Required Documents for Exporting Goods + Customs and Clearance Tips

Required Documents for Exporting Goods

To export goods, it is mandatory to prepare and submit a set of legal documents, each of which plays a specific role in verifying the authenticity, quality, and legal route of the goods. Below, we review the main documents required for export along with detailed explanations:

• Business Card (Commercial Card)  

  The business card is the first and most important document for export. This card is issued by the Chamber of Commerce, Industries, Mines, and Agriculture and allows the holder to legally engage in export and import activities. Without this card, no individual or company can officially export goods. The validity of this card is usually one year and must be renewed annually.

• Sales Invoice

  The sales invoice is a document that specifies the monetary or foreign value of the goods and must include information such as the name and details of the seller and buyer, type of goods, quantity, unit price, total price, payment terms, and banking information. This document is the basis for tax calculation, customs valuation, and clearance of goods.

• Packing List

  This list contains details of the packaging of the goods and is very important for export to other countries. Information such as the number of packages, net and gross weight of each package, dimensions, serial numbers, and identification numbers are included in this list. The packing list helps customs, transport companies, and foreign buyers to be aware of the exact contents of the shipment.

• Certificate of Origin

  The certificate of origin is a document that indicates in which country the goods were produced or processed. This certificate is usually issued by the Chamber of Commerce and is a key document for many countries (especially for preferential trade or tariff exemptions). Lack of this certificate may cause the goods to be withheld by the customs of the destination country.

Health, Quarantine, Standard, and Quality Certificates and Licenses

Depending on the type of goods, certificates may be required from various organizations such as the Standard Organization, Ministry of Health, Veterinary Office, or Ministry of Agriculture. For example:

• Export of agricultural products requires a quarantine certificate.
• Food and pharmaceutical products need permits from the Food and Drug Administration.
• Industrial products must have national or international standards.

Export Declaration

This document is registered on the customs platform and contains detailed information about the goods, exporter, destination country, value of the goods, shipping method, and buyer’s details. The export declaration is the official identity document of the goods during the customs process and must be completed accurately.

Bill of Lading

The bill of lading is a document that specifies how, by what means, and to where the goods are being shipped. The bill of lading may be maritime (B/L), air (AWB), or land (CMR). This document plays a crucial role in the ownership and delivery of goods and is usually the basis for settlement between the buyer and the seller.

Cargo Insurance Policy

If the goods are insured, an insurance policy is mandatory. The insurance document must clearly specify the type of coverage, scope, insured value, and the insurance company. This document becomes particularly important in the case of any damage during transit.

Important Customs Points in the Export Process

After preparing the documents, the goods must be inspected and approved by customs. Here are some tips: if they are not followed, the goods may be stopped or even seized.

• Correct Tariff Classification of Goods:

  Each product has an international code called an HS Code. This code specifies the type of goods, the applicable laws, and what licenses are required. If the tariff code is registered incorrectly, customs can reject the declaration or issue a heavy fine.

• Valuation of Goods by Customs:

  Even if the exporter’s invoice indicates the price, customs can compare the price with the export value database and, in case of discrepancy, correct it or impose a fine. Therefore, price evaluation must be precise and in line with market norms.

• Physical or Document Inspection:

  Depending on the type of goods and customs’ order, the shipment may be subject to a physical inspection. In this inspection, the contents of the shipment are checked against the documents. Any discrepancy may lead to seizure or delay in clearance.

• Final Customs Licenses:

  Even if all documents are prepared, goods cannot be exported without final customs approval. Some goods also require specific security or environmental licenses, which are checked at this stage.

Goods Clearance from Customs Process

Clearance means obtaining official permission from customs to take goods out of the country. This process has its specific stages, which must be followed carefully and according to regulations:

Stage One: Declaration Registration

On the EPL customs platform, the exporter or customs broker enters all the necessary goods details and documents. This system is designed for faster and online review.

Stage Two: Customs Review

After registration, customs experts review the documents. If any discrepancy or deficiency is found, a warning is issued and corrections must be made. At this stage, a physical inspection of goods may also be carried out.

Stage Three: Issuance of Export License

After final approval, customs issues the export license. This license is the official document for removing goods from the country.

Stage Four: Loading and Exit of Goods

After receiving the license, the goods can be transferred to the relevant border and, under the supervision of customs officers, leave the country.

Practical Tips to Reduce Export Time and Costs

Following the tips below is very effective to increase efficiency in the export process: 

• Work with an expert customs broker:  Professionals with experience can predict and resolve many problems.
  
  
• Carefully study destination country regulations: Some countries have restrictions that, if not met, will result in goods being returned.
  
  
• Accurate document matching: All documents must be perfectly compatible. Even a single digit or word mismatch can cause serious issues.
  
  
• Use a reputable international insurance policy: During export, there are risks such as theft, accident, damage, or delay that can only be covered by proper insurance.
  
  
• Choose the right shipping method: Depending on the type of goods, destination, and costs, selecting air, land, or sea transport is essential.

Conclusion

The export process of goods combines technical, legal, customs, and logistical activities, requiring precise planning and documented paperwork. Successful exporters must not only be familiar with domestic regulations and documents but also be fully informed about the requirements of destination countries. The use of legal consultants and experienced clearance agents can prevent many issues, ensuring the export process is safe and profitable.

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