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Datamatrix – Documentation

Suite 702

DOCUMENTATION


Export Documentation Assistance

Common Export Documents

702.01 EXPORT DOCUMENTATION ASSISTANCE

Contact the following resources for assistance with country-specific documentation requirements:

702.02 COMMON EXPORT DOCUMENTS

The following documents are commonly used in exporting; but which of them are necessary in a particular transaction depends on the requirements of the U.S. government and the government of the importing country.

Shipper's Export Declaration (SED or form 7525-V)

The SED is available through the Government Printing Office and a number of other commercial outlets. It can be electronically filed using AESDirect .

A NAFTA Certificate of Origin

is needed for shipments to Mexico and Canada . This tool can help you through the process of filing this certification.

CE Mark requirements

must be met to market goods in the European Union. Once a manufacturer has earned a CE mark for its product, it may affix the CE Mark to its product, and then the product may be marketed throughout the EU without having to undergo further modifications in each EU member country.

Dual Use Export Controls and Licenses

most export transactions do not require specific approval from the U.S. Government. Licensing is required for "dual use" exports (commercial items which could have military applications), or exports to embargoed countries. Before shipping your product, make sure you understand the concept of dual use and the basic export control regulations.

Defense Trade Export Controls and Licenses

in the case of defense export transactions (defense articles such as munitions), any person or company who intends to export such an article must first obtain approval from the U.S. Department of State Directorate of Defense Trade Controls (DDTC) prior to the export. The appropriate license form must be submitted to the DDTC for the purpose of seeking approval. In most cases, in order for a license to be considered, you first must be registered with the DDTC.

Commercial invoice

a bill for the goods from the seller to the buyer. These invoices are often used by governments to determine the true value of goods when assessing customs duties. Governments that use the commercial invoice to control imports will often specify its form, content, number of copies, language to be used, and other characteristics (see figure 2 ).

Certificate of origin

The Certificate of Origin is only required by some countries. In many cases, a statement of origin printed on company letterhead will suffice. Special certificates are needed for countries with which the United States has special trade agreements, such as Mexico , Canada and Israel . More information about filling out these special certificates is available from the TIC .

Bill of lading

is a contract between the owner of the goods and the carrier (as with domestic shipments). For vessels, there are two types: a straight bill of lading which is non-negotiable and a negotiable or shipper's order bill of lading. The latter can be bought, sold, or traded while the goods are in transit. The customer usually needs an original as proof of ownership to take possession of the goods (see figure 3 for a Short Form Straight Bill of Lading and figure 8 for a Liner Bill of Lading).

Insurance certificate

is used to assure the consignee that insurance will cover the loss of or damage to the cargo during transit (see figure 9 ). These can be obtained from your freight forwarder .

Export packing list

considerably more detailed and informative than a standard domestic packing list, it itemizes the material in each individual package and indicates the type of package, such as a box, crate, drum, or carton. Both commercial stationers and freight forwarders carry packing list forms.

Import License

Import licenses are the responsibility of the importer. Including a copy with the rest of your documentation, however, can sometimes help avoid problems with customs in the destination country.

Consular invoice

Required in some countries, it describes the shipment of goods and shows information such as the consignor, consignee, and value of the shipment. If required, copies are available from the destination country's Embassy or Consulate in the U.S.

Air way bills

Air freight shipments are handled by air waybills, which can never be made in negotiable form (see figure 1 ).

Inspection certification

is required by some purchasers and countries in order to attest to the specifications of the goods shipped. This is usually performed by a third party and often obtained from independent testing organizations.

A dock receipt and a warehouse receipt

are used to transfer accountability when the export item is moved by the domestic carrier to the port of embarkation and left with the ship line for export.

A destination control statement

appears on the commercial invoice, and ocean or air waybill of lading to notify the carrier and all foreign parties that the item can be exported only to certain destinations.

SAMPLE FORMS:

Figure 1 - Sample Air Waybill

Figure 2 - Sample Commercial Invoice

Figure 3 - Sample Short Form Straight Bill of Lading

Figure 4 - Sample Certificate of Origin

Figure 5 - Sample Shipper's Export Declaration

Figure 6 - Sample Shipper's Letter of Instruction

Figure 7 - Sample Packing List

Figure 8 - Sample Liner Bill of Lading

Figure 9 - Sample Insurance Certificate

By permission of FirstGov “Basic Guide to Exporting”

AID TO TRADE
UNDERSTANDING TRADE
WHAT IS TRADE?
THE ORIGIN OF TRADE
THEORY OF INTERNATIONAL TRADE
ORGANIZATION OF TRADE
CURRENCY AND THE TRADING LANGUAGE
THE HISTORY OF CURRENCY
CURRENCY A UNIT OF EXCHANGE
THE LANGUAGE OF INTERNATIONAL TRADE
IMPORT / EXPORT TERMINOLOGY
TRADE ETHICS, TRENDS AND POLICIES
ETHICAL TRADING
RISKS AND REWARDS
ECONOMIC TRADE POLICIES
AGENCY FOR INTERNATIONAL DEVELOPMENT
GETTING STARTED
EXPORTING ? THE START
ASSESSING YOUR EXPORT POTENTIAL
PREPARING YOUR PRODUCT FOR EXPORT
PRICING, QUOTATIONS AND TERMS
MARKETING
MARKET RESEARCH
MARKET INFORMATION
MARKET ENTRY
THE MARKETING PLAN
STRATEGY, PORTS AND WAREHOUSES
EXPORT LICENCE
IMPORTING
AN EXPORT STRATEGY
SHIPPING
DOCUMENTATION, FOOD, DRUG AND ENVIRONMENT
DOCUMENTATION
BONDED WAREHOUSE
LEGAL CONSIDERATIONS
FOOD, DRUG & ENVIRONMENT
PAYMENT, CREDIT AND FINANCE PROGRAMS
METHODS OF PAYMENT
EXPORT CREDIT
EXPORT FINANCE PROGRAMS
EXPORT FINANCE PROTECTION
REPRESENTATION AND INTELLIGENCE
TRADE ASSISTANCE PROGRAMS
OFFSHORE REPRESENTATION
EXAMPLE FORMS
INTELLECTUAL PROPERTY
THE PENTHOUSE - INTERACTION
FINANCE
THE DIRECTORS CLUB
THE CONFERENCE ROOM
THE SITE?S BONUS FEATURES


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