Required Documents

Overview

International and domestic shipments require a variety of documents depending on the nature of the goods, the origin and destination countries, and the mode of transport. Below is a guide to the most common shipping documents and when they are required.

Export Declaration (EEI)

An export declaration is a form submitted by the exporter at the port of export. It provides information about the goods being shipped, including type, quantity, and value, and is used by customs to control exports and compile trade statistics.

In the United States, an export declaration — also referred to as an EEI (Electronic Export Information) — must be filed when any single commodity in a shipment exceeds \$2,500 in value. If all commodities are under this threshold, a filing is not required. However, if any item requires an export license or permit, an export declaration must be filed regardless of value.

Special cases:

• Shipments from the US to Canada do not require an export declaration unless an export license or permit is required.
• Shipments from the US to Puerto Rico require an export declaration.
• Shipments to American Samoa, Guam, Northern Mariana Islands, and most other US territories are treated as domestic and do not require an export declaration.
• US Virgin Islands: Shipments from the territory to the US mainland or Puerto Rico do not require an export declaration, but shipments from the US to the US Virgin Islands do.

An export declaration filing is included in door-to-door and door-to-port rates. You will need to submit an SLI or complete the export declaration information at the time of booking so it can be filed with customs.

SLI – Shipper's Letter of Instruction

A Shipper's Letter of Instruction (SLI) gives your freight forwarder permission to submit export customs data on your behalf. It also provides consent to screen air cargo and confirms the general elements of the shipment, including pieces, weight, addresses, and commodities (including HTS codes if known).

Although all export shipments departing the United States require an SLI, electronic filing through the AES system is only required for products exceeding \$2,500 in value. An SLI is required for both air freight and ocean freight export shipments.

USMCA – United States-Mexico-Canada Agreement Document

The USMCA replaced the previous NAFTA agreement between the US, Mexico, and Canada. A USMCA certificate is a certificate of origin for goods manufactured in North America and being shipped within North America.

If you are shipping goods manufactured in the US, Mexico, or Canada to any of those three countries, you should use a USMCA document instead of a standard certificate of origin. Failure to provide a USMCA document may result in additional duties being applied to your shipment.

CO – Certificate of Origin

A Certificate of Origin (CO or C/O) is a document that confirms a product has met certain criteria to be considered as originating in a particular country. It is prepared and completed by the seller of the goods and may require official certification by an authorized third party, typically the local chamber of commerce.

Certain countries require a certificate of origin when importing goods to confirm eligibility for entry or entitlement to preferential duty treatment.

CI – Commercial Invoice

A commercial invoice is a customs document used as a customs declaration for goods exported across international borders. There is no standard format, but it must include the following information:

• Seller's name and address
• Buyer's name and address
• Ship-to name and address
• Description of commodities being shipped
• Country of manufacture
• Harmonized (HS) codes for the goods
• Quantities for each commodity
• Value of each commodity and the currency

Some countries require the commercial invoice to be signed in a color other than black (to confirm it is an original signature) and stamped with an official company stamp.

A commercial invoice should not be confused with a proforma invoice. A proforma invoice is used to create a sale before an order is placed, whereas a commercial invoice confirms a completed sale.

PL – Packing List

A packing list details the contents of a shipment and helps transport companies, customs authorities, and customers handle the package appropriately. It includes:

• Shipper's name and address
• Buyer's name and address
• Ship-to name and address
• Description of commodities shipped
• Quantity of each commodity
• Weight of each commodity

POA – Power of Attorney

A Power of Attorney (POA) authorizes your freight forwarder or its agents to act on your behalf in customs matters. You only need to sign a POA for your imports and specifically for the country you are importing into.

For example, a US exporter shipping to Europe does not need to sign a European import POA — the consignee at the destination will be contacted to sign the required form instead.

A VGM certificate attests to the weight of cargo loaded in a container. As of July 1, 2016, under SOLAS (Safety of Life at Sea) regulations, a packed container cannot be loaded onto a vessel unless its Verified Gross Mass has been provided by the shipper to the ocean carrier and/or port terminal prior to the load list cut-off date.

This regulation was adopted by the IMO (International Maritime Organization) to improve maritime safety and reduce risks throughout the supply chain.

Carnet

A Carnet is an international customs document used to clear customs in 87 countries and territories without paying duties or import taxes on merchandise that will be re-exported within 12 months. It allows you to defer duties and taxes for temporary imports and exports.

Note: Additional fees apply to process export and import clearances with Carnets. Please check with operations for current rates.

Screening Consent Form

All air cargo must be screened before transport. When your freight forwarder handles an air freight booking door-to-door, consent to screen is typically included within the pickup bill of lading and the terms and conditions accepted during the booking process.

However, if a shipper or intermediary files the export declaration (AES) separately, a completed screening consent form on the shipper's letterhead must be provided.