Which customs documents are needed to export?

However, the possibility of selling your products abroad or importing goods and raw materials useful for your business requires not only effective marketing and sales strategies but also an in-depth understanding of logistical processes: among these, fundamental are the aspects linked to the customs documents necessary for import/export. Making a sale and then discovering that the shipment is blocked at the border due to insufficient documentation risks generating dissatisfaction in the customer and may lead to additional costs for the seller.It is therefore necessary to know the legislation and regulations in force regarding taxes and customs duties: but what are the customs documents necessary to export abroad or import products from foreign countries? This question cannot be answered unambiguously: cross-border traffic of goods changes depending on the areas and the relationships between country and country, forcing companies to make a considerable logistical and organizational effort to avoid running into problems and irregularities.

According to a study carried out by Statista, in 2024 e-commerce retail sales will exceed 6.3 trillion dollars worldwide and this figure is expected to continue to grow in the coming years while a report carried out by Transport Intelligence reports that in 2023, a total of over 189 billion parcels were sent worldwide. At the basis of this trend, there is not only the convenience given by purchasing products online, but also the opportunity for consumers to turn to a wider market and find the most favorable offers. Over 5 billion users across the globe use the internet, taking advantage of the possibility of purchasing online regardless of the store's location of origin. This represents a great opportunity for companies, but at the same time forces them to evaluate and plan both purchases and shipments abroad with great attention. Let us examine how. 

 

The documents are needed to export and import

Whoever wants to sell online abroad must navigate the complex world of exports and this involves the ability to manage customs documents, essential to ensure that goods cross borders smoothly, respecting international and local regulations and customer needs. In fact, they not only certify the origin, value and specifications of exported products but are also crucial for calculating duties, complying with international trade regulations and preventing logistical delays.Understanding which documents are needed to export becomes essential to avoid complications, optimize delivery times and maximize customer satisfaction. The proper preparation of this documentation is a vital step in ensuring efficiency and accuracy in the global market context, allowing companies to exploit the opportunities offered by international trade to the full.

 

 

EU countries

Within the European Union, exporting goods is generally a less onerous operation in terms of bureaucracy, thanks to the creation of a single market which allows free circulation of products between the 27 member states, without the need for controls or the payment of duties. However, this does not mean that companies can proceed without any documentation. Controls on licenses and restrictions and regulations relating to dangerous goods as well as all safety, health and environmental regulations remain active. Furthermore, customs authorities can carry out checks to prevent illegal trade in order to protect consumers. The correct compilation and presentation of documents is essential, to ensure that the import/export process runs smoothly. Relying on specialized players, professionals who know the reference regulations of the countries to which you export and the lists of goods subject to particular controls can prove to be an excellent strategy to avoid meeting with setbacks and sanctions.

 

Non-EU countries

When you look outside the borders of the European Union, complexities increase. Each country outside the EU may have specific requirements, making it crucial for sellers to know and carefully prepare the documentation needed to export. Sellers operating from the EU must apply to the relevant customs administration in order to obtain the EORI, the registration and identification number, valid throughout Europe, of economic operators and necessary for all customs declarations.

It is also important to underline that in this context, goods are required to clear customs both on exit and entry.

In the first case, it is necessary to be in possession of several documents, which can be presented by the seller or by the shipping company that takes care of the service on behalf of the company, including:

• Invoice, transport documents and cargo packing list.
• VAT and export documents
• Specific licenses or certificates

When the goods arrive in the country of destination, the requirements established by law there are applied. The competent authorities may request some documents necessary for import, such as:

• Pro forma commercial invoice, with descriptive elements relating to the essential form and content;
• Loading list;
• Import licenses for certain goods;
• Certificates certifying product compliance with health and safety, labeling and packaging regulations.

It is also crucial to know if there are commercial restrictions relating to your products. In some countries, such as China for example, there are special lists that indicate the products allowed for sale: having them travel with the certification in order is essential to ensure customer satisfaction and bring benefits to your business. It is therefore a good idea to rely on the advice of experts in the management of customs procedures, professionals capable of assisting companies not only in shipping and importing, but also in the more complex phases, such as those relating to international returns.

 

Customs documents for exporting to the USA

The American market represents a point of reference and a great opportunity. Exporting to the United States presents unique challenges, however, given the complexity of the regulations. Businesses need to be meticulous about getting everything right in order to avoid delays that could negatively impact customer satisfaction. These are the customs documents for selling to the USA.

• Waybill: this is represented by the labeling placed on the package by the courier and contains the data of the sender, recipient and the code that identifies the shipment.
• Modules CN22 and/or CN23: specify the contents of the shipment and its value.
• Proforma invoice: must be written in English, accurately reporting the data relating to the sender and recipient; a precise description of the goods; the reference customs codes for the types of goods; quantity, net and gross weight per item, value per piece and total, specifying the currency; the country of origin and reason for export (retail sale, supply of samples not intended for sale, etc.)
• Free export declaration: certifies the seller's compliance with the regulations in force in the country to which it is shipped.

In the United States, particular attention should also be given to Electronic Export Information (EEI), which must be submitted through the Automated Export System (AES) for shipments exceeding a certain value. This document is essential to ensure that export information is correctly recorded and processed by customs authorities. There are then a series of elements to take into consideration depending on the type of goods you want to ship, as in the case of those who want to sell wine online a product subject to controls and duties that requires particular care and attention. In these cases, a useful strategy is to turn to players who offer multi-courier solutions, in order to be able to access the best formula and capable of guaranteeing the right balance between costs, timing and security.

MBE eShip  is the suite of solutions developed by Mail Boxes Etc. ideal for those who want to export abroad. Thanks to a network of experts capable of performing the process phases, including the documentation necessary for transport, simple, safe and personalized according to your needs, MBE supports you in the logistical management of your e-commerce, allowing you to process automate orders arriving from your company's marketplaces and easily coordinate international shipping and returns.