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What documents are required for shipping cargo from the United States?

Commercial Invoice Vs. Valued Packin List

If you're wondering what 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 United States overseas may require different sets of documents, depending 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 are sending commercial cargo abroad, a Commercial Invoice is required for export from the United States. It may be a document prepared specifically for a particular shipment, or a copy of the purchase receipt or invoice with the value in US dollars.
   
• If, for any reason, you cannot provide a commercial invoice, or you ship household goods or personal items from the U.S., then a Valued Packing List is required 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 commodity description, estimated weight, and the value in US$. Exporters determine the value when shipping household goods internationally from the U.S.. However, the cost should match their fair market value.
   
• The ocean carrier may also request copies of identification documents, such as a passport, visa, or tax ID.

Essential documents are generated in the order they are required for shipping from the USA using LCL freight.

1. A quote from an international shipping company - The estimated cost of international shipping 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 shipping company - The agreement between the shipper and the international transportation company to initiate the shipment.

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

4. Warehouse Receipt from a cargo consolidator - A document that proves that a load 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 the commodity, value, and terms of sale (if applicable). It must include a description of the 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 the value exceeds $2,500 or if an export license is needed. It is filed electronically through the Automated Export System (AES) 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 Paperwork (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 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 specific export documents or impose 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 the requirements of your country, contact its consulate in the United States 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.