How many documents are required for export?

1, Export contract and commercial invoice
An export contract is an agreement reached between the buyer and seller regarding the export of goods, and is the foundation of the export process. It specifies key terms such as the name, specifications, quantity, price, transportation method, payment method, delivery time, quality standards, and dispute resolution method of the goods in detail. Commercial invoices are proof of the value of exported goods and an important basis for customs taxation, bank settlement, and recipient confirmation of receipt. The export contract and commercial invoice must be jointly signed by both the buyer and seller, and ensure that their contents are consistent with the actual situation.
2, Packing list and weight list
The packing list provides detailed information on the name, specifications, quantity, packaging method, and box number of each box of goods, which helps the carrier to accurately load and unload the goods, and facilitates customs inspection of the goods. The weight list records the gross and net weight of the goods and is an important reference for calculating freight, developing transportation plans, and customs supervision. The packing list and weight list need to be prepared by the exporter based on the actual situation of the goods and ensure their accuracy.
3, Certificate of Origin and Inspection Certificate
A certificate of origin is an official document that certifies the place of origin or manufacture of goods, and is particularly important for goods that enjoy specific tariff preferences or are subject to trade restrictions. The inspection certificate is a document issued by a third-party inspection agency to prove that the goods meet specific quality standards or technical requirements. The certificate of origin and inspection certificate must be applied for by the exporter to the relevant department or institution, and ensure their authenticity and validity.
4, Export License and Customs Declaration Form
Export license is an official permit that must be obtained before exporting certain specific goods, which restricts the export of certain sensitive or strategic materials to safeguard national security and interests. The customs declaration form is a form submitted by the exporter to the customs, which details the information of the goods, the sender and receiver, and the transportation arrangement. It is an important basis for the customs to review the legality and taxation of the goods. The export license and customs declaration form need to be prepared by the exporter in accordance with the laws, regulations, and customs requirements of the destination country, and ensure that they comply with the regulations.
5, Transportation documents and insurance policies
Transportation documents include bills of lading, air waybills, or land waybills, which are documents that the carrier receives the goods and promises to transport them to the destination according to the agreed conditions. Bill of lading is the most common transport document in maritime transportation, with the nature of a property right certificate, which can be transferred and pledged. Air waybills and land waybills are applicable to air and land transportation respectively. An insurance policy is a transportation insurance certificate purchased by an exporter for goods, which specifies key terms such as insurance liability, compensation limit, and claims process, helping to reduce risks during the transportation of goods.
6, Other auxiliary files
In addition to the core documents mentioned above, the export process may also involve other auxiliary documents, such as copies of certificates of origin, export tax refund application forms, foreign exchange verification forms, etc. These documents are determined based on the specific needs of exporters and the laws and regulations of the destination country, which helps exporters enjoy tax benefits, simplify customs clearance procedures, and improve the efficiency of capital utilization.
7, Document preparation and review process
Information collection and organization: Exporters need to collect and organize all necessary goods information, sender and receiver information, transportation and insurance information in advance to ensure the accuracy and completeness of the information.
Document preparation and signing: Based on the collected information, exporters need to prepare core documents such as export contracts, commercial invoices, packing lists, weight lists, certificates of origin, inspection certificates, etc., and ensure that they comply with relevant laws, regulations, and customs requirements. At the same time, exporters also need to cooperate with carriers, insurance companies, and third-party inspection agencies to obtain transportation documents, insurance policies, and other auxiliary documents.
Document review and modification: Exporters need to carefully review the prepared documents to ensure their accuracy and correctness. For any doubts or discrepancies, exporters need to communicate with relevant departments or institutions in a timely manner and make necessary modifications and supplements.
Submission and filing: After verification, the exporter needs to submit the documents to relevant parties such as customs, carriers, insurance companies, and consignees, and keep copies of the documents for future reference. At the same time, exporters also need to establish a document filing system to ensure the integrity and traceability of documents.