International export of garments requires accurate paperwork to make the clearance and delivery of goods at the ports easier. Lost or wrong paper work may result in very expensive delays, fines or even the rejection of the shipment. This is a guide on the garment export documents that should be used when delivering international shipments.
The essential documents needed for exporting garments across international borders
Commercial invoice
Commercial invoice is used as the main document in the process of the clearance of goods at the customs and assessment of duties. It offers customs authorities with important information about the nature, worth and source of shipment. It is very important to be accurate; a minor error may result in penalties or loss of time. Critical information in commercial invoices would be:
- Sender and receiver information: Complete names, addresses, phone numbers, and tax identification numbers of the exporter and the importer.
- Detailed goods description: Provide information on material composition, the purpose, brand and model so that they are well classified by the customs authorities.
- HS code: 6-digit code that is required to identify the classification and duty charges, and is used to calculate the tariffs to be applied to the shipment.
- Country of origin: The country in which the goods were produced which is critical when it comes to eligibility in agreements of trade.
- Quantity and value: Units, weight, item and currency price to determine the right value of the duty to be paid.
Certificate of origin
The Certificate of Origin ascertains the nation in which the garments were made. This document is no formality; it is a business tool that defines duty rates and eligibility of trade agreements. Wrong claims of origin might lead to rejection of preferences or retroactive tariffs and penalties. The certificate of origin information will include:
- Issuing authority: The Sri Lankan garment is usually to be certified by the Department of Commerce or certified chambers of commerce.
- Purpose: It is employed to identify the condition of the shipments which shall be subject to reduced duties under Free Trade Agreements.
- Verification: Customs officials check textile claims to avoid transshipment in order to avoid quotas or duties.
- Specific forms: GSP certificates of preferential treatment towards the EU and SAFTA certificates of South Asian trade.
Packing list and transport documents
The packing list contains a description of everything that was in the shipping. It should be perfectly in line with the commercial invoice and Certificate of Origin. The main cause of customs holds is due to discrepancies. The most important packing and transport documents are:
- Packing list: Step by step comprehensive description of all that will be in the package with weights and dimensions.
- Air waybill (AWB): This tracking number is created by the carrier and is obligatory when it comes to international shipping.
- Customs declaration: It is necessary with all shipments; the forms to be used in different countries vary.
- Shipping note: Captain copy and other forms as demanded by the ports and customs.
Additional compliance documents
Depending on the destination market, and type of the product, garment exporters might be required to provide further documents. Labeling and product description should be accurate; the generalized words such as apparel, fabric should not be used. Other compliance needs are:
- Registration certificates: Garment exporters are supposed to be registered by their respective textile industry authority.
- Quality certificates: Some markets mandate them, and are granted by established standards bodies.
- Handloom certificates: There are various markets which may insist on particular certificates in traditional textiles.
A look at the frequently asked questions
Which document is the most significant export document of garment?
Commercial invoice is the vital one to clearance by the custom clearance and it includes all the information required regarding the shipment.
What is the importance of Certificate of Origin on export of textiles?
It also identifies whether a shipment is a qualifying shipment in Free Trade Agreements where reduced duties are to be paid.
Do they have any special handloom and traditional textile documents?
Yes, certain markets such as the EU can have certain certificates.
What can companies do to enable smooth clearance of customs?
Be consistent in all your documents, implement accurate product descriptions and be abreast of requirements in the country of destination.
