Shipping export documentation tips and guide

Not confident with export shipping documentation?

Correct and timely shipping export documentation is required along with the shipment. Knowing the right documents and who is best to complete them is essential when wanting to expedite the process and make the best use of tariff exemptions.

Do you know how to proceed with this? If not, then we recommend you work with an experienced freight forwarder (like us) who is knowledgeable in the exporting process.

Certificate of Origin

A Certificate of Origin verifies and specifies the place where a certain product was grown, produced or manufactured. This is certified by an empowered authority.

This is often required because it is:

• Needed for Customs clearance at the port of destination
• Specified in the letter of credit (L/C)
• Requested by the receiver of the goods (sometimes needed before authorising their bank to issue (L/C) and provide payment)
• Part of application for preferential tariff and rates (e.g. exports registered under ChAFTA must have ChAFTA certificate of origin to qualify for the preferential rate)

There are three ways to obtain a Certificate of Origin:

• Through online submission – CertConnect
• Through chamber direct from their PC desktops (online)
• By contacting us to assist you

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Certified declaration of origin

A certified declaration of origin verifies that a product was manufactured outside of a certain country (e.g. Australia). This is required when a Certificate of Origin is requested by the country of destination.

The office authorised to issue this certified declaration in Australia is the Australian Business International Trade Services. They’re available from Monday to Friday (not including Public Holidays).

Letter of credit (L/C)

A common type of export document that may be required is a Letter of Credit (L/C).

A Letter of Credit is an instruction by the importer’s bank to an overseas bank to pay the exporting company in advance.

Certificate of manufacture

A document completed by the producer which certifies that the product has been made as per the requirements, production is completed and the goods are available, ready for sale.

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ATA Carnet

The ATA Carnet is an international Customs document that permits temporary duty free entry of goods to other countries for a year. This is issued by the Chamber of Commerce in Australia.

The goods covered by ATA Carnet are professional equipment, commercial samples and goods for shows, exhibitions and the like. Goods such as food products that will not return to the country of origin (i.e. Australia) are not covered by this.

The advantages are:

• Cost reduction
• Predetermined cost
• Accepted by over 65 different countries
• One year validity
• No need to register goods at Customs on departure time
• Used in most business related goods
• Simplifies Customs procedures
• Customs paperwork will be done only once
• Widely recognized around the world
• Goods can be returned to the place of origin without delays.

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Commercial invoices

Commercial invoices are required by Customs to ascertain the true value of the imported goods to assess any duties or tax that applies. The identification of the buyer and seller should be clearly stated, together with all necessary information, such as quantity and volume of the shipment, date of sale, type of packaging, product’s total value, its complete description, insurance and other charges (if applicable).

Supplier declaration of conformity

As a supplier you may be requested to provide a Declaration of Conformity. This is an official document used to certify that your goods meet specified directives. It is often required due to the following:

• The market demands or allows it
• Risks associated with non-compliance are generally low
• Penalties for non-compliance are effective deterrents
• Options for efficient recourse in the event of non-compliance exist
• The industry sector to which it applies is highly dynamic and has a history of compliance

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Certificates of free sale

A document that states the imported goods are freely sold in the exporting country’s open market. This is required by some countries and for certain commodities, such as pharmaceuticals.

Health certificates

A document issued by government organisations at the country of origin to certify that a food shipment is appropriate for human consumption and has met the required safety standards.

Certificate of analysis

A certificate of analysis (CoA) is usually used for “release for supply” purposes. It provides a truthful statement of the testing conducted on a product and the results. This document is prepared for each production batch. Many customers will not accept deliveries if a required CoA is not included either with the delivery or sent electronically.

What is a telex release?

Find out about telex releases.

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