8 shipping documents you need before shipping internationally from Myanmar

In the vast realm of international shipping, documentation plays an indispensable role. Shipping documents serve as the backbone for all import and export transactions, ensuring goods traverse borders smoothly and securely. 

When businesses in Myanmar venture into global markets, having the right documents in order is not just a regulatory requirement; it's a strategic move. These documents communicate vital information about the shipment, from its origin to its contents and destination. Moreover, they play a crucial role in resolving disputes, facilitating payment, and ensuring both buyer and seller are protected. 

Each document carries its own weight and significance in the international shipping process. Let's delve into a list of shipping documents you'll need when exporting from Myanmar.

1. Customs invoice

A customs invoice provides customs authorities with a comprehensive overview of your shipment. This crucial information is pivotal for several procedures, including determining the international duties and taxes applicable, risk assessments, and other integral customs procedures.¹

The type of invoice used depends greatly on the purpose of the shipment and the regulations specific to the countries involved:

Commercial invoice: For shipping items that are part of a commercial transaction between a buyer and a seller.

Proforma invoice: For shipments containing items not intended for resale, including personal effects, gifts, and returned goods. The adoption of the Proforma Invoice, however, is governed by the regulations of the countries in play.

For a timely customs clearance process, your commercial or Proforma invoice should be comprehensive with the following details:

• Exporter & importer details: Both parties' complete addresses, contact details, and, if applicable, identification numbers, such as Value Added Tax (VAT)/Goods & Services Tax (GST) or Economic Operators Registration and Identification (EORI) numbers, are vital.
• Goods descriptions: Be clear and precise, and use plain language to describe each item.
• Harmonised System (HS) Code & Country of Origin: Every item must carry its HS code and the country where it was produced or manufactured.
• Complete transactional value: A detailed list of costs like goods value, insurance, freight, and packaging is necessary, along with the currency of the transaction.
• Weight, unit & quantity: Clearly indicate the weight, the unit of measure (e.g., KG), and the quantity for each item.
• INCOTERMS® & place: Always include the relevant INCOTERM and its applicable location.
• Reason for export: Indicate on the document whether the export is for reasons like sale, repair and return, temporary status, gifts, and so forth.
• Proof of origin statement: If trying to qualify for preferential customs duty rates, the relevant proof of origin statement is essential. You may read more about this in point 7 below.

2. Bill of Lading

The Bill of Lading (often abbreviated as B/L or BoL) stands as a binding agreement between the shipper and the shipping company, functioning as both a receipt for the shipment and a contract for its transportation. Think of this document as the ID card of your shipment: detailing the shipping destination, the intricate details of the shipment’s contents, and, crucially, the instructions for handling it to ensure its pristine condition upon arrival.² 

The Bill of Lading holds paramount importance due to the authentication it demands: it must carry the signatures of the key players–the seller, shipper, and buyer. This mutual recognition ensures that the contents declared on the document align with what's being shipped, providing a safeguard against potential asset theft or discrepancies.

Further adding to its versatility, the Bill of Lading comes in two forms: negotiable and non-negotiable. The former, when stamped "to order," transforms into a tradable asset, allowing it to be sold, traded, or used as loan collateral. This means the shipment’s ownership shifts to the holder of the negotiable B/L. On the other hand, the Non-Negotiable B/L designates the shipment to a specific entity and is crucial for claiming compensation in cases of damage, delay, or loss. Both forms outline the responsibilities and rights of the carrier and shipper, governed by international standards such as the Hague or Hague-Visby Rules, ensuring consistent maritime trade practices and accountability.

As you delve deeper into international shipping, you'll find that there are many types of Bills of Lading, each tailored to specific shipping scenarios and requirements. One of these is the air waybill.

3. Air waybill

An air waybill is a unique type of Bill of Lading tailored specifically for air cargo shipments. At its core, it serves as a record of the agreement between the shipper and the air carrier and captures essential details of the shipment, including its contents and destination. However, unlike its maritime counterparts, the air waybill does not detail specific flight paths or estimated arrival times. Importantly, an air waybill is strictly non-negotiable, ensuring that only the designated recipient is authorised to accept the delivery.³

Beyond its basic functionality, the air waybill wears multiple hats:

• Contract of carriage: Every air waybill contains, typically on its reverse, the terms and conditions underpinning the carriage agreement.
• Evidence of receipt: The air waybill acts as a receipt, confirming that the air carrier has received the cargo in good condition, aligned with the shipper's instructions. This original copy serves as undeniable proof of the contract of carriage.
• Freight bill: The air waybill can double up as a commercial invoice, highlighting charges due by various parties – whether that's the consignee, an agent, or the carrier.
• Certificate of insurance: If the shipper requests and the carrier agrees to insure the cargo, the air waybill stands as evidence of such an arrangement.
• Customs declaration: While customs typically demand a suite of documents for clearance, the air waybill is crucial as it confirms the freight costs associated with the shipment.

