In order to minimize costly errors and delays, the quantity and type of documentation needed to complete an export order for your items must be thoroughly and carefully assessed. You may get into agreements with businesses to contract with them to offer services such as packaging, insurance, and shipping the consignment of cargo in addition to the export sales contract to sell items to your clients. A freight forwarding company, which will operate as your agent in carrying out various tasks, is another option you may choose to consider.

A document that serves as a legal contract will be created when starting a commercial connection with any service provider. In order to pick up the cargo shipment, your customer will also need these documents.

The authorities of the exporting and importing nations may further demand papers, such as licenses, as proof that the relevant government department has approved the export/import transaction.

simple export paperwork
Many documents are frequently utilized during the exporting process:

Commercial Bill (certified invoice)
This “charge” document includes information about the vendor, buyer, items, price, and selling terms (such as FOB, CIF), among other things. When used to clear products through customs in an importing nation, it must adhere to their regulations. The invoice must accurately reflect the terms of the letter of credit’s sale of the goods. Any other specifications outlined in the letter of credit must also be met by this invoice.

Document of Lading (B/L)
This acts as a contract of carriage, a receipt for commodities lifted for shipment, and a legal document of title. It is issued by or on behalf of the shipping business. After the items are delivered, the consignee must hand over a negotiable copy of the bill of lading in order to acquire ownership. The conventional marine bill of lading is now used less frequently in international trade due to the growth of containerization and the utilization of different modes of transportation (land and sea) under one contract of carriage. These documents can take the form of a house bill of lading, combination transport document, or marine bill of lading.

A flight bill (AWB)
An aviation freight bill of lading would be comparable to an AWB. Remember that courier services frequently pack the products with their own paperwork that is specific to that transaction.

Certificate of Origin
The rate of customs duty that will be assessed directly depends on the origin of the items. A separate document issued or countersigned by the Chamber of Commerce in the nation of origin may frequently be required, even though the certification of origin may be included in the commercial invoice. Several importing nations demand that their embassies in the exporting nation confirm the certificate of origin.

Insurance Policy Certificate
Any conditions in a letter of credit must be followed by the insurance document. Agreements between the buyer and seller will decide the insurance coverage for products transported without a letter of credit.

Cargo Insurance
Both parties to the export transaction must be fully informed of their responsibilities and the export items must be adequately insured. While buyers may be “on risk” before the items are even received, exporters frequently have an insurable interest even after the goods have left their hands. The selling contract or letter of credit will often contain the terms of cover.

Packaging List
For each individual export package as well as the entire shipment, this document includes weight, volume, content, and packing information. Customs in the import country frequently demand it while attempting to inspect the contents of any specific package. Banks frequently need a packing list outlining the shipment, especially if a letter of credit is the preferred method of payment.

Pre-shipment Inspection Certificates
The majority of goods exported from Kenya go through pre-shipment inspection as a means of ensuring their quality, quantity, value, and conformity with export regulations. The pre-shipment procedure that a product must go through is determined by the kind of goods and the requirements set forth by the importing nation.

Furthermore, some governments demand that Kenya’s Competent Authority on Phytosanitary and Sanitary (Public Health) confirm the quality and safety of goods before they can be exported to those nations. Many of these Competent Authorities are:

Fish and fish products are regulated by the Department of Fisheries; food products are regulated by the Kenya Plant Health Inspectorate Service (KEPHIS); animal products are regulated by the Department of Veterinary Services; and manufactured goods are regulated by the Kenya Bureau of Standards.
A few of the Competent Authorities may be required to certify some items.