COMMON EXPORT DOCUMENTS
All exports require some type of documentation. Below are several documents that should generally accompany all shipments.
- Commercial Invoice
Bill for the goods from the seller to the buyer used for assessing customs value.
- Certificate of Origin
Company letterhead will suffice; MUST BE NOTARIZED.
Middle Eastern countries- CO notarized, certified by local chamber of commerce and legalized by the commercial section of the consulate of the destination country. For certain Middle Eastern countries, the National U.S.-Arab Chamber of Commerce may also provide such services.
Certificate of Origin for goods not manufactured in the United States- EZCertOrigin™, a service provided by ICS Consulting, LLC, to process all requests submitted for certificates of origin (both U.S. and non-U.S.). Exporters can visit EZCertOrigin.
HEALTH INSPECTION & CERTIFICATION DOCUMENTS
For shipment of live animals and animal products (processed foodstuffs, poultry, meat, fish, seafood, dairy products, and eggs and egg products). Health certificates are issued by the U.S. Department of Agriculture’s Animal and Plant Health Inspection Service (APHIS).
Weight and Quality certificates should be provided in accordance with governing USDA/GIPSA regulations for loading at port and loading at source/mill site as appropriate.
A certificate of origin certified by the local chamber of commerce at the load port and a phytosanitary certificate issued by APHIS/USDA and fumigation certificate are to be provided to the buyer. Costs of all inspection, as well as certificates/documents at the load port, are usually the responsibility of the seller. Independent inspection certificates may required in some instances.
ANIMAL BY-PRODUCTS [including Meat, Poultry, and Dairy products]
All required forms and supplementary statements must be dated and signed by a veterinarian. Name, degree, (DVM or equivalent) must be typed or printed after signature. The signature must be in a color different from that of the printed certificate.
MEAT & POULTRY
FSIS 9060-5 for Meat and Poultry
This certificate is issued at the slaughtering or processing plant by a Qualified USDA meat and poultry inspector. The inspector has a manual of Procedures for USDA forms and should be able to answer any questions you have with regard to completing the certificate.
Please include the MPA number and EST number (Plant establishment Number) on all meat and poultry certificates. The MPA number and EST Number should also be clearly marked on the outside of each box. If the Contents of the package inside the box are different, the MPA/EST Number should also be indicated on each individual package.
PLEASE HAVE INSPECTORS STAMP THE INNER CARTONS OR A WHITE LABEL IN THE EVENT YOUR PRODUCT HAS TO BE REPACKED AT THE CONSOLIDATION LOCATION!
For more details on export regulations for meat products originating in the USA, please contact;
Directory of Services
Food Safety and Inspection Service (FSIS)
Export Coordination Division Room 904
106 South 15th Street
Omaha, Nebraska 68102
Phone: 402-221-7400 Fax: 402-221-7438
Please check with USDA/AMS for required documents.
For more details on export regulations for dairy products originating in the USA, please contact;
Mr. Kenneth Vorgert
National Field Director
Dairy Grading Branch, Dairy Division
Agricultural Marketing Service, USDA
Building A, Suite 370
800 Roosevelt Road
Glen Ellyn, IL 60137
Phone: (630) 790-6928 Fax: (630) 790-6948
VEGETATION [Including all fresh fruits, vegetables, unprocessed nuts & live plants]
PPQ FORM 557 – USDA PHYTOSANITARY CERTIFICATE
The Phytosanitary certificate is issued upon physical inspection and the determination that the commodity is free from insect pests, plant diseases, and other organisms considered harmful by the receiving country. Inspections are normally not valid if conducted more than 14 days prior to exportation. To arrange for the certificate, please contact your nearest USDA Animal and Plant Health Inspection Service (APHIS) office.
For more details on export regulations for vegetation originating in the USA, please contact;
U.S. Department of Agriculture
Animal and Plant Health Inspection Service (APHIS)
Plant Protection and Quarantine
Export Certification Unit 140
Riverdale, Maryland 20737
Phone: (301) 734-8262 Fax: (301) 734-8645
NOAA Fish and Wildlife
Fisheries Certificate– National Marine Fisheries Service inspects and analyzes fishery commodities.
US Fish & Wildlife Inspection
All shipments of seafood must be accompanied by the above certificate. This certificate is issued when the product is determined to be wholesome upon physical inspection.
For more details on export regulations for seafood products originating in the USA, please contact;
Mr. Terry Ellington
Trade Services Division
National Marine Fisheries (NOAA)
U.S. Department of Commerce
Silver Springs, Maryland 20910
Phone: (301) 713-2379 Fax: (301) 713-1081
IF YOU PLAN ON SHIPPING LIVE SEAFOOD THE FOLLOWING WAIVER MUST BE ON FILE.
You can download it here.
ALCOHOL [Including wine, spirits, beer, and liquor]
Alcoholic products require a special import permit and are subject to an import tax at the time of clearance.
States that the fresh or frozen meat or poultry products were slaughtered in accordance with Islamic law. Certification by an appropriate chamber and legalization by the consulate of the destination country is usually required.
Certificate of Free Sale
Certificate of Free Sale
Issued by States for biologics, food, drugs, medical devices and veterinary medicine, certifying goods are freely sold in US. Requires manufacturer statement & invoice.
Declaration for Dangerous Goods
It is the responsibility of the shipper to properly identify, classify, and label any cargo that is considered a Dangerous Good. The shipper agrees that any cargo tendered for transportation on aircraft is in compliance with all identification requirements, shipping restrictions or limitations in accordance with TSA and IATA DGR standards and that the documentation fully and truthfully reflects the content of the cargo.