1. Commercial Invoice

The commercial invoice is crucial for export documentation. It provides details about the goods being shipped, such as their quantity, value, and description. This document acts as a bill for the transaction and helps customs assess duties and taxes. Properly completing the commercial invoice is vital for compliance and smooth clearance.

2. Packing List

A packing list breaks down the items in the shipment. It includes details like dimensions, weight, and packaging for each item. Customs and the recipient use this document to verify the shipment’s contents. A clear and accurate packing list helps prevent delays and misunderstandings.

3. Bill of Lading

The bill of lading serves as a contract between the shipper and the carrier. It confirms that the carrier received the goods for transport and outlines the shipment’s terms. This document is essential for tracking the shipment and proving ownership during transit.

4. Certificate of Origin

A certificate of origin states the country where the goods were manufactured or produced. Customs authorities often require this document to determine applicable tariffs and trade agreements. Accurate certification is important for complying with international trade regulations.

5. Export License

An export license is necessary for certain types of goods, especially controlled or restricted items. This document authorizes the exporter to ship specific products internationally. Obtaining the required export licenses before shipping helps avoid legal issues and delays.

6. Insurance Certificate

An insurance certificate proves that the goods are covered by insurance during transit. It details the insurance coverage terms and protects against potential loss or damage. Having this certificate ensures that the shipment is financially protected throughout its journey.

7. Certificate of Inspection

A certificate of inspection confirms that the goods meet required standards and specifications. A third-party inspection agency usually issues this document. It ensures the goods comply with quality standards and helps avoid disputes with buyers and customs authorities.

8. Import/Export Declaration

The import/export declaration is a document submitted to customs authorities. It details the nature and value of the goods being shipped. Customs use this declaration to calculate duties and taxes, ensuring compliance with local regulations. Accurate declarations help streamline the customs clearance process.

9. Consular Invoice

Some countries require a consular invoice, certified by the importing country’s consulate. This document provides additional verification of the commercial invoice details and ensures that the goods meet the importing country’s requirements.

10. Dangerous Goods Declaration

If the shipment includes hazardous materials, you must provide a dangerous goods declaration. This document details the nature of the hazardous materials and ensures safe handling. Proper documentation meets safety regulations and prevents accidents during transport.

Effective Export Documentation Practices

Maintaining accuracy and consistency across all documents is essential for efficient export documentation. Tools like ImpexDocs simplify the documentation process by offering features that enhance creation, tracking, and management. These tools help businesses ensure compliance with international regulations and streamline global transactions.

By understanding and managing essential export documents effectively, businesses can avoid delays, reduce errors, and facilitate smooth international trade. Employing solutions like ImpexDocs further optimizes the export documentation process, making global transactions more manageable.

