Documents Required for Goods Clearance

In order to load your goods from customs warehouses and clear them, you must provide documents to the agents and warehouse keepers. The first step for the import and clearance of goods is to prepare the necessary documents for import and the documents required for the clearance of goods. Taking into account that collecting the documents required for customs clearance is greatly time consuming, therefore many merchants consult with experienced experts to save their time and money. Gezdrazi Trading Company consultants will provide you with the necessary information in this field. In this article, we will introduce you the documents required for goods clearance.

Documents Required for Customs Clearance

The documents required for the clearance of goods in all stages of the import and customs clearance process will be necessary to prove the legality of your business activity. The following are the complete list of documents required for customs clearance:

• Bill of lading documents
• Order registration
• Delivery order
• Licenses and certificate of origin
• Purchase invoice
• Documents related to currency supply announcements or bill of exchange
• Proforma documents
• Documents proving the registration of the order in the trading system
• Packing list
• Payment documents of the transport company
• Goods transportation insurance documents
• Documents related to customs insurance of goods
• Catalog and brochure of goods
• Operating license of production companies
• Merchants business card
• Goods entry permit to the country
• Health, hygiene and standard permits for foreign goods
• Customs clearance permit
• Work permit card or legal power of attorney for employee clearance

In the following, more explanations about these documents will be provided:

Bill of lading

The bill of lading (which is a negotiable document) will be issued by the international transportation company, and except for the cases agreed between the parties, this document must be issued unconditionally. The bill of lading is the proof of ownership. The bill of lading has different types, which include:

• Trough Bill of lading (delivering goods by truck, train and ship)
• Ocean bill of lading (delivering goods by ship)
• Railway bill of lading (delivering goods by train)
• Air waybill (delivering goods by plane)
• FIATA multimodal transport bill of lading
• Postal receipt

read more: Dubai Customs Clearance

Order registration

At this stage, you must refer to the website address www.ntsw.com and register your order in the National Trade and Development System. This part is extremely complicated and you need to have a complete mastery of all the customs rules in order to register your order accurately. Our suggestion is to entrust this part to a business consultant so that he/she can do it for you without any mistakes.

Business card

One of the most significant documents required for goods clearance is the commercial card, which is actually a goods permission to enter the country. Merchants must submit their business card to the relevant organization for registering goods orders, obtaining permits, preparing customs declarations, obtaining customs, etc.

Certificate of delivery order

This document is a certificate of completion of customs formalities by the owner of the goods, which is issued by the transportation company. The information that is usually included in the delivery order certificate includes:

• Receiver specifications
• Ship name
• Bill of lading number and date of issue
• Port of goods loading
• Port of discharge of goods
• Type and number of packages
• Net weight of goods
• Description of goods
• List number of total load
• The title of the shipping company or transportation company
• Transportation vehicle specifications

read more: Air transportation

Proforma invoice

Proforma invoice is a document in which goods information such as weight, number, volume and type of goods is written and issued, stamped and signed by the seller of the goods. The proforma is prepared and adjusted based on the needs of the parties to the transaction and does not have a specific form, but usually includes the following information:

• Proforma number and date (proforma invoice issuance date)
• Complete goods information (quality, quantity, amount, number and net and gross weight of the goods)
• Specifications and addresses of the seller and buyer
• Customs tariff number of goods
• The cost of the proforma invoice along with the type of currency, packaging cost, the breakdown of the net price of the goods, the dimensions and the cost of transporting the goods
• Origin and destination of goods
• Date of goods delivery
• The method of transferring goods from one vehicle to another
• The method of paying for goods in the form of money order, bill of exchange or letter of credit
• Cases related to international inspection of goods
• Proforma validity
• After sales service
• Agreements such as performance guarantee
• Required certificates such as the packing list and conditions of the certificate of origin

read more: Import of Goods with Business Card

Packing list

In the packing list, information related to the content of the goods, the method of transportation, the type of packaging of the goods, etc. is written and the document is issued by the goods seller. The following are the advantages of using packing list:

• Visibility of the number of goods sent in the packing list to prove the internal bill of lading and obtain the certificate of origin
• Entering the details required to carry out the electronic part of the export of goods
• Using it to count the goods at the destination customs

Certificate of Origin

The certificate of origin is one of the necessary documents for import and clearance of goods, which is issued by the Chamber of Commerce and determines the place of production of imported goods. The certificate of origin includes the name of the country producing the goods and essential information of the purchased goods such as weight, quantity, shape of packaging and also the letter of credit number.

Legal permits

All types of imported goods will need to obtain special legal permits from their destination country according to their use, type and country of manufacture.

Goods inspection certificate

The goods inspection certificate is one of the documents required for goods clearance, which confirms the quality and authenticity of imported goods, and you will usually need this certificate to import goods such as meat products, perishable goods, and industrial equipment.

Insurance policy

The insurance policy is issued by the insurance company and shows that the imported commercial goods are insured against any type of damage. The information that will be included in the insurance policy are:

• Contract expiration date
• Name of insurer and insured
• Subject and specifications of insurance

The types of cargo insurance policies will be as follows:

• Domestic cargo insurance
• International cargo insurance
• Import and export cargo insurance
• Transit cargo insurance
• Marine cargo insurance
• Land cargo insurance

Documents Required for Clearance of Goods at Different Stages

In order to clear the goods from customs, after the agreement with the seller and before starting the procedures related to the import of the goods, you must submit the documents related to the goods, which include the delivery order sheet, the bill of lading (including the number and gross weight and mark of the goods, the type of packages and the number of containers), warehouse receipt, proforma invoice, invoice, packing list, etc. The owner of the goods must also have the original business card, the original national ID card, copies of all the pages of the business card and other similar items. The representative of the goods owner must have the original and copy of the notarized power of attorney, the original and copy of the national ID card, the original and copy of the introduction letter and the copy of the health Insurance card. It should be noted that the registration of the goods declaration is in electronic form and you have to upload it in the trading system. If you want to get more information about the documents required for goods clearance, contact our experts at Gazdrazi Trading Group.

Costs of Collecting Clearance Documents

To collect the documents required for clearance, you must pay the costs, some of which will be as follows:

• The cost of registering good order and obtaining the relevant code
• The cost of obtaining different licenses according to the type of goods
• The cost of setting up the bill of lading and insurance policy
• The cost of preparing the certificate of origin and warehouse receipt

Final Words

If you want the clearance of your goods to be done correctly, get in touch with our reliable and trusted consultants at Gezdrazi Trading Group. Consulting with our experts will save your money and your business affairs will be done in the shortest possible time.