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Documentation

Learn about the documentation U.S. exporters must complete.

The specific documentation or identification numbers required from U.S. exporters can vary depending on the goods being exported and the destination country. However, here is a list of common documents and numbers that U.S. exporters may be required to provide:

  • Commercial invoice: A document that provides details of the goods being exported, including a description of the goods, quantity, unit value, and the total value of the shipment.

  • Harmonized System (HS) code: A number used to classify goods for customs purposes based on the internationally recognized HS.

  • Packing list: A document that provides a detailed list of the shipment's contents, including the quantity, weight, and dimensions of each item.

  • Bill of lading/air waybill (BOL/AWB): A document that serves as a contract between the exporter and the carrier, providing shipment details, including the names of the consignor and consignee, the origin and destination of the shipment, and the terms of the shipment.

  • Export Control Classification Number (ECCN): A five-character alphanumeric code used to classify certain goods and technologies for export-control purposes.

  • Export license: A document issued by the U.S. government that authorizes the export of certain controlled goods, services, or technologies.

  • International Traffic in Arms Regulations (ITAR) Registration: A registration required for U.S. companies that manufacture or export defense articles or services covered by the ITAR.

  • Freight forwarder's cargo receipt: A document issued by a freight forwarder that acknowledges receipt of the shipment and provides details of the shipment.

  • Insurance certificate: A document that provides details of the insurance coverage for the shipment.

  • Certificate of origin: A document that certifies the exported goods' country of origin.

  • Employer Identification Number (EIN): A unique number assigned to businesses by the U.S. Internal Revenue Service (IRS) for tax purposes.

  • Internal Transaction Number (ITN): A unique identification number assigned by the Automated Export System (AES) to track export shipments from the United States.

  • Dun & Bradstreet Number (DUNS): A unique nine-digit identification number that tracks business credit and financial information.

Note that this list is not exhaustive, and additional documentation or numbers may be required depending on the specific circumstances of the export transaction. It's always a good idea for U.S. exporters to consult with a qualified export control specialist or freight forwarder to ensure that they have all of the necessary documentation and numbers for their specific export (refer to the Resources section below).

Resources 

U.S. exporters should consult with a qualified export control specialist or freight forwarder to ensure they have all the necessary documentation and numbers for their export. The following resources can help you find qualified export control specialists or freight forwarders in the U.S.:

Export.gov: A website of the U.S. Department of Commerce with information on export control laws and regulations.
Bureau of Industry and Security: U.S. Department of Commerce agency responsible for overseeing export control regulations.
Export Control Reform Initiative: U.S. Department of State website with information on export control reform initiatives.
Office of Defense Trade Controls: U.S. Department of State agency responsible for oversight of the International Traffic in Arms Regulations (ITAR).
Export Control and Related Border Security (EXBS): U.S. Department of State program to assist other countries in strengthening their export control systems.
International Air Transport Association (IATA): Global trade association of airlines that facilitates air cargo movement.

Recap 

U.S. exporters are required to provide a number of different documents and numbers when exporting goods, depending on the type of goods, the destination country, and other factors. These documents and numbers include the commercial invoice, an HS code, a packing list, a BOL or AWB, an ECCN, an export license, ITAR registration, a freight forwarder's cargo receipt, an insurance certificate, a certificate of origin, an EIN, and a DUNS. Each of these documents and numbers plays a vital role in the export process.

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