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1. Commercial Invoice: Description: A comprehensive billing document provided by the seller to the buyer, detailing the transaction’s terms, quantity, description, and cost of goods sold. It serves as a basis for payment and customs declaration.
2. Packing List: Description: An itemized record accompanying shipments, specifying the contents, quantities, and packaging details of the goods. The packing list assists customs officials, transport handlers, and recipients in verifying the shipment’s contents.
3. EDN (Export Declaration Number): An identification number assigned to export transactions by customs authorities, serving as a reference for monitoring and controlling the movement of goods across international borders. The EDN is a key element in trade compliance and reporting.
4. Certificate of Origin: A formal document that provides evidence of the country where goods were produced, manufactured, or processed. It is essential for determining tariff rates, import restrictions, and trade preferences under various trade agreements.
5. Request for Permit (RFP): Description: A formal submission made to government authorities, such as the Department of Agriculture, to obtain the necessary permit for the export of goods. This process involves providing detailed information about the nature of the goods and their intended destination. The issuance of the permit may result in the issuance of either a Health Certificate or a Phytosanitary Certificate, indicating that the traded goods meet the required health and safety standards for international trade, particularly in relation to agricultural and plant-based products. The RFP plays a vital role in ensuring compliance with regulatory requirements and facilitating the legitimate movement of goods across borders.
6. Air Waybill Air freight shipments will require airway bills.  An air waybill is sent with goods shipped by an international air carrier. Air Waybill document provides detailed information about the shipment and allows it to be tracked.  Air waybills are exporter/shipper-specific documents and are not negotiable documents (as opposed to “order” bills of lading used for vessel shipments).
7. Bill of Lading:  A bill of lading is a contract between the owner of the goods and the carrier (as with domestic shipments). For ocean shipments, there are two common types: a straight bill of lading, which is non-negotiable, and a negotiable, or shipper’s order bill of lading. The latter can be used to buy, sell or trade the goods while in transit. The customer/buyer usually needs an original bill of lading as proof of ownership to take possession of the goods from the ocean carrier.
8. Health Certificate: An official statement issued by competent authorities confirming that goods, often perishable or consumable items, meet the required health and safety standards for international trade. It ensures that the traded products pose no health risks to consumers.
9. Phytosanitary Certificate: A regulatory document issued by plant protection agency to certify that plant-based products, including agricultural and horticultural items, have been inspected and found free from regulated pests, diseases, and other harmful organisms. This certificate is crucial to prevent the spread of pests across borders.
10. Load Out Instructions: Comprehensive guidelines provided by the Shipper/Exporter to the packer/supplier outlining the proper procedures for loading and securing cargo onto transportation vessels, ensuring safe handling and optimal use of space during shipment.
11. PRA (Pre-Receival Advice): PRA is a two-way communication between exporters and stevedores at ports in which the former provides details about the containers to be shipped and the latter responds with cargo acceptance.
12. Forwarding Instruction: Description: Detailed directives provided by the shipper to freight forwarders, carriers, and other logistics partners, specifying how goods should be transported and handled during the export process.
13. E-forwarding Instruction: Similar to forwarding instructions, E-forwarding Instructions are submitted electronically, providing detailed directives by the shipper to freight forwarders, carriers, and other logistics partners, specifying how goods should be transported and handled during the export process.
14. Beneficiary Certificate: Beneficiary Certificate is a document issued by Shipper/Exporter based on the Buyer or Importer’s request, specifying certain details or information, related to the trade or traded goods.
15. Insurance Certificate: Description: A document issued by an insurance provider, confirming coverage for goods during transit. It safeguards against potential risks, loss, or damage, offering financial protection to parties involved in the trade.
16. Bank Lodgement: Description: The act of lodging Export or Trade Documents at the Shipper/exporters or beneficiary’s bank, as part of trade-related financial transactions or compliance requirements.
17. Proforma Invoice: Description: A preliminary invoice provided by the seller to the buyer before the completion of a trade transaction. It outlines the terms, estimated costs, and specifications of the goods to be supplied.
18. Shipment Advice: Description: A communication sent by the seller or shipper to the buyer, in the form of an e-mail or a fax message, notifying them that the goods have been dispatched for shipment. It provides details about the shipments departure and expected arrival.
19. Non-wood Packaging Declaration: Description: An official declaration stating that the trade items do not contain wood or wood-based materials, ensuring compliance with import regulations and environmental standards.
20. Tax Invoice: Description: An invoice that includes the value of goods or services along with applicable taxes, providing a comprehensive breakdown of costs for tax reporting and accounting purposes.
21. Cover Letter: Description: A formal letter accompanying trade documents, providing context, explanations, and additional information to recipients or regulatory authorities.
22. EX188 – Condition as to Certificate: It is the Declaration and Certificate as to Condition issued for the certification of non-prescribed goods being exported from Australia to satisfy the following conditions: (The importing country requirements for the goods) (Any matters to be specified on the certificate concerning goods of that kind that are to be exported.)
23. ISF (Importer Security Filing): A filing submitted by the importer or their agent to provide advance security information about imported goods to customs authorities, enhancing supply chain security and risk management. the ISF is a U.S. Customs and Border Protection (CBP) regulation that affects ocean shipments entering the United States.
24. Lodgement PDF: A digital submission of important trade documents to official channels, serving as an official record of trade activities and compliance.
25. Exporter’s Statement Letter: A formal written affirmation issued by the exporter, asserting the accuracy or compliance of specific information related to the trade transaction.
26. Certificate of Quality: An official document verifying the quality and specifications of traded goods, often detailing factors such as standards, testing results, and compliance with industry regulations.
27. MO14 Dangerous Goods: A regulatory document addressing the proper handling, labelling, and documentation of hazardous or dangerous goods during transportation, ensuring safety and compliance with international regulations.
28. Packing Declaration: An official statement provided by the exporter or shipper confirming that the goods have been appropriately packed, labelled, and secured for safe transportation.
29. Quarantine Declaration: A declaration issued to comply within a country’s quarantine regulations, confirming that imported goods meet the country’s biosecurity and environmental requirements.
30. Non-radioactive Certificate: A certification confirming that traded items are free from or have not been exposed to radioactive materials, ensuring compliance with safety and environmental regulations.
31. Debit Note: A formal notice issued by a seller to indicate a debt owed by the buyer, often arising from discrepancies or adjustments in trade transactions.
32. Bank Draft: A negotiable instrument used for transferring funds between banks, often utilized in trade finance and cross-border payment settlements.
33. Packing Instructions: Comprehensive instructions provided by the shipper to ensure proper and secure packaging of goods for transportation, minimizing risks of damage or loss.
34. Certificate of Weight: An official certificate issued to confirm the accurate weight of traded goods, essential for shipping calculations, customs assessment, and cargo handling.
35. Certificate of Quantity and Quality: An official certification attesting to both the quantity and quality standards met by the traded goods, often used to assure buyers and regulatory authorities of the product’s specifications.
36. Credit Note: A formal document indicating a credit amount owed to a party, typically issued in response to an overpayment or adjustment in trade transactions.
37. Certificate of Free Sale: An official document confirming that traded goods are legally available for sale in a particular jurisdiction, often required for products subject to regulatory approval or consumer safety standards.
38. Halal Certificate: A Halal Certificate is an official document that confirms a product, service, or facility adheres to Islamic dietary laws. It’s issued by recognized bodies and assures compliance with specific guidelines for ingredients, preparation, and ethics. This certification is essential for global trade, especially in markets with significant Islamic populations, as it demonstrates alignment with Islamic dietary and ethical preferences, enabling better market access and consumer trust.

