The 7 Essential Export Documents for International Shipments

When Are Documents Needed for Exports?  

Customs documents are necessary when the shipment is subject to customs clearance, particularly when destined for a country outside the European Union. International shipments are governed by diverse regulations beyond the EU borders. 

Purpose of Customs Documents

When shipping internationally, the prepared documents undergo scrutiny by customs. This public entity evaluates the customs documentation accompanying the goods to regulate the entry, especially for goods subject to restrictions. 

Role of Customs

Customs plays a vital role in regulating incoming goods, particularly those subject to restrictions. As regulations vary from country to country, understanding destination-specific rules is essential to correctly prepare the required customs documents. Consider partnering with a DVA Express consultant to navigate international regulations efficiently. 

7 Essential Customs Documents for Exports

Before delving into specifics, let’s categorize mandatory documents for all exports and those required based on transaction type, shipped goods, and destination country. 

Mandatory Customs Documents

1. Bill of Lading: Air, Sea, or Road, depending on chosen transport). 
2. Commercial Invoice (for product sales) or Proforma Invoice (for private gifts or samples). 
3. Certificate of Free Export: required by non-EU countries, attesting to the free circulation of goods from a European country. 

Other Customs Documents: 

1. Certificate of Origin: attests to the origin and traceability of goods; accompanies exported products if expressly requested by the importer. 
2. EUR1: certifies goods’ EU origin and production; issued upon request for shipments to specific countries, facilitating customs clearance and reducing duties. 
3. Transport Document: issued by the seller, detailing invoice number, package count, description, and container details if applicable. 
4. Insurance Certificate: certifies conditions and clauses of the insurance contract for that specific shipment. 

Where to Obtain These Documents

Documents like the Delivery Note (Transport Document) and the Commercial Invoice are produced directly by the exporting company. Certificates of Origin and EUR1 are issued by the local Chamber of Commerce. The Bill of Lading and Certificate of Free Export are issued by the carrier, in this case, by DVA Express.

DVA provides the expertise of IATA-certified specialists for the preparation of your international shipment’s customs documentation. 

Need Assistance? If you require guidance in preparing customs documents for your exports and imports, DVA Express not only offers IATA professionals but also leverages its two-decade-long logistical expertise.