing great product descriptions, see the product descriptions article.