Preparing export documents can feel like assembling a puzzle where the pieces keep changing shape.
However, if you follow a chronological workflow, the process becomes manageable and repeatable.
This guide outlines the standard US export documentation process from the moment an order is received to the moment it ships.
Step 1: The Proforma Invoice
Before production begins, send a Proforma Invoice to the buyer.
This acts as a quote and a preliminary contract.
Action Items:
- Confirm Incoterms (Who pays for shipping?).
- Confirm Payment Terms (Letter of Credit? Wire transfer?).
- Confirm Product Descriptions and HS Codes.
Why: Getting the details right here prevents amending official documents later.
Step 2: The Commercial Invoice
Once the goods are ready, create the final Commercial Invoice.
This is the bill of sale.
Action Items:
- distinct Invoice Number.
- Full seller and buyer details.
- Country of Origin per item.
- Currency of settlement (USD, EUR, etc.
).
- The Destination Control Statement (required by US law).
Step 3: The Packing List
Create the Packing List based on the actual physical count of the shipment.
Action Items:
- Reference the Invoice Number.
- Net Weight and Gross Weight.
- Dimensions of each package.
- Marks and Numbers (what is written on the boxes).
Tip: Ensure the total weight matches the weight you book with the carrier.
Step 4: Shipper's Letter of Instruction (SLI)
If you are using a Freight Forwarder, you must tell them what to do.
The SLI is your instruction manual to them.
Action Items:
- Indicate if the shipment requires insurance.
- Provide the EIN (Tax ID) for export filing.
- List the ultimate consignee.
Step 5: Electronic Export Information (EEI) Filing
For shipments valued over $2,500 per Schedule B number, you must file with the US Automated Export System (AES).
Action Items:
- Log into ACE (Automated Commercial Environment).
- Input data from the Invoice and SLI.
- Receive the ITN (Internal Transaction Number).
Note: You must put this ITN on your transport documents.
Step 6: Certificates of Origin
Determine if the destination requires a specific origin certificate.
Action Items:
- If USMCA (Canada/Mexico), complete the certification of origin elements.
- If non-preferential, generate a standard COO and get it chamber-stamped if necessary.
Step 7: Transport Documents
Work with your carrier to generate the Bill of Lading (Ocean) or Air Waybill (Air).
Action Items:
- Proofread the draft carefully.
Check the "Notify Party" and "Consignee" fields.
- Check that the ITN is listed on the document.
- Verify the weights match the Packing List.
Step 8: Bank Documents (If L/C)
If using a Letter of Credit, compile the documents exactly as requested by the bank.
Action Items:
- Prepare the Bank Draft (Bill of Exchange).
- Ensure the "On Board Date" on the B/L is within the L/C limits.
- Submit physically or digitally to the negotiating bank.
Conclusion
Consistency is key.
The weight on the Packing List must match the Bill of Lading.
The value on the Invoice must match the AES filing.
By following this step-by-step flow, you create a "chain of custody" for your data that stands up to scrutiny by customs officials and banks alike.