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What documents do I need for shipping cargo from the United States?

If you're wondering what shipping documents are needed to ship from the USA, this guide provides a clear checklist for exporters and individuals shipping goods internationally.

Transporting goods from the USA overseas may require different sets of documents based on the type of commodity and the destination country.

However, if you ship from the USA a general commodity, most of the time, you will need to submit the following:

• If you send commercial cargo, it is a Commercial Invoice for export from the USA. It may be a document prepared specifically for a particular shipment, or a copy of the purchase receipt or invoice with the value of goods in US$.
   
• If, for some reason, you cannot provide a commercial invoice, OR you ship household goods or personal items from the U.S., then it is a Valued Packing List for international shipping. You should follow a specific format when submitting a valued packing list. It must describe the number and type of units, general cargo description, estimated weight, and the value in US$. Exporters determine the value when shipping household goods internationally from the U.S.. However, the cost of the goods should match their fair market value.
   
• The ocean carrier may also ask for copies of identification documents, such as a copy of a passport, visa, tax ID, etc.

Essential shipping documents flow in the order they are generated for international cargo transportation from the USA using LCL freight

1. A quote from an international shipping company - The estimated cost of international cargo transportation to the shipper. Quotes are based on the information provided by the shippers. If there are changes in the cited conditions, quotes are subject to change.

2. Booking request to the international cargo transportation company - The agreement between the shipper and the international transportation company to initiate the shipment.

3. Booking Confirmation - It is issued by the carrier confirming reserved space on the vessel.

4. Warehouse Receipt from a cargo consolidator - A document that proves that cargo is delivered to a sea freight carrier's terminal (CFS - Container Freight Station).

5. Commercial Invoice - A bill from the seller to the buyer listing commodity, value, and terms of sale (if necessary). It must include: description of shipping items, HS codes, quantity, value, and seller/buyer information.

6. Packing List - Detailed shipment breakdown: itemized content, weight, and packaging type.

7. Export Declaration (EEI via AES) - Required when goods exceed $2,500 in value or if an export license is needed. It is filed electronically through AES (Automated Export System) in the U.S.

8. Shipper’s Letter of Instructions (SLI) - Authorizes a carrier to initiate international freight release procedures.

9. Proof of Bill of Lading -  sketch of a Bill of Lading. Proof that freight has been released for export from the United States.

10. Sea freight Bill of Lading (BOL) - Issued by the sea freight carrier as proof that the cargo is on board the vessel. It is the final contract of carriage and the title for the consignment. Ocean Bill of Lading (Negotiable or Non-negotiable / Express Release)

Other Possible Export Documents (Depending on Cargo or Destination)

1. Certificate of Origin - Proves where the merchandise was manufactured. Required for customs in some countries.

2. Insurance Certificate - This proves coverage if you purchased cargo insurance.

3. Import/Export Licenses - Needed for restricted or controlled commodities (e.g., chemicals, electronics, defense items).

4. Dangerous Goods Declaration (if applicable) - Required for hazardous materials (must follow IMDG code for ocean freight).

5. Certain countries or world regions require specific information for imported goods. For example:

• Freight to Australia, New Zealand, and other countries of Oceania requires a Fumigation Certificate during the BMSB season, which runs from September 1 to April 30 each year. 
• Shipments going to or through European Union countries, including Norway, Switzerland, and Northern Ireland, must be filed with ENS. The Bill of Lading must include EORI and MRN numbers.
• Certain countries require particular export documents or apply certain restrictions on goods imported from the USA.

When exporting goods from the United States, the exporter and importer must ensure that proper documentation is submitted at the origin and destination. If you're unsure about your country's requirements, contact its consulate in the U.S. or consult a licensed customs broker in the destination country.

For more information on preparing export documents for shipping from the U.S., we recommend visiting Intertek.com. Contact them if you have questions.