Explaining The Export Shipping Documentation Process 

Explaining The Export Shipping Documentation Process 

A few years ago, it took some effort and hard work to become an exporter. Today, primarily because of the web, you can market your products and services around the globe without even trying. 

Being a standard exporter is easy; being a successful exporter who grows a business, makes money, and solves all the issues effectively takes some work and time. If you are an Amazon seller and want to export your goods, it is best to choose FBABEE Amazon Freight Forwarding services. 

Step By Step Guide About Export Shipping Documentation Process 

This article discusses and explains the export shipping documentation process.

Step 1: Receive an inquiry 

When a possible buyer expresses interest, they often send a letter of inquiry outlining the terms of their interest together with a message of invitation for an off-the-cuff or formal quote. It is the first step taken in the shipping documentation process.

Step 2: Screen the potential buyer and country 

After receiving an inquiry from a buyer,  you need to ensure that you can do business with them, which means screening them against the assorted denied and restricted party lists. Then, you have to filter their name manually and address by checking each variant lists published by the respective government.

If your buyer shows an informed list, you can not carry out any business with them. If your buyer does not show up, proceed with caution. The screening step also includes ensuring that you can ship the goods to the buyer’s country. In some cases, you can export only if you apply for an export license. It is best to complete the licensing process as early as possible to avoid causing delays. 

Step 3: Proforma invoice 

After you screen your buyer and their country, you will have to provide the client with a proforma invoice for the transaction. The proforma invoice is the first impression you will make on your buyers, so confirm you are doing it right.

All prices included within the quotation are firm and should not vary. Certain countries require a proforma invoice if they tightly control their currency, require an import permit, or protect the local industry by placing import quotas on particular varieties of goods.

Step 4: Finalize the sale 

After sending the proforma, the client will reject or accept your proposal. As a part of the acceptance process, they may possibly want to barter the terms of the sale. It may end in a verbal or written contract.

Not only should these negotiations include a discussion of the value to be paid, but they must also include a discussion of:

  1. Whether it makes the most advance, open account, and the payment terms you will be using.
  2. How your goods are going to be shipped.
  3. Who is chargeable for shipping the products.
  4. Who is answerable for hiring the freight forwarder or carrier?

If you are employing a letter of credit, you need to ensure that you have the mandatory documents to satisfy its requirements. Note the list of documents that have to be provided by which party. As the exporter, you will have to fulfill all the regulations necessary for the buyer in their own country.

If you take care of these crucial details before you ship any goods, you can save your time and avoid any tension, especially if you have specific deadlines to fulfill. Once you have reached an agreement on these points and any others you or your buyer wants to debate, you can receive the order, which may appear within the style of a sale order.

Step 5: Preparation of shipping documents and goods 

Once the goods preparation and the sale have been finalized, you need to prepare the proper shipping documents. Your export shipment will require you to arrange for these five export forms:

  1. Commercial invoice
  2. Packing list
  3. Certificate of origin
  4. Shipper’s letter of instruction
  5. Bills of lading

Step 6: Run a restricted party screening 

Before exporting the goods, run one last restricted party screening to ensure nothing has changed on any denied or limited party list. Let’s imagine you use the Shipping Solutions Restricted Party Screening Wizard to do this. In that case, your screenings will automatically be documented in the software.

Step 7: Miscellaneous forms and ship your goods 

There are also other specific documents to arrange before exporting the goods. These are also identified within the sales contract you negotiated with the buyer. Once all the documents have been accurately completed and you have fulfilled the further steps of this export process, you can ship your goods. 


As an exporter, it is necessary for you to ensure that all the documents are arranged, and the goods are transferred in perfect condition. You can read all about the documentation process for exporting goods on various online platforms. Befba makes shipping quick and easy between countries. 

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