Ask Your Logistics Experts… What documents do I need to export cargo from the United States?

Q: What documents do I need to export cargo from the United States?

A: All exports from the United States require the support of some kind of documentation. The three factors in determining what documentation is needed are: the type of goods being exported, the destination, and the mode of transportation by which the goods are shipped. Certain documents are required for all exports, regardless of what is being shipped and where it is going. In addition, there are some documents specifically required, depending on the cargo or its destination.  

Export documentation required for all shipments, regardless of cargo type or destination:
•    Commercial invoice
o    Generally provided by the shipper, this is a bill for the goods from the seller to the buyer. It is also used to represent the value of the materials being exported.  The document must show specific data elements, such as purchase order quantity, value, country of origin, etc.
•    Packing list
o    Provided by the shipper, it details the items being shipped, including description, quantity, weight, dimensions, etc. It also lists the buyer, seller, and invoice number, or any other reference numbers pertaining to the shipment. 
•    Shipper’s Letter of Instructions (SLI)
o    This is a document issued by the exporter to the freight forwarder instructing how and where to ship the goods. It also includes specific information pertaining to the classification of the goods and whether or not they require further documentation or licenses.
•    Electronic Export Information (EEI)
o    An EEI is required for all U.S. exports over $2,500 in value, with few exceptions, or for any exports requiring a license, regardless of value. The EEI utilizes the information from the SLI to file the export through the Automated Export System (AES). 

Transportation documents depending on mode of transport
•    Bill of lading (BOL)
o    This document is used for ground transportation; it is a non-negotiable contract of carriage covering the transport of cargo from one point to another.
•    Air waybill (AWB)
o    An air waybill is required for all airfreight shipments. It is a non-negotiable contract of carriage covering the transport of goods from one airport to another. There are two types of air waybills:
•    Master AWB – contract between the shipper and the airline
•    House AWB – contract between the shipper and the designated freight forwarder. There are often multiple HAWB under one MAWB.
•    Ocean Bill of Lading (B/L)
o    The ocean bill of lading is a contract between the owner of the goods and the carrier, covering transport from port to port. This one is a negotiable document.  Similarly to the AWB, you can see two types of B/L’s:
•    Master B/L – contract between the forwarder and the carrier
•    House B/L – contract between the shipper and the forwarder

Other specific export documentation depending on cargo specifics and country of destination

The destination of a shipment and the material it contains determines what specific documents will be required for that export. Some destination countries may require a specific form or license be obtained before the shipment can clear customs. For example:
•    Certificate of Origin
o    Some countries require a certificate of origin for all goods or only certain goods. This document is typically provided by the exporter or their agent and states the particular country in which the goods were manufactured. 
o    Special certificates may be required for countries with which the U.S. has a free trade agreement, e.g., a NAFTA certificate of origin.
•    Export License
o    An export license authorizes the shipment of specific items to a specific destination. Some countries may require this for all exports while others only under special circumstances. 
     Most exports do not require an export license and are determined as ‘NLR’ or ‘no license required’. 
•    Dangerous Goods Declaration
o    Any time a shipment contains hazardous materials it is required to have a declaration of dangerous goods:
    Air shipments require a Shipper’s Declaration for Dangerous Goods. The completion and accuracy of this document is the responsibility of the shipper.
    Ocean exports require the International Maritime Dangerous Goods declaration form.

This list only outlines a few of the most commonly required documents used in exporting from the United States. These requirements are usually set forth by either government agencies (e.g., Customs and Border Patrol, Bureau of Industry, Security or Customs Bureau) or by non-governmental organizations (e.g., International Air Transport Association, International Maritime Organization). It is imperative not only to present the required documents, but also to ensure the contents are accurate and comply with regulations.  Regardless of what is being exported, documentation is always required to ensure goods reach their final destination in a timely and proper manner.  Contributor: Lauren Mayher, Allyn Logistics Specialist, Ft. Myers, FL.

We have over 20 years of experience helping customers with transportation management and compliance. Contact us at:  AllynLogisticsConsulting@allynintl.com