![\"Overview](\"https:\/\/incodocs.com\/blog\/wp-content\/uploads\/2018\/10\/Shipping-Document-process-exporter-importer-freight-customs.png\")
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How are shipping documents used throughout the shipping process?<\/h2>\n
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The Enquiry Process<\/h3>\n
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The enquiry process starts with the buyer asking about the seller’s product details and pricing.\u00a0 Some Importers and Exporters find each other on trade websites such as Alibaba<\/a> and GlobalSources<\/a> then send new product enquiries.<\/p>\n \n\n\n<\/p>\n \n\n\n<\/p>\n \n\n\n<\/p>\n \n\n\n<\/p>\n The exporter will send a detailed quotation document<\/a> for the products offered for sale.\u00a0 This document will include product specifications, pricing, currency, packing sizes, Incoterm\u00ae, payment details, port of loading, port of discharge and shipping method.\u00a0 Popular shipping methods<\/a> include FCL, LCL, Breakbulk, Air, Courier.<\/p>\n \n\n\n<\/p>\n \n\n\n<\/p>\n\u00a0\n \n\n\n<\/p>\n \n\n\n<\/p>\n \n\n\n<\/p>\n \n\n\n<\/p>\n When the buyer is ready to purchase products, they will have to create detailed Purchase Order documents.\u00a0 These documents are used to confirm exact details of the goods to be supplied.<\/p>\n \n\n\n<\/p>\n \n\n\n<\/p>\n \n\n\n<\/p>\n \n\n\n<\/p>\n The buyer will send an official Purchase Order document to the ssupplier.\u00a0 This will confirm all product and pricing details, generally as stated in the supplier’s Quotation.<\/p>\n \n\n\n<\/p>\n \n\n\n<\/p>\n \n\n\n<\/p>\n \n\n\n<\/p>\n The seller will send an official Proforma Invoice document to reconfirm the details of the goods to be supplied.<\/p>\n \n\n\n<\/p>\n \n\n\n<\/p>\n Note – Both\u00a0parties must counter sign the Purchase Order and Proforma Invoice documents.\u00a0 These document represent a legally binding agreement between the buyer and seller.\u00a0 If there are any disputes relating to the order, these documents will be referred to in a court of law.<\/em><\/strong><\/p>\n \n\n\n<\/p>\n \n\n\n<\/p>\n Read more about how buyers and sellers\u00a0digitally counter-sign proforma invoices, purchase orders and sales contracts online\u00a0<\/a>with digital company stamps and seals.<\/p>\n Read more about how Purchase Orders and Proforma Invoices work<\/a>.<\/p>\n \n\n\n<\/p>\n \n\n\n<\/p>\n \n\n\n<\/p>\n \n\n\n<\/p>\n In some cases the supplier may also issue an additional\u00a0Order Confirmation document.<\/a>\u00a0 This is used to re-confirm the details of goods that have been ordered.<\/p>\n \n\n\n<\/p>\n \n\n\n<\/p>\n\u00a0\n \n\n\n<\/p>\n \n\n\n<\/p>\n \n\n\n<\/p>\n \n\n\n<\/p>\n After the goods have been ordered and produced, they exporter will package the goods and arrange the export process.\u00a0 The export will create the following shipping documents.<\/p>\n \n\n\n<\/p>\n \n\n\n<\/p>\n \n\n\n<\/p>\n \n\n\n<\/p>\n A Shipper\u2019s Letter of Instruction (SLI),<\/a>\u00a0or Interim Receipt is a very important legal document.\u00a0 It is the shipper’s detailed document that gives full instructions to the agent that is arranging the export shipment (this is usually the freight forwarding company).\u00a0 This document will state all specific instructions so the agent can correctly arrange the logistics of the cargo.<\/p>\n \n\n\n<\/p>\n \n\n\n<\/p>\n \n\n\n<\/p>\n \n\n\n<\/p>\n A Verified Gross Mass document is only required if the goods are being shipped as a full container (FCL cargo).\u00a0 It is a very important document that states the shipper’s verified gross mass of cargo.\u00a0 Shippers must ensure that shipping containers are correctly weighed and verified within important weight limitations.\u00a0 Read more about VGM declarations and SOLAS legal requirements here<\/a>.<\/p>\n \n\n\n<\/p>\n \n\n\n<\/p>\n \n\n\n<\/p>\n \n\n\n<\/p>\n A Bill of Lading document<\/a> is the most important document involved in the supply chain.\u00a0 It is a legal transport document that is issued by the carrier of the goods.\u00a0 When the goods are loaded on board the vessel for export, the shipping line will issue a Bill of Lading to the shipper (exporter) to confirm proof of shipment.\u00a0 The shipper will send a copy of the Bill of Lading and other shipping documents to the importer.<\/p>\n \n\n\n<\/p>\n \n\n\n<\/p>\n \n\n\n<\/p>\n \n\n\n<\/p>\n The Commercial Invoice<\/a> confirms all of the details of the goods that have been shipped.\u00a0 This includes shipper & consignee’s details, product information, pricing, currency and Incoterm\u00ae.<\/p>\n \n\n\n<\/p>\n \n\n\n<\/p>\n \n\n\n<\/p>\n \n\n\n<\/p>\n A\u00a0Packing List<\/a> is a detailed document stating how all of the products have been packaged inside the shipment.\u00a0 The document includes packaging types, quantities, sizes and weights of all packages included inside the shipment.\u00a0 Depending on the method of shipment, a seafreight packing list or an airfreight packing list can be created.