Required Documents for Exporting Goods
To export goods, it is essential to prepare and present a set of legal documents, each serving a specific purpose in confirming the identity, quality, and legal route of the goods. Below, we fully review the main documents required for export:
Commerce Card (Business Card)
The commerce card is the first and most crucial document for export. This card is issued by the Chamber of Commerce, Industries, Mines, and Agriculture, and authorizes its holder to legally conduct import and export activities. No individual or company can legally export goods without this card. It is usually valid for one year and must be renewed annually.
Sales Invoice (Invoice)
The sales invoice is a document that specifies the value of the goods in local or foreign currency and must include details such as the name and specifications of the seller and buyer, type of goods, quantity, unit price, total price, payment terms, and banking information. This document forms the basis for tax calculations, customs valuation, and clearance procedures.
Packing List
The packing list contains details of how the goods are packaged and is extremely important for exports 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, transportation companies, and foreign buyers be fully informed of the shipment’s exact contents.
Certificate of Origin
The certificate of origin is a document indicating the country where the goods were produced or processed. It is usually issued by the Chamber of Commerce and is a key document for many countries—especially in cases of preferential trade or tariff exemptions. Without this certificate, goods may be stopped at the customs of the destination country.
Health, Quarantine, Standard, and Quality Permits and Certificates
Depending on the type of goods, you may need certificates from various organizations such as the Standards Organization, Ministry of Health, Veterinary Organization, or Ministry of Agriculture. For example:
• Exporting agricultural products requires a quarantine certificate.
• Food and pharmaceuticals require permits from the Food and Drug Administration.
• Industrial products must have national or international standards.
Export Declaration
This document is registered in the customs system and contains detailed information about the goods, exporter, destination country, goods' value, method of transport, and buyer’s details. The export declaration is the official identification document for the goods during customs processes and must be completed with utmost accuracy.
Bill of Lading
The bill of lading is a document specifying how, by what means, and to where the goods are transported. It can be a sea waybill (B/L), air waybill (AWB), or road waybill (CMR). This document plays a vital role in ownership and delivery of goods, and is usually the basis for settlement between buyer and seller.
Cargo Insurance Policy
If the goods are insured, holding an insurance policy is mandatory. The policy must clearly specify the type of coverage, scope, insured value, and the insurer. This document becomes especially important in case of damage during transport.
Important Customs Considerations in the Export Process
After preparing the documents, the goods must be reviewed and approved by customs. Here are some points to consider; ignoring them can result in goods being stopped or even seized.
Correct Product Tariff Classification
Every product has an international code known as HS Code. This code specifies what type of goods they are, which regulations apply to them, and what permits are required. If the tariff code is incorrectly stated, customs can reject the declaration or impose hefty fines.
Valuation of Goods by Customs
Even if the exporter’s invoice states the price, customs can compare it with the export value database and, if discrepancies arise, adjust it or impose fines. Therefore, pricing should be accurate and in line with market practices.
Physical or Documentary Inspection
Depending on the type of goods and customs instructions, the goods may undergo a physical inspection. This inspection checks the consistency of the shipment’s contents with the documents. Any discrepancy can result in seizure or delays in clearance.
Final Customs Permits
Even if all documents are complete, goods cannot be exported without final customs approval. Some goods also require specific security or environmental permits, which are checked at this stage.
Process of Clearing Goods from Customs
Customs clearance means obtaining official permission from customs to take goods out of the country. This process also has its own specific steps that must be done carefully and according to the regulations:
Step 1: Declaration Registration
In the EPL custom system, the exporter or customs broker enters all product and document details. This system was developed for faster and online processing.
Step 2: Customs Review
After registration, customs experts review the documents. If there are any discrepancies or deficiencies, a notice is issued and corrections must be made. At this stage, physical inspection may also be performed.
Step 3: Issuance of Export License
After final approval, customs issues the export license. This license is the official document needed to take the goods out of the country.
Step 4: Loading and Exit of Goods
After receiving the export license, goods can be transferred to the relevant border and, under the supervision of customs officers, leave the country.
Practical Tips to Reduce Export Costs and Time
To increase efficiency in the export process, it is very effective to observe the following tips:
• Work with a specialist customs broker: Professionals with experience can foresee and resolve many issues.
• Carefully review the regulations of the destination country: Some countries have restrictions, and failing to comply will result in goods being returned.
• Accurate documentation: All documents must be in full agreement. Discrepancies, even a single digit or word, can create serious problems.
• Use valid international insurance: Risks such as theft, accidents, damage, or delays during export can only be covered by valid insurance policies.
• Choose the right shipping method: Depending on the type of goods, destination, and costs, the right mode of transportation (air, land, sea) is critical.
Conclusion
The process of exporting goods is a combination of technical, legal, customs, and logistics activities requiring precise planning and proper documentation. Successful exporters must be familiar not only with domestic documents and regulations but also with the requirements of destination countries. Using experienced legal consultants and customs brokers can prevent many issues and ensure that the export process is conducted reliably and profitably.
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