When shipping internationally, you may be required to provide certain documents to clear your goods through customs. For small businesses and start-ups in particular – who already have a million things on their to-do lists – this can seem complex and time-consuming. But ensuring accurate and complete data on these documents is crucial to ensure smooth customs clearance.
In this guide, we share some examples of documents you may need to help your shipment reach its destination without delay. With this knowledge, you can start planning which international markets to expand your business into next!
These are some of the main documents that those shipping internationally will need:
Commercial Invoice
A commercial invoice acts as a customs declaration for goods being shipped across international borders. It contains a comprehensive summary of the shipment, including:
- A detailed description of the contents
- Country of origin
- The goods harmonized system code(s)
- The value of the goods
Together, this information helps the customs authorities calculate the taxes and duties due. The Commercial Invoice will contain the shipment’s incoterms, which alerts the authorities who they should collect these fees from. For example, Delivered Duty Paid (DDP) means the seller takes responsibility for all import taxes and duties due when the shipment crosses borders.
A Commercial Invoice is a legal necessity for international trade and requires that the value of the products is declared accurately so that customs laws are complied with. In addition, it acts as a contract of sale between the seller (shipper) and buyer (recipient.)
Air Waybill
An Air Waybill is a shipment’s “passport”, telling customs authorities important details including:
- The shipper’s name (business or individual), address, phone number and email address
- The receiver’s name, address and phone number
- A description of the shipment’s contents, including weight, dimensions and value
- In the instance the shipment is for a sale of goods, the shipper may be prompted to provide a sender/receiver Tax ID number
- Whether the shipment is “Duties & Taxes Paid”, meaning the shipper incurs the full costs of the shipment, or “Duties & Taxes Unpaid”, whereby all duties and taxes incurred at the destination country will be borne by the consignee
The Waybill is usually accompanied by the Commercial Invoice which acts as a supporting document for the value of the goods declared on the Waybill. If the values don’t match, the shipment could be held up at customs.
The Waybill is attached to the exterior of the shipment, so that anyone handling it has easy access to the information. Waybills contain tracking ID, meaning the shipment can be monitored in real time.
Certificate of Origin
As the name suggests, a Certificate of Origin verifies goods’ nationality to customs authorities. It declares where the goods were manufactured – for example, “Made in China”.
Not all international shipments require a Certificate of Origin, so it’s important that you verify the export and import requirements before shipping internationally.
In cases where a Certificate of Origin is required, you can generally apply for one from your local chamber of commerce, who will stamp and approve it (if the goods are verifiable and eligible), as per the local processes.
Export Licenses
Each country will have its own list of restricted items to regulate the goods crossing its borders. Sometimes it’s to protect the domestic industry from foreign competition, or it may be for safety reasons – such as monitoring the import and export of hazardous chemicals and medicines.
Businesses wishing to import and export such goods will need to apply for special licenses from the origin and destination countries. Each country will have separate requirements and rules, and you’ll need to provide a licence for each separate shipment.
Your DHL Express expert can provide further guidance.
Trade Compliance
As a shipper, you must comply with applicable export controls, sanctions, customs laws and regulations or other applicable regulatory requirements and restrictions related to the import, export, transit or transfer of goods.
You must declare to DHL Express any controlled dual-use goods contained in the shipment that are subject to government authorization(s). DHL Express does not accept international shipments containing controlled military items.
The shipper must provide all information, permits, licenses or other government authorizations and documents, as required by applicable law or upon request from DHL Express, ensuring they are true, complete and accurate – including the value and description of the goods and the Shipper and Consignee information.
MYGTS: Your Gateway to Easy International Shipping
Shipping cross-border can seem complex, with all the required customs documents. As you may have already discovered, if you provide incorrect data, your shipment could be delayed.
Furthermore, customs authorities’ regulatory requirements vary from country to country which can cause complexities for those shipping cross-border – particularly to several destinations.
But DHL Express’ MyGTS (My Global Trade Services) can help. This free, user-friendly platform will guide you through the key aspects of international shipping, including:
· Examples of documents you may need for customs clearance.
· Support with HS Codes classification: MyGTS leverages AI to give you the potential classification for your goods.
· Guidance on a country’s export and import requirements before you ship – no more goods held up at borders!
· A pre-shipment planner to help you plan your international shipments.
Insurance Certificate
Sometimes things may go wrong, which is why you need shipping insurance. An insurance certificate is proof of coverage in case your shipment is lost or damaged. It ensures your business is covered, and gives the buyer assurance that they will be compensated for any goods that can’t be replaced.
Overwhelmed? With a DHL Express Business Account, you’ll receive guidance on navigating customs from the international experts. So, wherever you’re shipping to, you’ll have peace of mind that your goods will get there on time, every time.
Disclaimer
While we have made every attempt to ensure that the information contained herein has been obtained, produced and processed from sources believed to be reliable, no warranty, express or implied, is made regarding the accuracy, adequacy, completeness, legality, reliability or usefulness of such information. All information contained herein is provided on an "as is" basis. In no event will DHL Express, its related partnerships or corporations under the DHL Group, or the partners, agents or employees thereof be liable to you or anyone else for any decision made or action taken in reliance on the information contained herein or for any consequential, special or similar damages, even if advised of the possibility of such damages.
