Five real questions on export documentation, answered on this date and archived here once the next day's set went live.
Under EXW (Ex Works), the buyer takes responsibility for the goods from the seller's factory door onward, arranging and paying for all transport, export clearance and freight themselves. Under FOB (Free on Board), the seller handles transport to the port and export clearance, with the buyer taking over once goods are loaded on the vessel. FOB is generally easier for a first-time buyer since the seller manages the domestic logistics.
Standard requirements include the commercial invoice, packing list, bill of lading, certificate of origin, and any insurance certificate specified in the LC terms — all must match the LC's exact wording, since banks reject documents for even minor discrepancies. Review the LC's documentary requirements carefully before shipping, not after, to avoid a payment delay over a paperwork mismatch.
A packing list details the physical contents of a shipment — item counts, weights, dimensions and how goods are packed into cartons or pallets — used by customs and the buyer to verify what actually arrived. A commercial invoice is the financial document stating the sale price and payment terms. Customs typically needs both, since neither alone confirms both quantity and value.
A bill of lading is the shipping carrier's receipt for the goods and, for an original (not a copy), effectively the document of title — whoever holds the original can claim the cargo at the destination port. For sea freight specifically, the consignee usually needs the original (or confirmation of a telex release) to clear the container, so track its transfer carefully, especially under Letter of Credit terms.
Customs authorities in most countries expect import records to be retained for several years after clearance — commonly five years, though the exact period varies by country, so check the specific requirement where the goods are imported. Keep the full set together (invoice, packing list, bill of lading, certificate of origin, customs entry) rather than just the ones used for payment.