The most important part of shipping internationally is the paperwork.
1. Find out if your shipment a document or a commodity.
This is not as obvious as you may think at first glance.
Mexico has 9 classifications for documents and Brazil has over 25 (including CDs, Photographs, Diskettes,
Microfilm, Microfiche, Sepia portraits).
Once you know if your shipment is a document or commodity you begin to assemble the necessary paperwork.
2. If your shipment is a commodity check to see if there are any prohibitions or restrictions associated with your commodity.
2a. First find out if there are any prohibited or restricted commodities.
2b. Then find out what are the commodity specific stipulations.
2c. Then look to see if there are any special clearance requirements for your commodity.
This step will help you determine if your commodity can enter the country (2a), your commodity requires a special transportation method or paperwork (2b), your commodity requires import licenses or special declarations on the invoice (2c).
3. Find out the harmonized tariff code for commodity.
4. Find out if your destination country considers your shipment commercial or personal.
5. Find out what are the invoice requirements.
6. Find out if it is necessary to fill out a shipper's export declaration (otherwise skip to step 10).
7. Sign up for an account at AESDIRECT to fill out shipper's export declaration electronically.
8. Take Tutorial on using AESDIRECT software interface. We have tips on taking the Shipper's Export Declaration Tutorial.
9. Fill out a shipper's export declaration using the harmonized tariff code previously obtained.
10. Prepare package according to country specific size and weight limitations. Make sure that package
contents are consistent with prepared paperwork.
11. Prepare a packing list.
12. Assemble all paperwork:
- Commercial or Proforma Invoice
- Packing List
- Certificate of Origin (if needed)
- Shipper's Export Declaration (if needed)
- Export Permits (if needed)
13. Find out from your previous research of you have a choice between air shipment or freight. Some commodities need to be sent by freight (i.e. perfume).
14. Choose a carrier.
15. Prepare an Airway bill for air shipments or a Bill of Lading for freight.
16. Indicate to carrier when preparing airway bill or bill of lading whether duties and taxes will be paid by the shipper or the consignee (shipment recipient).
Note: This is the most common cause of customs delay of international shipments by inexperienced shippers.
17. Have carrier pick up package with paperwork.
18. Track package and wait to hear from your consignee of its arrival.