Documents required for ocean customs clearance are generally divided into basic documents and supplementary documents required in special circumstances.
In this article, Weefreight will provide detailed explanations, hoping it will be helpful.
Basic documents:
Commercial invoice: This is the core basis for customs to determine the value of goods and levy customs duties. It must clearly indicate the buyer and seller information, goods description, trade terms, total amount, and other information.
Packing list: This details the volume, weight, packaging method, and shipping marks of each box of goods. Customs uses the packing list to verify that the actual goods are consistent with the declared goods.
Bill of lading: An ocean bill of lading is a document of title and is divided into telex release bills of lading and original bills of lading. Ensure that the consignee information and port of departure/destination are consistent with the contract and be stamped by the carrier.
Import and export contract: This is a legal document agreed upon by the buyer and seller regarding a commodity transaction. It details all the details of the transaction and is an important basis for customs to understand the background of the goods transaction, determine the value of the goods, and determine the authenticity of the transaction.
Certificate of Origin: Some countries require a certificate of origin to enjoy tariff preferences. This document, issued by the China Council for the Promotion of International Trade (CCPIT) or the customs office, certifies the goods’ place of production.
Documents Required in Special Circumstances:
Licenses/Approvals: For goods such as electromechanical products, food, and dangerous goods, relevant licenses, such as electromechanical certificates and health certificates, are required. Regulated goods, such as used equipment, require a license from the Commodity Inspection Bureau.
Quarantine Documents: For goods requiring inspection and quarantine, such as animal and plant products, food, and cosmetics, the relevant inspection and quarantine report should be provided. If the goods are packaged in wood, a fumigation certificate or a declaration stating that there is no wood packaging is required.
Intellectual Property Rights Certification: For goods involving intellectual property rights, such as trademarks and patents, relevant supporting documents, such as trademark registration certificates and patent certificates, should be provided.
Insurance Policy: A copy of the insurance policy is required under CIF terms.
When filling out a commercial invoice, avoid the following common pitfalls:
Inaccurate Information: All information on the invoice, including buyer and seller information, goods description, quantity, unit price, and total price, must be accurate and consistent with other documents such as the contract and bill of lading. Failure to do so may result in customs clearance delays or other issues.
Inconsistent Currency: The currency of the invoice amount must match the currency in the trade contract. Failure to do so may lead to difficulties with both settlement and customs declaration.
Unclear Goods Description: The goods should be accurately and internationally recognized, avoiding ambiguity. The specifications and model numbers of the goods should also be filled in in detail to avoid customs requests for additional information due to uncertainty about the goods’ attributes.
Incorrect HS Code: The HS Code is a crucial basis for customs classification of goods and must be accurate. Failure to do so may result in higher customs duties or delays in customs clearance.
Improper Signature and Stamping: Commercial invoices must be officially signed and stamped by the exporter to ensure their legal validity. Improper signatures and stamping may cause customs to question the authenticity of the invoice.
Not using the specified language: We recommend filling out the commercial invoice in the official language of the destination country to avoid translation ambiguity. If there are special requirements, please complete them accordingly.
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