Export paperwork checklist: Miami exporters shipping to Latin America

Most shipments need a core set of documents: a commercial invoice, a packing list, a transport document (bill of lading or air waybill), and, depending on value and goods, an Electronic Export Information (EEI) filing. Some shipments also need a certificate of origin, an export license, or special certificates. Requirements change by product and by destination country, so your buyer and your freight forwarder or customs broker have the final say.

This guide uses the U.S. Department of Commerce's trade.gov pages on common export documents and special documents. It is a general checklist, not legal or customs advice. It makes no country-specific claims. Ask the buyer which documents their customs office requires.

Core documents

Pro forma invoice. The seller's price quote before shipment. It describes the goods (quantity, price, weight, specifications) and later becomes the basis for the final invoice. Buyers often need it to arrange payment or an import license.

Commercial invoice. The bill from you to the foreign buyer. Customs uses it to work out duties. Governments can set the form, content, number of copies and language, so ask the buyer what the destination needs.

Packing list. More detailed than a domestic one. It covers the parties, invoice number, shipment date, transport mode, carrier, itemized quantities, package types, net and gross weight in kilograms, marks and dimensions. It does not replace the commercial invoice, and the two should match.

Transport document. For ocean freight this is the bill of lading, a contract between the goods' owner and the carrier. A straight bill is non-negotiable. A negotiable (order) bill can be used to buy, sell or trade the goods while in transit, and the buyer usually needs an original to take possession. For air freight it is the air waybill, which is non-negotiable and shipper-specific.

Shipper's Letter of Instruction. Your written instructions to the freight forwarder for air or ocean shipping.

Export filing and controls

Electronic Export Information (EEI) in AES. Filed by the U.S. Principal Party in Interest (USPPI) or an authorized agent for physical goods, through the Automated Export System. Per trade.gov, it is needed when a Schedule B commodity's value is over $2,500 or when a filing is otherwise mandatory (for example, when a license is required). Shipments of $2,500 or less with no mandatory filing are exempt. The USPPI is the U.S. person who receives the primary benefit of the export sale.

Export license. A government authorization for specific goods, quantities, destinations and end uses. Trade.gov names BIS (dual-use items), State Department DDTC (defense articles), the Nuclear Regulatory Commission and the DEA as issuing agencies. Most ordinary consumer goods don't need one, but your broker should confirm the classification of your products. For a specific product line, such as phones or watches, rely on your broker or BIS.

Destination Control Statement (DCS). Required for items on the Commerce Control List other than EAR99, and for ITAR-controlled items. It appears on the commercial invoice, ocean bill of lading or air waybill.

Documents that depend on the shipment

Certificate of origin. A signed statement of where the goods come from. A generic certificate is for buyers or foreign customs that want proof of origin without tariff preference. A free trade agreement certificate is used to claim reduced or zero tariffs, and only if the goods qualify. Some countries want it validated by an outside body such as a chamber of commerce.

Insurance certificate. Confirms cargo insurance in transit. If your sale terms or a letter of credit require it, get it before shipping. Under a letter of credit, trade.gov says you can present an insurance policy instead of a certificate, but not a certificate instead of a policy.

Pre-shipment inspection. Some countries require it through an inspection company to verify quantity, quality and price. These requirements are often written into the letter of credit.

Consular invoice. Required by some countries. You get copies from the destination country's embassy or consulate.

Import license. The importer's responsibility, but a copy in your file can help avoid problems at customs.

ATA Carnet. For goods going abroad temporarily, such as trade show samples.

Trade.gov also lists certificates for food, drugs, cosmetics, chemicals, plants, animals, dangerous goods and wood packaging. If you ship anything in those categories, read the special documents page. It notes that a product can need paperwork from more than one category.

A simple order of operations

1. Confirm the sale terms. Incoterm, payment terms, and which documents the buyer's customs needs.
2. Check classification and licensing with your broker or forwarder.
3. Issue the pro forma invoice and get the buyer's agreement.
4. Prepare the commercial invoice and packing list and make sure they match.
5. Brief the forwarder with a Shipper's Letter of Instruction.
6. File the EEI if it is required, or confirm the forwarder will.
7. Collect the transport document and any certificates.
8. Send the buyer the document set as the contract and payment terms require.
9. Keep a copy of everything in one folder per shipment.

Keep the paperwork consistent

Mismatches cause most delays: a different consignee name on the invoice and the bill of lading, quantities that don't match the packing list, or a value that differs between documents. Check each set before it leaves your office.

FAQ

Do I always need to file EEI? No. Under the trade.gov guidance, the filing is generally needed when the value of a Schedule B commodity exceeds $2,500 or a mandatory filing applies, such as a license requirement. Check with your forwarder on your shipment.

Who prepares the documents, me or my forwarder? Often both. The exporter supplies accurate invoice and packing details, and the forwarder or broker prepares or files much of the rest. You are still responsible for what the documents say.

Does every destination need a certificate of origin? No. It is required by some countries and some buyers. Ask the buyer or their customs broker.

Next step

If you need to pay a forwarder or broker in the US along the way, see Shield business accounts and the Shield business credit card for trade businesses.