Export documents by destination: who provides what
Every destination wants a slightly different stack of paper, and the stack is the supplier's problem only up to a point. Knowing where that point sits prevents a container sitting at a port.
At a glance
Specification at a glance
| Destination | Typical extras | Who arranges |
|---|---|---|
| India | Certificate of origin, IEC and AD code on the buyer side, GST for input credit | Buyer and broker; we supply origin and mill certificates |
| Gulf (Oman and neighbours) | Invoice and packing list attested by chamber, consular legalisation in some cases, GSO conformity for some entries | Shipper for attestation, buyer for conformity route |
| European Union | Declaration of compliance, SVHC statement, entry declaration | We supply the declaration; the importer files the entry |
| United States | Food-contact statement, Prop 65 information, ISF filed by the importer, HTS by the broker | We supply material documents; importer and broker handle entry |
| South America | Consular legalisation in several countries, certificate of origin, sometimes a prior import licence | Shipper for legalisation, buyer for the licence |
| Southeast Asia | Certificate of origin, and a form for preferential treatment where applicable | Shipper; the buyer confirms which form applies |
The base set never changes
Commercial invoice, packing list, bill of lading, certificate of origin, mill certificate and inspection record. These travel everywhere, and the invoice description has to match what the broker declares. Get the description agreed at order confirmation, because it cannot be changed after the vessel sails without cost and delay.
Attestation and legalisation
Some destinations require the invoice and certificate of origin to be attested by the chamber of commerce in the country of origin and legalised by the consulate. This is a chain of stamps that takes days, and it is arranged on the shipping side, not by the buyer after arrival. Confirm the current requirement with your clearing agent before the cargo is packed: these rules change and they are applied at entry.
What the supplier cannot provide
The import declaration, the duty, the importer registration, and any national conformity certificate issued in the destination country. A supplier that offers to arrange a foreign conformity certificate is usually selling a service it subcontracts, and the buyer should know who is actually accountable.
Where buyers lose time
Three places: an invoice description that does not match the declared line, a certificate of origin with a different consignee than the bill of lading, and a legalisation done after the cargo left. Each is a document mismatch, and each is cheap to prevent at packing and expensive to fix at the port.
Questions
Common questions
Do you handle consular legalisation?
It is arranged as part of the export documents through the forwarder. Confirm the current requirement with your clearing agent before the cargo is packed.
Can you issue a certificate of origin?
Yes, through the chamber of commerce, for the consignment as declared.
Do you know the HS code for my goods?
We can describe the goods and their composition precisely, which is what your broker needs. The classification is decided by the importer of record and its broker, not by the supplier.
What if my destination needs a conformity certificate?
We supply the technical documents the application depends on: mill certificate, inspection record, composition and test reports. The certificate itself is issued through the importer's conformity route.
Can documents be couriered ahead?
Yes, and it is worth doing. A scanned set before originals travel catches mismatches while they are still fixable.