This is just a glimpse into the intricate tapestry of global trade documentation to provide as reference tool for global trade management. For global trade practitioners who navigate the complex terrain of international commerce, mastering these nuances is essential. Yet, even the most adept global trade and export management professionals understand the value of innovative solutions that can further streamline their export operations. Discover how ImpexDocs redefines the landscape of trade documentation, logistics and compliance. Book a demonstration today and experience firsthand how ImpexDocs platform can elevate your global trade processes, enhance operational efficiency, and empower your team to better manage the challenges of modern global trade with confidence.

Contact us now to schedule your exclusive ImpexDocs demonstration.

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For example, in Australia, the exporters must report goods intended for export to the Australian Border Force. For this, they need to fill out what is called an export declaration form which contains all important fields detailing the consignments. The Australian Border Force, on finding the details accurate, validates the data and issues export declaration numbers.

So, what is the export declaration number? In short, it is a unique number that the Australian Border Force issues against an export declaration it receives from an exporter. Every export declaration number (or EDN) is exclusive to one particular consignment and consists of nine alphanumeric characters.

What Is the Importance of ED and an EDN?

Australia’s Customs Act 1901 requires every export consignment cleared appropriately. For this, the Australian Border Force demands exporters to share mandatory information. They share the information so collected with:

• The Australian Bureau of Statistics
• The Australia Taxation Office

So, an important role of export declaration is to ensure adherence of every export activity from Australia with the country’s legislation. Next, issuing of an EDN is an indication that the goods you intend to export meet the Customs regulations and have, therefore, obtained the Customs clearance.