4. Packing list

A packing list, sometimes referred to as an export packing list or the transport label, functions as the detailed roadmap of a shipment's contents, facilitating its journey through the intricate networks of the supply chain. This document goes beyond merely listing items; it's pivotal in ensuring the correct handling, storage, and processing of goods, especially when they require special care, like temperature-sensitive medicines.⁴

The packing list includes:

• Exporter’s details: The originator of the shipment.
• Consignee and buyer’s details: The ultimate recipient or the party purchasing the goods.
• Shipping specifics: This includes the method of dispatch, shipment type, country of origin and destination, voyage number, and departure date.
• Product and packaging insights: Detailed breakdown of items, their packaging nuances, and other details, such as quantity and weight.
• Authorised signature: A sign-off, cementing the accuracy of the provided details.

5. Export licence

Navigating the export landscape of Myanmar has become increasingly straightforward due to the liberalisation of the export licence requirements. However, some items still mandate specific export licences. The Department of Trade (Ministry of Commerce) issues these licences, with recommendations taken from various other ministries, departments, and business associations:⁵

Export transactions should strictly adhere to the FOB INCOTERM, as other incoterms aren't recognised. There's no charge for obtaining an export licence, and the application process has been digitised through the TradeNet2.0 online platform. For procedural specifics, one can refer to the Myanmar TradeNet website. Additionally, a Border Trade Online System caters to export licences at border locations.

Licensing requirements undergo an annual review, but interim changes can occur. Export licences remain valid for three months post-issuance. After which, the shipper can extend for two months and one more after. After six months, the shipper must apply for a new licence.

6. Import licence

When engaging in international trade, it's essential to understand that the destination country often mandates an import licence, and these may also entail a list of additional documents. 

An import licence grants permission for goods to be shipped into the country and ensures that only approved and permissible items cross its borders. 

The requirement for an import licence arises from various reasons, including but not limited to the protection of domestic industries, national security concerns, or the management of trade quotas. 

For example, controlled or restricted goods imported into Singapore require authorisation from Competent Authorities (CA) before they are allowed entry. Likewise, certain industrial goods entering the United Kingdom require an import licence from the Import Licensing Branch of the Department for Business and Trade. Similar requirements exist when shipping from Myanmar to the United States, China and more.

Not securing the necessary import licence can result in goods being held at customs, penalties, or even denial of entry. Always familiarise yourself with the destination country's import regulations to ensure a smooth trading process.^{6 7}

7. Export declaration

When exporting goods, it's crucial to submit a comprehensive customs declaration accompanied by all requisite documents. The primary document for this process is the CUSDEC-2 Export Declaration Form, which is often supplemented by the CUSDEC-4 Customs Valuation Form.⁸

Mandatory documents that should accompany the customs declaration are:

• Export licence or Exporter/Importer Registration Certificate, Company Registration, Form VI detailing company shares, and Form XXVI listing company directors (if goods are not licence-controlled).
• Detailed invoice of the products
• Packing list
• Sales contract
• Shipping instructions and a booking note

Depending on the nature of the exported items, additional documents like a certificate of origin, forestry shipment pass, health certifications for live animal exports, permits for wild animal exports, insurance certificates and other specific certificates may be necessary. It's imperative to submit the customs declaration and all accompanying papers to the Customs Department before the actual export.

8. Certificate of origin

A Certificate of Origin (COO) is a pivotal document in international trade that certifies a product's source country based on its rules of origin. This document provides customs authorities with information about where a product was crafted, produced, or processed. Typically, it is used for the purpose of preferential tariff treatment. If trading between countries under a free trade agreement, a COO informs customs that the goods may qualify for discounted tax and duty rates, referred to as a preferential COO. For Myanmar, these rules are outlined under ATIGA (Chapter 3, Articles 25 – 39).⁹

Being an Association of Southeast Asian Nations (ASEAN) member, Myanmar enjoys trade privileges with countries like Australia, New Zealand, and Japan, among others. Myanmar also partakes in the Global System of Trade Preferences (GSTP) and the Bay of Bengal Initiative for Multi-Sectoral Technical and Economic Cooperation (BIMSTEC) initiative. For tariff preferences within ASEAN, goods must be accompanied by an ASEAN COO, or Form D, endorsed by a government authority recognised by the exporting ASEAN country. An example of Form D, along with other government-issued certificates of origin, can be found on the Myanmar National Trade Portal.

In the absence of such agreements, the document is termed a non-preferential COO. Non-preferential rules of origin pertain to various commercial measures, including anti-dumping duties, trade statistics, origin marking, and more. There is no universal standard for non-preferential rules, and terms like “wholly obtained” or “substantially transformed” are employed to determine the origin.

You can obtain a COO by applying at your local chamber of commerce and getting approval from the respective authorities.

Do note that not all countries necessitate a COO as part of the list of required shipping documents, so always ensure to verify requirements at your importing destination. 

Rely on an international shipping provider you can trust

Navigating the realm of international shipping documents can be intricate, but with DHL Express Myanmar by your side, it becomes straightforward and efficient. Our intuitive tools, like MyDHL+, make document preparation, including commercial invoices and transport labels, not just easy but also reliable. On top of these, benefit from our priority shipping lanes to over 220 countries and territories around the world, as well as track and trace capabilities in real-time. 

Partner with us and ensure your shipments cross borders effortlessly, backed by a name you can trust.