Import and Export Documents

A. Commercial Documents

1. Quotation: An offer to sell goods and should state clearly the price, details of quality, quantity, trade terms, delivery terms, and payment terms. Prepared by Exporter.
2. Sales Contract: An agreement between the buyer and the seller stipulating every details of the transaction. It is a legally binding document. It is therefore advisable to seek legal advice before signing the contract. Prepared by Exporter and Importer.
3. Pro Forma Invoice: An invoice provided by a supplier prior to the shipment of merchandise, informing the buyer of the kinds and quantities of goods to be sent, their value, and importation specifications (weight, size and similar characteristics). This is not issued for demanding payment but may be used when applying for an import licence/permit or arranging foreign currency or other funding purposes. Prepared by Exporter.
4. Commercial Invoice: It is a formal demand note for payment issued by the exporter to the importer for goods sold under a sales contract. It should give details of the goods sold, payment terms and trade terms. It is also used for the customs clearance of goods and sometimes for foreign exchange purpose by the importer. Prepared by Exporter.
5. Packing List: A list with detailed packing information of the goods shipped. Prepared by Exporter.
6. Inspection Certificate: It is a formal demand note for payment issued by the exporter to the importer for goods sold under a sales contract. It should give details of the goods sold, payment terms and trade terms. It is also used for the customs clearance of goods and sometimes for foreign exchange purpose by the importer. Prepared by Inspection Company or Exporter.
7. Insurance Policy/ Certificate: An insurance policy is an insurance document evidencing insurance has been taken out on the goods shipped, and it gives full details of the insurance coverage. An insurance certificate certifies that the shipment has been insured under a given open policy and is to cover loss of or damage to the cargo while in transit. Prepared by Insurer or Insurance Agent or Insurance Broker.
8. Product Testing Certificate: A certificate to certify the products are conformed to a certain international/national technical standard, such as product quality, safety and specifications etc. Prepared by Accredited Laboratories.
9. Health Certificate: Document issued by the competent country when agricultural or food products are being exported, to certify that they comply with the relevant legislation in the exporter's country and were in good condition at time of inspection, prior to shipment and fit for human consumption. Prepared by Exporter / Inspection Authority.
10. Consular Invoice: A document required by some foreign countries, showing shipment information such as consignor, consignee, and value description, etc. Certified by a consular official of the importing country stationed in the foreign country, it is used by the country's customs officials to verify the value, quantity and nature of the shipment. Prepared by Exporter.

B. Transport Documents

1. Shipping Order S/O: A document to give details of the cargo and the shipper's requirements. It is the basic document for preparing other transport documents such as bill of lading, air way bill etc. Prepared by Shipper / Transport Companies.
2. Dock Receipt D/R or Mate's Receipt: A receipt to confirm the receipt of cargo on quay/warehouse pending shipment. The dock receipt is used as documentation to prepare a bill of lading. It has no legal role regarding processing financial settlement. Prepared by Shipping Company.
3. Bills of Lading ( B/L): An evidence of contract between the shipper of the goods and the carrier. The customer usually needs the original as proof of ownership to take possession of the goods. There are two types: a STRAIGHT bill of lading is non-negotiable and a negotiable or shipper's ORDER bill of lading (also a title document) which can be bought, sold or traded while goods are in transit and is used for many types of financing transactions. Prepared by Shipping Company.
4. House Bill of Lading: A bill of lading issued by a forwarder and, in many cases, not a title document. Shippers choosing to use a house bill of lading, should clarify with the bank whether it is acceptable for letter of credit purpose before the credit is opened. Advantages include less packing, lower insurance premiums, quicker transit, less risk of damage and lower rates than cargo as an individual parcel / consignment. Prepared by Forwarder.
5. Sea Way Bill: A receipt for cargo which incorporates the contract of carriage between the shipper and the carrier but is non-negotiable and is therefore not a title document. Prepared by Shipping Company.
6. Air Way bill (AWB): A kind of waybill used for the carriage of goods by air. This serves as a receipt of goods for delivery and states the condition of carriage but is not a title document or transferable/negotiable instrument. Prepared by Airline.
7. House Air Way Bill (HAWB): An air consignment note issued by an air freight agent to provide the cargo description and records. Again, it is not a title document. Prepared by Forwarding Agent.
8. Shipping Guarantee: Usually a pre-printed form provided by a shipping company or the bank, given by an importer's bank to the shipping company to replace the original transport document. The consignee may then in advance take delivery of goods against a shipping guarantee without producing the original bill of lading. The consignee and the importer bank will be responsible for any loss or charges occurred to the shipping company if fault is found in the collection. It is usually used with full margin or trust receipt to protect the bank's control to the goods. Prepared by Importer's Bank / Shipping Company / Consignee.

C. Financial Documents

1. Documentary Credit D/C: A bank instrument began (issuing or opening bank), at the request of the buyer, evidencing the bank's undertaking to the seller to pay a certain sum of money provided that specific requirements set out in the D/C are satisfied. Prepared by The Issuing Bank upon an application made by the Importer.
2. Collection Instruction: An instruction given by an exporter to its banker, which empowers the bank to collect the payment subject to the contract terms on behalf of the exporter. Prepared by Exporter.
3. Bill of Exchange (B/E) or Draft: An unconditional written order, in which the importer addressed to and required by the exporter to pay on demand or at a future date a certain amount of money to the order of a person or bearer. Prepared by Exporter.
4. Trust Receipt (T/R): A document to release a merchandise by a bank to a buyer (the bank still retains title to the merchandise), the buyer, who obtains the goods for processing is obligated to maintain the goods distinct from the remainder of his/her assets and to hold them ready for repossession by the bank. Prepared by Importer.
5. Promissory Note: A financial instrument that is negotiable evidencing the obligations of the foreign buyer to pay to the bearer. Prepared by Importer.

D. Government Documents

1. Certificate of Origin (CO): A certificate to certify the place of manufacture, the nature/quantity/value of the goods. Prepared by Trade and Industry Department and five Chambers of Commerce.
2. Import / Export Declaration: A statement made to the Director of Customs at port of entry/exit, declaring full particulars of the shipment, eg. the nature and the destination/exporting country of the ship's cargo. Its primary use is for compiling trade statistics. Prepared by Exporter/ Importer.
3. Import / Export Licence: A document issued by a relevant government department authorising the imports and exports of certain controlled goods. Prepared by Trade and Industry Department, Customs & Excise Department, etc.
4. International Import Certificate (IIC): A statement issued by the government of country of destination, certifying the imported strategic goods will be disposed of in the designated country. In Hong Kong, it is issued only to meet an exporting country's requirement. Prepared by Trade and Industry Department.
5. Landing Certificate: A document issued by the government of country of destination, certifying a specific commodity has been arrived in the designated country. Prepared by Statistics Department.
6. Customs Invoice: A document specified by the customs authorities of the importing countries stating the selling price, costs for freight, insurance, packing and payment terms, etc, for the purpose of determining the customs value. Prepared by Exporter.