Here we explain the most common customs documentation for international shipping, as well as how to complete your paperwork.
Commonly used documents for customs clearance
Commercial Invoice
What it’s about
Commercial Invoice is the basic statement of the seller to the buyer for goods shipped; it ideally represents a complete record of the business transaction between the exporter and the importer with regard to the goods sold. It is used as one of the primary documents in the collection process and is the main document used by customs officials for control, valuation and duty determination. It is also a document of content; it must fully identify the shipment as well as serve as the basis in preparing all other documents covering the shipment. All data contained in the invoice documentation must conform to the particular entry requirements of the country to which the goods are being shipped.
Certificate of Origin
What it’s about
Certificate of Origin documentation verifies the country in which the product was manufactured.
The product being exported and its destination country determine if Certificate of Origin paperwork is required for customs. Some countries restrict imports from certain countries, many countries limit the quantity of goods that are allowed to be imported, and some countries give preference to goods manufactured in a certain country.
If your product qualifies as having originated in North America, use the NAFTA Certificate of Origin (see below) for shipments to Canada and Mexico. For help understanding NAFTA Rules of Origin.
To determine if your shipment requires a Certificate of Origin.
What’s required on it
If your shipment requires a Certificate of Origin, one original is required. The descriptions and amounts on the Certificate of Origin must be consistent with those entered on the Commercial Invoice. Most countries accept a generic Certificate of Origin form.
You can see how the required information should appear on our Certificate of Origin interactive form. It shows how to complete each section and includes sample data to guide you in providing the correct information.
NAFTA Certificate of Origin
What it’s about
Canada, Mexico and the U.S. developed a uniform Certificate of Origin to certify that originating goods imported into their territories qualify for preferential treatment accorded by the North American Free Trade Agreement (NAFTA). If your product does not meet the specific NAFTA Rules of Origin, it does not qualify for preferential tariff treatment and the Certificate of Origin should not be completed.
While the NAFTA Certificate of Origin does not have to accompany the shipment, the importer must have a copy of the certificate in hand to claim NAFTA tariff preference at customs. NAFTA Certificates of Origin may, at the discretion of the exporter, cover a single importation of goods or multiple importations of identical goods.
If the value of a Mexico-bound shipment is less than US$1,000, or the value of a Canada-bound shipment is less than CAD$1,600, a NAFTA Certificate of Origin is not required. Instead, you can write the following statement on the Commercial Invoice:
“I certify that the goods referenced in this invoice/sales contract originate under the rules of origin specified for these goods in the North American Free Trade Agreement (NAFTA), and that further production or any other operation outside the territories of the parties has not occurred subsequent to production in the territories.”
What’s required on it
In the U.S., the exporter is required to retain either the original or a copy of the NAFTA Certificate of Origin for five years from the date of signature. The importer is required to retain the certificate and all other relevant documentation for five years after the importation of the goods. Mexican exporters must maintain a copy of the certificate for 10 years. Canadian importers and exporters are required to keep the certificate for six years from the time of the transaction for the importer and six years from the date of signing for the exporter.
Once you’ve checked that all the information on the NAFTA Certificate of Origin is accurate, provide your company name, title and phone number, then sign and date the form.
Electronic Export Information
What it’s about
Electronic Export Information (EEI), formerly known as the Shipper’s Export Declaration (SED), is used for compiling official U.S. export statistics and to enforce U.S. export laws. By law, all EEI filing records must be retained for five years from the date of export
When it’s required
The EEI must be filed with shipments from the U.S., Puerto Rico or the U.S. Virgin Islands to foreign destinations; between the U.S. and Puerto Rico; and from the U.S. or Puerto Rico to the U.S. Virgin Islands, if any of the following applies :
When it’s not required
The EEI is not required for:
Options for filing
If your shipment requires EEI data, you have several options for meeting new U.S. Foreign Trade Regulations requirements for electronic filing of the EEI.
Goods For Exhibition :
When exhibiting overseas there is often a strict customs procedure to follow. Using their global coverage and expertise Brisk Global Services will offer advice and prepare all relevant customs documentation. The customs procedures most regularly used are a Temporary Importation or the ATA Carnet system.
ATA Carnet
ATA Carnets are International Customs Documents issued by the Chamber of Commerce in the Country of Origin. They exist for the purpose of allowing goods to be sent around the world without payment of duties and taxes and to avoid import bonds or duty deposits. Goods under ATA Carnet can travel freely between countries that support the ATA Carnet agreement. This applies to a single entry and exit shipment into a given country or a multi-destination journey within the one-year validity period of the Carnet.
Brisk Global Services can handle ATA Carnets from any overseas country that supports the scheme.
Whatever the circumstances of your own event, whatever the nature of your goods, and as our examples illustrate, whatever the value of your consignment – we will cure your customs headache.
