Import / Export Workbench - Export Checklist

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THIS PAGE WAS LAST UPDATED ON: 11 SEPTEMBER 2007
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COLOR CODE FOR EXPORT DOCUMENTS
Green – shipping documents to be sent to buyer Orange – documents for U.S. internal control/use

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IMPORT EXPORT WORKBENCH - EXPORT CHECKLIST

RECEIPT OF ORDER

OBTAIN EXPORT LICENSE
(If Required)

PROCESS AND FORWARD ORDER TO
PRODUCTION

PREPARE & SEND PRO FORMA INVOICE TO
BUYER

OBTAIN COPY OF LETTER OF CREDIT
(issued by buyer's bankers, where applicable)

RESERVE SPACE ON AIRLINE AND/OR BOOK
CONTAINER(S) ON SHIPPING VESSEL(S)

WHEN GOODS ARE READY FOR SHIPMENT
Inspection and Fumigation Certificates –
If requested by buyer, arrange for quality
inspection of goods and/or fumigation by
certified companies. Be sure to obtain number
of copies requested by buyer plus copies
needed for your business records. Check
documents for accuracy.
Packing List – Prepare Packing List from
information obtained from your packing team.
Accuracy is paramount to avoid future claims
from buyer.
Shipper’s Export Declaration (SED) –
This document is for US control only. Electronic
filing using the Automated Export System (AES)
facilitates the export process.

ARRANGE INLAND TRANSPORT TO
AIRPORT/PORT
Insurance Certificate – Issued by a transport
insurance company of your choice to cover
movement of goods from your factory to
destination. Some buyers take care of their
insurance coverage, usually from delivery on-
board to their premises. Be sure to obtain the
number of copies requested by buyer plus
copies needed for your business records.
Check for accuracy.
Cargo Receipt – Issued by inland transport
company for your records.
Dock Receipt – Prepared by your freight
forwarder for presentation at airport/port
terminal. Signed copy received by inland carrier
upon delivery of goods.

OTHER SHIPPING DOCUMENTS
Commercial Invoice – Prepare number of
copies requested by buyer plus copies needed
for your business records. Remember to add
Destination Control Statement for shipments
under an export license plus the export license
number.
Air Waybill – Issued by airline. Separate correct
copies for buyer and your records.
Ocean Bill of Lading – Issued by ocean carrier.
Separate correct copies for buyer and for your
records.
Certificate of Origin – Prepared in-house or by
your freight forwarder, if requested by buyer. To
be notarized and attested by your local Chamber
of Commerce.
NAFTA Certificate of Origin – Only required for
products, exported to Canada or Mexico, covered
under the preferred tariff treatment. Prepared in-
house or by your freight forwarder. To be signed
and dated by you, the producer of the goods.

PRESENTATION OF ORIGINAL DOCUMENTS TO
BANKERS
Original documents to be presented to your
bankers for remittance to buyer’s bankers in
accordance with Letter of Credit or other
payment terms.

TRANSMIT SHIPPING ADVICE

FILE SHIPPING DOCUMENTS

TRACK SHIPMENT

CONFIRMATION OF RECEIPT OF GOODS

RECEIPT OF PAYMENT

Process order immediately and
pass to production.

On-line application with the
Simplified Network Application
Process (SNAP) is fast and
simple.

Export and production
personnel must be in close
contact.

Send to buyer as soon as
possible to confirm terms of
sale and to enable buyer to
apply for Letter of Credit (when
required).

For payment by Letter of Credit
(LC), be sure to obtain copy of
same for verification in
accordance with your terms of
sale.

Maintain an up-to-date shipping
schedule (info obtained from
shipping companies, shipping
agents or your freight
forwarder). This information, at
your fingertips, is valuable for
responding to buyers' queries
regarding shipment(s).

Verify with your packing
department that goods are
packed and labeled according
to buyer’s instructions.

Goods do sometimes get lost,
stolen or damaged in transit.
Don’t try to save on insurance.

An exporters’ software program
or templates reduce time and
error for in-house preparation of
shipping documents.

When original documents are
mailed directly to buyer,
address for remittance may not
be the same as the buyer’s
company address. An incorrect
address may cause delay in
clearance of goods at the
port/airport.

An excellent customer-service
practice. The shipping advice –
sent by e-mail or fax to the
buyer together with copies of
invoice, packing list, and non-
negotiable air waybill or bill of
lading – is of vital importance to
your client. With this
information, your client can
track the shipment and initiate
the import process for speedy
release on arrival of goods at
port/airport.

If you maintain paper files,
immediately file shipping
documents for each shipment
by buyer to avoid pile-up and/or
misplacement of an important
document, and for easy access
for handling queries from
buyers.

An excellent customer-service
practice. Vessels do
sometimes breakdown or divert
course because of storms and
leave your goods in another
port.

An excellent customer-service
practice. Request confirmation
of receipt of goods from buyer.

Verify that details of order sent
to production are correct.

If application submitted by mail,
special care needed in
completing form to avoid delays
in processing. Also, use a
reliable express-mail delivery
service.

Problems in production will
affect delivery schedule.

Avoid errors. This will be most
problematic when payment is
by Letter of Credit.

When dealing with
unscrupulous buyers, the
smallest error in export
documentation can result in
non-payment under the terms
of the LC.

Be sure to obtain a booking
number or written confirmation
of booking. Your goods can be
left behind at the airport or port
if you fail to make advance
bookings for space and/or
containers.

Goods not carefully packed
may be damaged in shipment.
Incorrect and/or incomplete
labels can cause delays in
clearing customs at home and
abroad.

Verify that the booking number
matches with the container
number when loading more
than one container for different
buyers.

All documents, including those
prepared by third parties, must
be carefully checked for
accuracy. A single error or
missing information of extreme
importance on a shipping
document can cause delays
and added expense in customs
clearance at origin and
destination. Faulty documents
can also cause delays in
receipt of payment.

Retain documents for five (5)
years from shipping date for
government inspection.

Be extra careful when there is
transshipment. Your shipment
can be left at the port of
transshipment for a number of
reasons.

It is absolutely essential that
you have a control of your
foreign payment due dates and
accounts receivables.

STEPS IN PROCESS

TIP

CARE

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OBSERVATIONS:

FREIGHT FORWARDER
Exporting your products with the assistance of an international freight forwarder does not exempt you from accompanying your
shipments and assuming responsibility for the accuracy of your shipping documents.
To find out if you need a freight forwarder; the roles of the freight forwarder; and how to find and choose a freight forwarder, click here
(scroll down to bottom of page).

EXPORTER DOCUMENTATION SOFTWARE
If you do not have a software program for the preparation of your documents and control of your shipments, click here to learn more
about programs available.

This Export Checklist has been prepared for small-business US exporters. Since shipping documents are the
same for all exporters worldwide, this Export Checklist can be used by any exporter worldwide. For exporters from
other countries outside the USA, check with your local foreign trade department for internal documents required
by your country.