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This article is about other documents not falling under the category of “commonly used” (e.g., commercial invoice, bill of lading, packing list.
Certain products may require certificates to show cleanliness, compliance with standards, safety, and health. Other products may require pre-shipment inspections before departing the export country or be qualified for a free trade agreements tariff rate.
Asking the foreign buyer at the beginning of the transaction which documents will be needed for goods to clear customs in the importing country is a best practice.
The information has not been altered or manipulated from its source, trade.gov. It has the same content and statements due to the legal load about imports and exports.
We always suggest requesting the help of a professional custom agent or export/import licensed broker.
Certificates of origin (COO) must comply with foreign customs requirements (i.e., country of importation), for letters of credit or simply at the buyer’s request.
A generic COO is one of the most commonly requested documents. Here is what you need to know when to use, how to certify, and where to obtain such a COO to help make for a smooth export transaction:
Note: Some countries may require that a COO be notarized, certified by a chamber of commerce, and legalized by the commercial section of the destination country’s consulate. The National U.S.-Arab Chamber of Commerce provides notarization and certification services for Middle Eastern countries.
Additional certificates for import clearance in foreign countries are based on the products and various reasons for certification or compliance. So, again, ask your importer and verify with another dependable source such as your freight forwarder or customs broker. Keep in mind that categories and products overlap in the below listings and that your product may require documentation from more than one category.
U.S. Food & Drug Administration (FDA) can issue special certificates depending on the product to be exported:
A more detailed list of export documents issued by the FDA, contacts, how to apply, and FAQs, can be found on FDA’s website.
Safety Data Sheet (formerly called MSDS) – documents health and safety information about products, substances, or chemicals classified as hazardous substances or dangerous goods. SDS must follow various country/region regulations, including European Union REACH (Regulation on Registration, Evaluation, Authorization, and Restriction of Chemicals – Regulation 2006/1907/EC), CLP (Classification, Labeling, and Packing – Regulation 2008/1272/EC). SDS also follows the Globally Harmonized System and Occupational Safety and Health Administration standards. Both SDS and a Shipper’s Letter of Instructions are required by the broker or freight forwarder responsible for arranging the shipment of the goods. This helps ensure proper safety measures are taken to handle goods, and that vessel safety limits are not breached. SDS information also helps determine additional shipping costs associated with sending hazardous materials. Companies such as Intertek, SGS, or Veritas can help manufacturers and exporters prepare or update Safety Data Sheets. Manufacturers, importers, distributors, and downstream users are responsible for keeping SDS current and compliance with relevant regulations.
Note: Exporters of manifested hazardous wastes, spent/used lead-acid batteries, universal wastes, and cathode-ray tubes for recycling should now be transitioning to an electronic border process using the Automated Export System (AESDirect).
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