That’s not all! The EDN is an important number, referred to many times throughout the export supply chain. For instance, you may need to quote it in the notifications to release goods from or to return goods to a warehouse. Besides, you may need it to identify individual consignments in one big consolidated consignment. What Are the Ways to Obtain an EDN?

What Are the Ways to Obtain an EDN?

For decades, the exporters have been manually submitting export declarations to the Australian Border Force offices. However, the electronic process of doing it has become popular in recent years. Still, here is a brief overview of each of these procedures:

Manually:

You can lodge an export declaration by personally visiting an Australian Border Force counter in your region. For this, you need to fill out Export Declaration Form B957. Here is a quick overview of various fields in the form:

• Reporting party type (whether you are the owner of the consignment or an agent filling the form on behalf of the exporter). Along with this, you need to fill reporting party ID (that could be Customs Client Identifier or Australian Business Number)
• Intended export date
• Consignee details, including name and city
• Port of loading, the final port of discharge, and final destination country code
• Mode of transport (whether air or sea) along with vessel ID or flight number
• Cargo type (whether containerized, bulk, non-containerized or co-combination)
• Total number of packages and total number of containers. Also, you need to mention gross weight and net quantity
• Invoice currency as well as FOB currency
• Commodity classification – the AHECC (Australian Harmonized Export Commodity Classification) code
• Details of goods, including description, origin code (based on the state of origin) as well as the goods origin country code
• Permit details, if you export prohibited goods or other goods that require permit from concerned authorities. For instance, you must obtain permit from Wine Australia to export wine consignments and wildlife permit from the Department of Environment to export wild animals.

In addition, you may need to fill a supplementary page (B957a), if required. Besides, you need to produce evidence of identity documents.

Electronically:

The Australian Border Force operated Integrated Cargo System (ICS) as an electronic system to accept export declarations. Needless to say, it makes the task simpler, convenient, and less time-consuming for the exporters. All you need to do is buy third-party software to communicate with the ICS and you can easily obtain the EDN without any hassle.

What Else to Know?

Does every good require an EDN?

Usually, a consignment must carry an EDN, if it contains goods that are:

• Having value that exceeds AUD 2000
• In the categories which mandatorily requires permits for their export
• Those goods for which there would be a claim for duty drawback
• Subject to duty and excise with unpaid duty or excise duty

However, there are goods that enjoy exemption from lodging export declaration. These include pets, military goods, etc.

What if an exporter is unsure about certain information?

In such cases, the exporter can lodge an export declaration under the confirming exporter status. For example, if the exact quantity or weight of one or more goods is not known at the time of lodging, the exporter can use this status to amend it later. It must be noted that the declaration submitted manually or electronically should be respectively amended manually and electronically only.

What happens to the EDN if the goods are not exported?

If an exporter fails to export goods within 30 days from the intended export date mentioned in the declaration, he or she must withdraw it within a week after that. Consequently, the EDN stands cancelled. Then, he or she must file a new declaration to export goods on a new date.

Finally, when an ED must be lodged?

The Australian Border Force makes it possible for the exporters to lodge ED up to 6 months before the intended export date. So, you must do it as early as possible to leave room for any amendments.

Undoubtedly, you can take some good steps to successfully obtain an EDN. First, prefer to lodge ED electronically. Second, refer to templates and guides to fill the forms accurately. Third, consult an expert in documentation to avoid mistakes. Also, use good software to store, secure, and access information and also for reporting and auditing.

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The form for declaring goods intended for export contains a number of sections. In order to fill them with accuracy, you can have an overview of each section and address your concerns and doubts in advance. Here’s a guide that can help you understand some of these sections and the information they require.

