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Your Export Plan :Transportation and Documentation continued

Published on 2/10/2017
For additional information  Click Here


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Creating Your Export Plan Section 5 Part 3


Transportation and Documentation




On the last post we looked at transporting your goods to your chosen destination and how the Freight Forwarder can make all of the necessary connections to make it all happen.

There are certain requirements that they have to meet before someone actually becomes a Freight Forwarder. They must obtain a FF number, insurance and a Surety Bond of 75 K. There are other candidates that you can use for your international needs, but be sure to check them out.

In this post we start out with the mode of transportation and documentation.

Mode of Transportation

In preparing your goods for international transport, you must first determine what mode of transport you will use.

  • If shipping to Mexico and Canada, land transportation may be the preferred method. (Or, depending on what you are shipping, you might find that air service to these countries makes the most sense for your business.)
  • Other methods of shipping internationally include sea and air transportation.

Maritime shipping is usually slower and less expensive than air freight. However, you must factor in the additional costs of sea freight, such as surface transportation to the dock. Another factor is the time value of money: payment may not be made until the ship reaches its destination—and ocean freight can take significantly longer than air freight.

Your international freight forwarder can assist in weighing the pros and cons of different modes of transportation. Once you have decided on the best option for transporting your goods, you must begin to compile the necessary documents.


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When transporting goods internationally, proper documentation and correct packaging are critical to the process. One of the main differences between selling domestically and exporting is the documentation that is required.

  • Providing proper documentation with your shipments is essential.
  • Although the paperwork involved in exporting may be more burdensome and costly than that required for domestic sales, it should not deter you. The benefits of exporting can far outweigh the increase in paperwork that the task demands.
  • Your service providers, including your freight forwarders and commercial shippers/the U.S. Postal Service can help you to ensure that you are creating proper documentation.

Most documentation is routine for freight forwarders and customs brokers, but as the exporter, you are ultimately responsible for the accuracy of all documents. The number and kind of documents you must deal with varies depending on the destination of the shipment. Because each country has different import regulations, you must be careful to provide all proper documentation


Image result for transportation and documentation on exporting goods

Documents Prepared Before the Shipment— At-A-Glance

  • Commercial Invoice/Consular Invoice
  • Export License
  • Shipper’s Export Declaration (SED)
  • Export Packing List
  • Certificate of Origin
  • Insurance Certificate
  • Inspection Certificate

Documents Prepared Before the Shipment

Commercial Invoice/Consular Invoice

After the pro forma invoice is accepted, you must prepare a commercial invoice. This is necessary for both you and your customer.

  • The description of the goods on the commercial invoice must correspond exactly to the description in the Letter of Credit or other method of payment. There can be no exceptions.
  • Your customer needs the commercial invoice, since it is often used by customs authorities to assess duties.

It is common practice to prepare a commercial invoice in both English and in the language of the country of destination. Your freight forwarder can advise you when a translated copy is necessary.

In some countries, the commercial invoice must be prepared on a special form known as a “customs invoice.” Your customer may request this of you.

Similar to a commercial invoice, a consular invoice is required by certain countries. It is used for customs clearance and other purposes, and must be prepared in the language of the destination country.

 It can be obtained from the consulate of the country to which you are exporting, and it often must be “consularized,” or authenticated/certified.

Consularization is most common in South America and the Middle East; requirements vary by country. The United Arab Emirates (UAE), for example, require that shipping documents be authenticated by the U.S. Department of State.

Next post: we start with the documentation of the export license


Thank you for stopping by!


You can download the full pdf.file here



Transportation and Documentation continued Part 6

Creating Your Export Plan Section 5 Part 5

Transportation and Documentation continued Section 5 Part 4

Your Export Plan :Transportation and Documentation Section 5 Part 2

Your Export Plan Section 5 Part 1

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