<\/p>\n \n\n\n<\/p>\n \n\n\n<\/p>\n \n\n\n<\/p>\n \n\n\n<\/p>\n An export packing declaration<\/a> states the type of packing materials that were used to pack the goods inside the shipment. \u00a0It’s purpose is to ensure that any timber packaging that has been used is ISPM15 compliant.\u00a0 This is to protect the spread of insects and diseases that can be hiding away in timber packing materials such as pallets, crates and dunnages.<\/p>\n \n\n\n<\/p>\n \n\n\n<\/p>\n \n\n\n<\/p>\n \n\n\n<\/p>\n The Certificate of Origin<\/a> is the manufacturer’s declaration stating the country of origin where the goods have been manufactured.\u00a0 It is usually only required if the country of export and country of import have a current Free Trade Agreement in place.\u00a0 The manufacturer can provide a Declaration of Origin document, and get this approved by their local Chamber of Commerce.\u00a0 The importer will use this in the customs clearance process to reduce or eliminate import duties payable.<\/p>\n \n\n\n<\/p>\n \n\n\n<\/p>\n\u00a0\n \n\n\n<\/p>\n \n\n\n<\/p>\n \n\n\n<\/p>\n \n\n\n<\/p>\n As the shipment is arriving into the country of import the shipping line or freight forwarder will send any applicable documents to the importer.\u00a0 These can include customs clearance documents, arrival notices and invoices for seafreight and local handling charges.\u00a0 Note that the International seafreight or airfreight will be payable by the consignee\/importer for Incoterms\u00ae FOB and before<\/a>.<\/p>\n \u00a0<\/p>\n \u00a0<\/p>\n The world of global trade is filled with complexities, and one of the most intricate aspects is the shipping document process. Whether you’re exporting or importing goods, understanding terms like “Export documentation”, “Export documentation Process”, “import export documentation”, and “shipping documentation process” is vital. These terms represent the steps and paperwork required to ensure goods move across borders without hitches. By mastering these processes, businesses can avoid costly delays and ensure their shipments reach their destinations seamlessly.<\/p>\n Shipping documents ensure that goods are correctly declared, meet all regulations, and can be tracked throughout their journey, ensuring smooth customs clearances.<\/p>\n \u00a0<\/p>\n The goal is to prepare and provide all necessary documents that prove the legality, quality, and origin of the exported goods, facilitating their entry into the importing country.<\/p>\n \u00a0<\/p>\n While export documentation focuses on the requirements of the receiving country, import documentation ensures goods meet the standards and regulations of the importing country.<\/p>\n \u00a0<\/p>\n The acceptance of digital documents varies by country and specific customs regulations. It’s always best to check with local customs or a shipping expert.<\/p>\n \u00a0<\/p>\n Errors can lead to delays, additional costs, or even the seizure of goods. It’s crucial to double-check all documents for accuracy.<\/p>\n \u00a0<\/p>\n While it’s possible to manage it yourself, many businesses prefer to hire experts or use specialized software to ensure accuracy and compliance.<\/p>\n \n\n\n<\/p>\n \n\n\n<\/p>\n \n\n\n<\/p>\n \n\n\n<\/p>\n \n\n\n<\/p>\n \t\t\t\t\t\t\t\t\t\t\t Export documentation is essential to get products shipped along the import export supply chain. There are many important sales and shipping documents that must be used. <\/p>\n","protected":false},"author":2,"featured_media":3615,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"inline_featured_image":false,"footnotes":""},"categories":[3109],"tags":[3114,3113,3118],"class_list":["post-219","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-shipping-documentation","tag-for-exporters","tag-for-importers","tag-guides"],"acf":[],"yoast_head":"\nQuotation Document<\/h3>\n
The Ordering Process<\/h3>\n
Purchase Order Document<\/h3>\n
Proforma Invoice Document<\/h5>\n
![\"\"](\"https:\/\/incodocs.com\/blog\/wp-content\/uploads\/2021\/04\/digital-signature-stamp-export-documents.jpg\")
<\/p>\n\u00a0<\/h5>\n
Order Confirmation Document<\/h3>\n
The Shipping Process<\/h3>\n
Shipper’s Letter of Instruction (SLI)<\/h3>\n
Verified Gross Mass (VGM) Declaration<\/h3>\n
Bill of Lading Document (B\/L or BoL)<\/h3>\n
Commercial Invoice Document<\/h3>\n
Packing List Document<\/h3>\n
Packing Declaration ISPM15 Document<\/h3>\n
Certificate of Origin (COO) or Declaration of Origin (DOO)<\/h3>\n
Arrival Documentation Process<\/h3>\n
Mastering the Shipping Document Process in Global Trade<\/b><\/h2>\n
Why are shipping documents so important in global trade?<\/strong><\/h3>\n
What’s the main goal of the export documentation process?<\/strong><\/h3>\n
How does import documentation differ from export documentation?<\/strong><\/h3>\n
Are digital versions of shipping documents accepted?<\/strong><\/h3>\n
What happens if there’s an error in my shipping documentation?<\/strong><\/h3>\n
Can I handle shipping documentation myself, or should I hire an expert?<\/strong><\/h3>\n
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\t\t\t\t\t\t\t\t<\/a><\/p>","protected":false},"excerpt":{"rendered":"