About People

To begin with, you need to choose the right ‘Reporting Party Type’. Select the right option depending on whether you are the ‘Owner’ (exporter) or the ‘Agent’. Going further, if you are the goods owner, the following two fields will have the same ID that would be an Australian Business Number (ABN) or a Customs Client Identifier (CCID):

• Reporting party ID
• Goods owner party ID

On the other hand, you could be an agent lodging the declaration on behalf of a client. In that case, you need to fill your own ABN/CCID in the first field and the client’s ABN/CCID in the second.
Besides, you should be ready with details regarding the consignee. It should be noted that the consignee should be the actual importer and it can’t be a bank or a freight forwarder or any other third party.

About Places

Next, be ready to share information regarding places your goods would transit through. These include:

• Warehouse establishment ID: It refers to the ID of the source warehouse from where you would remove the goods. You need to provide it only if the goods are either customable or excisable.
• Consignee city: The place to which the recipient of the goods belongs.
• Goods origin code: It refers to the state of origin of the goods. For instance, it would be NSW if the goods originate in New South Wales and VIC if the originating state is Victoria and so on.
• Ports: These include the port of loading as well as the first port of discharge.
• Final destination country code: The country which is the ultimate destination of the exported goods.

About Goods

The category includes a number of fields that require information about the goods intended for export. First, you must choose whether the goods are of prescribed or non-prescribed type. Second, there is a field that demands goods description. Be careful to share clear details about each category of goods that you include in the consignment. In addition, the declaration requires details like AHECC code, net quantity of the goods, gross weight of the goods, goods origin code and goods origin country code.

About Cargo

Under this section, you have to fill details like cargo type (whether containerized, non-containerized, combination or bulk), total number of packages, total number of containers and so on.

About Transport

Choose whether you would be exporting the goods via air or sea. Accordingly, provide details like vessel ID, voyage number, flight number etc.

About Permits

Along with the information included in the above sections, you must also keep ready the permit details (like prefix and number). You would need to provide these for exporting goods in certain categories. For example, you should obtain in advance a permit from the Wine Australia Licensing and Approval System (WALAS), if you wish to export wine from the country.

Now, that’s indeed a bulk of data you need to manage. Rather than doing it manually, prefer choosing a software for better access and management of information and to eliminate the possible errors.

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Introduction to EDN [Export Declaration Number]

An EDN is a number which is nine alphanumeric characters long and issued by the Australian Customs (Australian Border Force) in exchange for the information that an exporter shares with them. Most of the export goods leaving Australia must carry an EDN for various purposes at a number of stages.

How to Apply for an EDN [Export Declaration Number]?

In order to obtain and EDN (Export Declaration Number), an exporter (or an exporter’s agent) must lodge an export declaration with the Customs using the prescribed format. The two ways to lodge the declaration include:

• Manually: The document is prepared manually and submitted at one of the counters of the Customers.
• Electronically (recommended): The Australian Customs operates an electronic service called the Integrated Cargo System (ICS) which makes it convenient for the exporters to lodge the export declarations right from their offices. It not only saves time and effort but also costs less and has fewer chances of errors.

In the export declaration, the exporter must provide information about the consigner, consignee and consignment. It must be noted that multiple export declarations must be lodged if there is one consignor (exporter) but multiple consignees (importers). If the Customs find the information correct and without any errors, the EDN is issued. If there is some error, the exporter must re-lodge the declaration after corrections.

How Is EDN [Export Declaration Number] Useful?

An EDN is useful at many points during the export process. Some of its uses include:

• Identification of individual export consignments included in one consolidated consignment
• Acknowledgement of an exported consignment in an outward manifest
• Notification of release or return of the goods from or to a warehouse
• Notification of release or removal of goods from a wharf or airport

To obtain and EDN fast, make sure you learn how to lodge an export declaration electronically using the right kind of software.

FAQs (Frequently Asked Questions)

Q: Is an EDN mandatory for all export consignments?

A: Yes, most export goods leaving Australia require an EDN for documentation and tracking purposes.

Q: Can errors in the export declaration be corrected after submission?

