Export and import documents are a collection of documents and papers related to the process of exporting goods from one country to another. These documents serve to ensure that the export-import process goes smoothly and on time, protect the interests of exporters and importers, and provide customs and government agencies with the necessary information about goods and trade transactions.
What are the export and import documents?
Commercial Contract
A commercial contract is a document that agrees on all rights and obligations of the parties involved. The mandatory contents of a commercial contract are:
- Quantity, quality of goods
- Price, payment method
- Time of delivery, location, method of contract implementation
- Rights and obligations of each parties
- Penalty for breach of contract
- Other conditions
Commercial Invoice
The commercial invoice is a payment document that the seller uses to request payment from the buyer and the customs uses to determine the value of the import. The basic contents of the commercial invoice are:
- Invoice number and date
- Name and address of the seller and the buyer
- Goods information: description, quantity, unit price, total
- Terms of delivery and payment
Packing List
The packing list is a list of the packages being shipped, used to check the goods at the import destination. The information on the packing list will help to determine the loading space, transportation and loading vehicles. In addition, in case the goods need to be checked, you will find which specific items are packed in which package. The basic information on the Packing list:
- Loading and unloading port, shipping number and vessel
- Number of packages, weight and volume of cargo
- Packing form of goods in each package
Bill of lading (B/L)
The bill of lading is a document that confirms the transportation from the port of departure to the port of destination, and is the basis for the carrier to be responsible to the shipper. The bill of lading has the following main information:
- Shipper, consignee, notify party
- Port of departure and port of destination
- Total number of packages, number of containers
Customs declaration
It is a document filed with the customs authorities at both the export and import ends. There are 3 basic types of declaration:
- Green channel declaration: No inspection of documents or goods
- Yellow channel declaration: Inspection of export and import documents, no inspection of goods
- Red channel declaration: Both inspection of export and import documents and inspection of actual goods.
Experiences in making export and import documents
- Identify the necessary documents: Identify the necessary documents for each specific order, into the destination market
- Implement registration procedures and apply for licenses, including: Export and import business license, production license, quality standard license, etc.
- Prepare the documents required by the destination country, such as: document templates, number of copies of documents, time-validity of documents, information in documents
- Check and verify the information of goods: about HS code; name and quantity of goods, value of goods, technical specification information and other information related to goods.
- Time and documents need to be emphasized: to avoid delays or loss of documents
- Language: language that meets the requirements of the host country, avoiding misleading languages and words
- Use the document support services of export and import service companies
To support units that are individuals, households, small units in international trade, MDCT Export and Import Company provides two-way export and import agency services. With a team of experienced and dedicated staff, we are confident to bring the best service experience to our customers, so that all export and import shipments can be easily and successfully carried out!
