Documents & Procedures

Completing correct documentation and conforming to procedures is a vital function of the international trade process. Documents vary according to the different market, customer and customs requirements and inaccurate paperwork can cause costly delays to the shipment or to obtain payment. Shipping documents also provide evidence of the goods shipped and provide the mechanism against which payment is made. If you need any further information about Documents and Procedures our trade advisers will be pleased to help.

Guide to Documentation and Procedures:

• Croner’s Reference Book for Exporters
  This is a comprehensive guide to exporting goods to over 170 countries with in-depth guidance on procedures and documentation for each country. Croner’s is available to subscribers as a manual, CD-Rom and online. The book can also be purchased through your local Chamber of Commerce.

Transport Documents
The transport document you will need depends on the type of transport you choose for your goods, as well as factors including country of destination, origin and the type of goods shipped.

• Standard Shipping Note completion guide
  A Standard Shipping Note contains full details of the consignment and acts as a pre-shipment document to facilitate customs clearance. SITPRO guide on completing the Standard Shipping Note, which enables the shipper to complete one standard document for all consignments irrespective of port or inland depot.
• Dangerous Goods Note (DGN) completion guide
  A Dangerous Goods Note is completed instead of a Standard Shipping Note when goods shipped are hazardous. The DGN must provide details of the dangerous goods class, and flashpoint. This SITPRO guide has been produced jointly by SITPRO and the Freight Transport Association (FTA) as an aid to the completion of the SITPRO Dangerous Goods Note (DGN).
• Export Cargo Shipping Instruction completion guide
  The Export Cargo Shipping Instructions provide details of the consignment to the shipper, forwarder or carrier to enable correct shipping documents to be issued. SITPRO guide on completing the Export Cargo Shipping Instruction, which is the instruction from the exporter to the forwarder or carrier.
• Bill of Lading
  A Bill of Lading is the transport document associated with Seafreight. There are different types of Bill of Lading issued for different purposes. These include ‘shipped on board’ Bills of Lading, ‘short-form’ Bills of Lading, ‘combined transport’ Bills of Lading, ‘House’ Bills of Lading and ‘Sea Waybills’. Bills of Lading can be issued as a receipt for shipment, evidence of the contract of carriage by sea, and some are a a document of title to the goods.
• Air Waybill
  An Air Waybill is the transport document associated with Airfreight. An Air Waybill does not provide a document of title to the goods, but evidences that the goods have been despatched and the contract of carriage.
• CMR Consignment Note
  The CMR Consignment Note is associated with transport by Road. Goods despatched under a CMR are governed under a common code of conditions in accordance with EU and UK legislation. The CMR does not provide a document of title to the goods, but evidences that the goods have been despatched and the contract of carriage.
• CIM Consignment Note
  The CIM Consignment Note is associated with transport by Rail.

Commercial Documents
Commercial documents provide evidence that the contract terms have been complied with and can be used to facilitate payment and delivery.

• Commercial Invoice
  The Commercial Invoice is the final invoice issued to the buyer for payment of the goods and includes any additional costs for freight or insurance. The Commercial invoice shows the terms of the contract including details of the consignment and shipment.
• Packing & Weight Lists
  Packing Lists detail how the goods are packed, marked and numbered including weight and dimensions of each package.  Weight Lists detail the weight of each package, and total consignment and can show gross, tare and net weights.
• Certificate of Origin (C/O)
  Certificates of Origin are issued by the Chamber of Commerce and are used to verify the origin of the goods shipped. C/O’s can be either EU Certificates, or Arab Certificates which are issued by the Arab British Chamber of Commerce. C/O’s will require certifying by the Chamber of Commerce and usually Legalised by the appropriate Arab Embassy.
• Electronic Certificates of Origin (E-Cert)
  E-Cert/A-Cert is an on-line service developed by the British Chambers of Commerce allowing for the certification of Certificates of Origin electronically using scanned signatures. For further information contact your local Chamber of Commerce.
• Insurance Certificates
  Insurance Certificates are issued for each shipment requiring insurance against an Insurance Policy. If the exporter is required to insure the goods on behalf of the buyer, the exporter will pay the insurance premium and complete the insurance certificate before signing over the benefit of the Certificate by endorsement, to the buyer.
• Pre-Shipment Inspection Certificates
  Some countries require goods to be inspected before they are packed to assess the quality of the goods and confirm the quantity packed. The certificate is called a Clean Report of Findings and is required for importation into the buyer’s country.
• Financial and Bank Documents
  Documentary Letters of Credit
  A Documentary Letter of Credit (L/C) is an undertaking by a bank to make payment to a named beneficiary (usually the exporter) against specified documents, within a stated time. Most L/C’s are Irrevocable and cannot be altered without the consent of both parties. A ‘Confirmed’ L/C is the most secure, where the undertaking to pay is provided by a bank in the UK.
• Bills of Exchange / Draft
  A Bill of Exchange is an order by the creditor (usually the exporter) to the debtor (the buyer) to pay a debt. A Bill of Exchange is often accompanied by commercial documents, which are presented by a bank and released to the buyer either against immediate payment (at sight) or against a signature for payment on a specified future date.
• Letters of Credit: An Introduction
  This SITPRO briefing has been written for anyone involved in obtaining payment for their company’s overseas trade transactions. It explains what a Letter of Credit (also known as Documentary Credit) is, what types are available and for what use.
• Letters of Credit: Best Practice
  This SITPRO briefing provides a simple best practice guide for the operation of a Letter of Credit. Topics covered include negotiation, checking the letter of credit on receipt, documentation requirements and what to do if a Letter of Credit is rejected.

Tariffs and Duties

• Market Access Database
  The Market Access Database gives advice on the duties and taxes applicable to your products and the necessary documents needed for exporting.
• HM Revenue & Customs
  A link to several basic guides produced by HM Revenue & Customs including an introduction to tariffs and the management of tariff quotas.

• Online Trade Tariff
  All UK businesses which trade internationally must declare any imports or exports to HM Revenue & Customs (HMRC) to ensure that any VAT, duty, excise or levies due on the goods is collected.

  HMRC uses commodity codes to classify products and it is essential that international traders are aware of these codes and how they are used.

  Business Link offers an online UK Trade Tariff which enables traders to access information on this subject and search for commodity codes for export and import online.

Key resources

• Foreign & Commonwealth Office: export restrictions
  Provides up-to-date information on the export restrictions which apply to different countries.
• Cultural Goods: antiques and artwork
  Guidance from the Department for Culture, Media and Sport on the export licences required for exporting cultural goods.
• Animal Exports
  Guidance from the Department for Environment, Food and Rural Affairs (DeFRA) on the licences required for exporting animals.
• Technology and Defence Exports
  The Department for Trade and Industry’s Export Control Organisation website, which provides advice on the licences required for technology and defence exports.
• Medicines and Prescription Goods
  Advice from the Medicines and Healthcare Regulatory Office on the licences required when exporting medicines.
• Other Drugs
  Home Office website with advice on the export licences required for exporting drugs.
• Chemicals
  Information from the Health and Safety Executive on the licences needed to export chemicals.

Key:

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