What documents do I need for international shipping?

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 provides detailed information of the goods being shipped across international borders; this information is used by customs brokers to prepare Customs Declarations for authorities.

The Commercial Invoice contains comprehensive information about the international trade transaction, such as:

• Names, addresses and contact details of the shipper/exporter and receiver/importer
• Identification number, if applicable
• Goods Description
• The goods’ Harmonized System (HS) Code, preferably the complete Tariff Classification Code
• Country of origin
• Value & Currency
• Weight & Quantity
• Incoterms

The Commercial Invoice information is used by the Customs Broker to prepare the Customs Declaration for authorities, who can then determine if the goods can move in and out of the country (i.e., are they safe, legal and compliant?) The information also enables the customs authorities to calculate the taxes and duties due.

A Commercial Invoice is a core document for international trade and, among other elements, requires that the value of the goods is declared accurately as per the WTO Customs Valuation Agreement rules.

Air Waybill 

An Air Waybill is a shipment’s “passport”, and includes important details, such as:

• 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

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

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.

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.