Foreign trade document samples
Any foreign trade operation is accompanied by a set of documents. They are divided into commercial, transport, permit and customs. Let us break down what each document is and what to look for in a sample.
Commercial documents
Commercial documents confirm the substance of the deal: the foreign trade contract, the invoice, the packing list, the specification. It is the invoice that most often serves as the basis for the customs value. A sample contract is in the foreign trade contract example.
Transport documents
Transport documents confirm the carriage: CMR (road), bill of lading (sea), air waybill (air), CIM/SMGS (rail), TIR carnet (transit). Each is drawn up under its own convention. More details — in transport documents.
Permit documents and certificates
Permit documents include the certificate of origin (EUR.1, form A), a certificate or declaration of conformity, a phytosanitary or veterinary certificate, licences. They are not always required, but depend on the goods. A sample certificate of origin is in the certificate of origin.
Customs documents
The main customs document is the customs declaration. A preliminary declaration, a customs value declaration and documents on the payment of charges may be added to it. The declaration is submitted electronically.
Summary table
| Group | Examples |
|---|---|
| Commercial | Contract, invoice, packing list |
| Transport | CMR, bill of lading, AWB, TIR |
| Permit | Certificates, licences |
| Customs | Declaration, customs value declaration |
What to look for in a sample
In any document the details of the parties, the description of the goods, the quantity, the value and the delivery terms (Incoterms) matter. The data in different documents must match: discrepancies slow down clearance.
Common mistakes in documents
Typical mistakes: a discrepancy of amounts between the invoice and the contract, an inaccurate description of the goods, the wrong Incoterms, the absence of signatures or seals. It is better to check the set before submitting the declaration.
Frequently asked questions
Preparing documents with Trans-Hope
Trans-Hope helps legal entities and sole traders assemble and check the set of documents for customs clearance. Send the details of the supply — we will advise which documents are needed for your goods.