A: Yes, exporters can rectify errors and resubmit the declaration for processing.

Q: Are there any advantages to electronically submitting export declarations?

A: Electronic submission offers convenience, cost savings, and reduced chances of errors compared to manual submission.

Q: What happens if multiple consignees are involved in a single export consignment?

A: In such cases, separate export declarations must be lodged for each consignee.

Q: How can exporters ensure a smooth EDN issuance process?

A: By providing accurate and complete information in the export declaration and leveraging electronic submission methods effectively.

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What Is the Export Declaration?

An export declaration is a statement that every exporter (or his or her agent) needs to file. Sharing important details about the consignments they are ready to export. This declaration is lodged to the Customs and Border Protection (also known as Australian Border Force) which is authorized to monitor and control the export of goods from the country.

What Does Export Declaration Include?

The declaration must share important details about the exporter (or the consignor), the importer (the consignee) and the consignment. The goods contained in the consignment must be classified as per the prescribed codes and the same must be presented in the declaration. In addition, it must also provide the intended export date as well as the details regarding the port of loading, the port of discharge and the destination port.

What Is the Importance of Export Declaration?

The customs must know what goods are being exported to ensure that the consignments don’t contain any prohibited goods. It also needs to ensure that the restricted goods are being exported only after obtaining the required certificates. Only then, it issues the export declaration number or EDN to the exporter. The number, of course, is an important entity that is quoted on various trade documents for the successful export and import.

Should It Be Filed for All Types of Goods?

The declaration must be essentially filed for the goods that require an export permit and the goods that are excisable. Also, the good with worth greater than AUD 2,000 require it. Some of the categories that are exempted from filing the declaration include pets, persona/household effects, domestic cargo and so on.

How Is It Filed?

The declaration is filed to the Integrated Cargo System (ICS) of the Australian Customs. Either electronically or manually (at one of the designated counters). It should be filed at least 6 months prior to the intended export date.

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Clear
This status implies that the export declaration has received validation and been processed and authority has been allocated for the products declared by the exporter or his or her agent. The EDN carrying this particular status is regarded as a valid Customs Authority Number (CAN).

Clear-Expired
According to this status, the goods are included either in the main manifest or in a sub manifest and the Integrated Cargo System (ICS) considers them to have been exported. With this, the assigned authority to the goods gets expired.

Clear-Idle
This status appears when the goods mentioned in the export declaration don’t feature on a main or sub manifest or are still not released from the mentioned warehouse or if the mentioned Cargo Terminal Operator (CTO) doesn’t receive them within 10 days of the proposed export date.

Error
During the processing of the export declaration, the ICS may find information that is either incorrect or incomplete. In such a case, the Error status is flaunted and no authority is allocated to the goods. The exporter then needs to amend the declaration or lodge a fresh one.

Error-Expired
Consider a case when the goods have been exported, but the exporter tries to amend the declaration after that. In case the amended information contains an error, this status is shown, implying that the authority has already expired.

Error-Validation
The export declaration form required a few mandatory pieces of information without which the export declaration number is not generated. If in case the mandatory information relates to the export permit, the declaration is processed but this status appears.

Error-Embargoed
It is a special status when the destination country mentioned in the export declaration belongs to a particular group or is entitled to sanctions, bans and so on. To remove this status, the exporter must obtain the required export permission to that country.

Error-Suspended
The ICS flaunts this status if the declaration validation and processing are suspended for a specific period of time. The customs need to provide the exporter and the other concerned parties with the reason for the suspension.

Withdrawn
In case the exporter lodge an application to withdraw the export declaration before the goods leave for shipping, the status shown is ‘Withdrawn’.

Cancelled
This status means that Customs and Border Protection has cancelled the assigned authority. Following it, the customs sends the reason and advice for further action to the exporter.

Revoked
This status is applied if the declared goods are not exported within 30 days of the proposed date of export.

Please note that a cancelled or revoked authority can’t be reinstated.

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