Shipping export documentation tips and guide

Need help with shipping export documentation?

Looking for help with shipping export documentation? Read on for an overview of the major types of documents:

Or call us for help on 1300651233 or send a message.

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Main types of shipping export documentation

Correct and timely shipping export documentation is required in shipment. Knowing the right documents and who 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) that 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 on how to get a certificate of origin:

  • Through online submission – CertConnect
  • Through chamber direct from their PC desktops (online)
  • Contact us to assist you in getting the correct forms

Certified declaration of origin

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

The one 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 certifying the producer of a certain product and is held accountable of the risk of the buyer.

Need help with shipping export documentation letter of credit?

ATA Carnet

The ATA Carnet is an international customs document which 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 (ie Australia) are not covered by this.

The advantages are as follows:

  • Cost reduction
  • Predetermined cost
  • Accepted by over 65 different countries
  • One year validation
  • No need to register goods at Customs on departure time
  • Used in most business related goods
  • Simplifying 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.

Need help with shipping export documentation ATA carnet?

Commercial invoices

Commercial invoices are required by Customs to ascertain the true value of the imported goods to assess its duty and tax. The identification of the buyer and seller should be clearly stated together with the 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

Supplier’s Declaration of Conformity is the procedure by which a first party or supplier conveys assurance that the object of conformity fulfils specified requirements. 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

Need help on getting commercial invoices as part of your shipping export documentation?

Certificates of free sale

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

Health certificates

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

Certificate of analysis

This certificate is usually used for “release for supply” purposes. It provides a truthful statement of the test undergone by the product and its result for an individual. Manufactured batch of the completed product is also included.

What is a telex release?

Find out about telex releases.

Need help with certificates for your shipping export documentation?