Tiếng Việt
For businesses just starting out in international trade, one of the most common challenges is preparing a complete and accurate export documentation package. Missing or incorrect documents can result in customs delays, additional costs, or even the loss of overseas clients.
This guide provides a clear, practical checklist of essential export documents every new exporter should know.
I. Essential Export Documents for Any Shipment
1. Sales Contract
The formal agreement between the seller and the buyer.
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Details product description, price, payment terms, delivery conditions (Incoterms), and responsibilities.
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Tip: Ensure it’s signed by both parties and aligned with the agreed Incoterms (e.g., FOB, CIF).
2. Commercial Invoice
An official bill issued by the exporter to the importer.
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Includes: item description, quantity, unit price, total amount, payment terms, buyer/seller info.
3. Packing List
Describes the packing method, number of cartons/boxes, gross/net weights, and dimensions.
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Helps customs and carriers verify the shipment details.
4. Export Customs Declaration
Filed electronically with the local customs authority (e.g., VNACCS/VCIS in Vietnam and the US).
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Required for goods to be legally cleared for export.
5. Bill of Lading (B/L) or Air Waybill (AWB)
Issued by the carrier or freight forwarder.
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Serves as a receipt of goods and a contract of carriage.
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Includes Sea B/L, Air Waybill, or House B/L, depending on the mode of transport.
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Tip: Choose the right type of B/L based on your modes of shipping and payment method (e.g., L/C vs. open account). Multiple B/L may be required with multimodal transport.
6. Certificate of Origin (C/O)
Confirms the goods’ origin from Vietnam and the US.
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Required to qualify for preferential import tariffs in destination countries under FTAs (e.g., EVFTA, CPTPP).
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Forms vary by market: Form A, B, D, E, AJ, AK, CPTPP, EUR.1, etc. Companies must conduct a thorough study before selecting the most suitable Certificate of Origin for their products.
7. Inspection and Quarantine Certificates (if required)
Examples:
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Phytosanitary Certificate for plant-based goods.
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Veterinary Certificate for animal products.
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Fumigation Certificate for wood or agricultural items.
II. Additional Documents (Case-by-Case Basis)
| Document | When to Use |
|---|---|
| Insurance Certificate | If the seller is responsible for insurance (e.g., CIF Incoterm) |
| Certificate of Quality | For products where the buyer requires quality assurance |
| Certificate of Quantity | Often used for bulk commodities |
| Payment Documents (e.g., Swift, L/C) | To confirm international transactions with the bank or buyer |
| Certificate of Freesale | For certain consumer goods to prove they are legally sold in the exporting country |
III. Quick Checklist for First-Time Exporters
✅ Sales Contract
✅ Commercial Invoice
✅ Packing List
✅ Bill of Lading / Air Waybill
✅ Customs Declaration
✅ Certificate of Origin
✅ Quarantine / Inspection Certificate (if required)
✅ Insurance, Quality, or Certificate of Freesale (as needed)
Pro tip: Store all documents as signed PDFs and organize them digitally for easier sharing and tracking.
Conclusion
Export documentation is the backbone of international trade. A well-prepared set of documents ensures faster customs clearance, builds trust with buyers and banks, and avoids unnecessary risks.
Master this checklist, and you’ll be well on your way to exporting successfully and professionally. For prompt assistance, please get in touch with Noble Network right away if you have any questions.
Noble Network looks forward to accompanying our valued customers and partners, always ready to provide helpful support and solutions whenever you need us.