Logistics - Nov 16, 2021

A Checklist of the documents necessary for cross-border shipping

In an ever-evolving environment, innovation and technology are contributing exponentially, making this entire globe a small close-knit family for the exchange of services and communication worldwide. The growth of the eCommerce world has led to a significant increase in Crossborder trade. According to a report, India itself has made noticeable progress and managed to move up from 78.49% in 2019 to 90.32% in 2021.

In Crossborder eCommerce trade, i.e, online purchase from merchants in another country by a consumer, or Crossborder Trade, i.e, the overall exports, be it through eCommerce channels or traditional b2b channels, the customers and sellers are dealing with different government policies in their respective countries. So, if you choose to do business overseas, you need a strong cross shipping service to ensure successful last-mile delivery to the customer. You need to prepare your business to sail through various stages that are involved in crossborder shipping. Customs and global guidelines must be taken into account before moving forward. There are a few things to be taken care of before diving into the nitty-gritty of shipping overseas. 

Few steps to keep in mind while shipping overseas:
  1. Preparation of entry forms
  2. Sending all documents and forms to the customs agency
  3. Managing the payments of duties, taxes, and fees
  4. Maintaining the transaction records for inspection
  5. Responding to any concerns raised by the CBP or CBSA
  6. Choosing the right cross border shipping partner

And Lastly, having an understanding of the different types of cross-border freight shipping documentation can save you time and prevent delays at the border. 

Documents Required for Cross-Border Shipping

Managing transportation and conveyance documents is essential for your business. You will not only be able to smooth out the customs process, but also the delivery and payment processes as well. The following is a list of some of the key documents that you should prepare when opting for cross-border shipping. 

1) Bill Of Lading (BOL)

A bill of lading is an essential document for shipping across borders. Whatever the shipping method, this important document must accompany the shipment. This guarantees that the transporter efficiently got the shipment and will deliver it without error to the agreed goal. Additionally, it defines the responsibility for collecting the transportation bargain at each stage and functions as an agreement between them. Cross-border shipping requires the original copy of the BOL. Additionally, it specifies the nature, weight, and number or volume of each of the items stacked. You need this data to monitor any cargo you decide to transport or take.

2) Transport Insurance Certificate

There are several unwanted risks and irregularities associated with cross-border shipments. This is why it is important to have protection against unwanted circumstances, such as damage, a missing shipment, disintegration, etc. It is therefore imperative to carry the key documents of shipping, such as the transportation insurance certificates. The document describes the merchandise covered, describes the scope of the hazards, and describes the duties and responsibilities involved.

3) Certificates Of Origin

Global traditions guidelines may require a testament of beginning for your shipments. This report guarantees that the items in the shipment were entirely acquired, delivered, produced, or prepared in a particular country. In this way, officials can determine the country from which the products originated. It serves as confirmation that the shipment meets custom and exchange requirements. The majority of countries require certificates for customs leeway methodology.

4) Packing List

In addition to listing things' characteristics, the packing list includes the parcels' weight and size. This information on the list can be incorporated into the bills of lading for the shipment. It may also be used by customs authorities to identify things that they must examine. The tool is used to verify all goods being shipped overseas.

5) Commercial Invoice for Shipping

The business receipt is one of the main records to clear traditions during the global exchange. The report helps the traditional authorities to rapidly compute and evaluate the obligations and import charges due on your shipment. It contains the majority of the insights regarding the products and every one of the gatherings in question. Inability to finish up a business receipt precisely may bring about extended robberies and postponements.

6) Performa Invoice

As part of a typical export exchange, everything starts when you receive an inquiry about your products. In some cases, a quotation will be requested along with the inquiry.

You probably have a standard quotation form to use if the inquiry came from a domestic prospect. However, a proforma invoice would be issued for an international transaction. A proforma invoice is important because your international prospect might require one to access financing, open a letter of credit, and apply for import licenses.

7) Documents of dangerous goods

Your products need to be accompanied by the appropriate dangerous goods document if they are considered dangerous goods by the International Air Transport Association (IATA) or the International Maritime Organization (IMO). Dangerous goods or hazardous materials can be tricky to ship. You need to train the appropriate personnel in your company in how to properly package, label, and document these shipments.

The following documents are for Commercial exports and are not applicable for courier shipments. Other documents for Courier shipments like LUT, Ad Code, IEC copy, and Invoice, go with the package for easy courier custom clearance.

Every shipper is required to do a KYC verification, and a few general KYC documents like Company Incorporation certificate, GST Registration copy, IEC code copy, ID & Address Proof (Like Passport, Aadhaar, etc) are required.

Other Compliances: Few product categories will require a license like FSSAI, MSDS, FDA, or any other government licenses for easy customs clearance. A seller should ensure that the documents are attached for such products. Also, an important document is the Shipping Label with the AWB number. This will ensure the tracking of the shipment.

Bonus Tip for sellers shipping overseas for the first time

While adding the packing list use correct HSN codes with respect to the product mentioned. The seller/merchant should have a basic understanding of Inco terms associated with exports for a seamless oversea delivery.

Conclusion

There are many ways to lose records on paper. Your entire shipment could be significantly disrupted if a single record went missing at customs. Causing delays, increasing costs, and even delaying your shipment. A firm with experience in international shipping would not lead you astray and therefore it is always advisable to choose a systematic shipping method as it can help you in tapping more than one market.

Shypmax: Crossborder deliveries simplified 

A shipping carrier holds an important part in the successful delivery of an order shipped overseas, and hence it is essential to look for a shipping partner with experience inspected closely. In addition, any issue with these reports can cause ripple effects throughout the conveyance production network.

You can now expand your business overseas with Shypmax, India’s first Crossborder LPaaS asset light carrier, powered by Shyplite, creating a reliable and trustworthy shipping solution for Indian merchants to ship their goods to 220+ countries worldwide. Shypmax is a perfect combination of Technology and Supply Chain Solution which ensures a seamless last mile delivery of your package.

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