Importing goods from outside the EU: key documents explained

by | Oct 12, 2023 | Uncategorized

When importing goods from outside the EU, correct documentation is crucial to ensure a smooth and efficient process. What are these documents and what are they used for? VSL has put a list together for you.

  1. Packing List:

The packing list is a detailed inventory of your cargo. It specifies the quantity and type of goods being shipped. While it provides customs authorities with insight into the exact imported goods, it should be noted that the packing list is not a substitute for the commercial invoice.

  1. Commercial Invoice:

The commercial invoice is prepared by the shipper/supplier. Based on the values on the commercial invoice, customs determines the taxes and import duties applicable to the goods. The values on the commercial invoice must match those on the bill of lading. Please note: a commercial invoice is not the same as a pro-forma invoice. A pro-forma invoice is a provisional invoice, whereas a commercial invoice is a final invoice.

  1. HS Code:

The HS code informs customs about the type of goods being imported. When importing goods, you need a 10-digit HS code. The HS code is mentioned on the commercial invoice. By including the HS code on the commercial invoice, customs knows what is being imported. The HS code is used to calculate import duties. The advantage of having an HS code on the commercial invoice is that customs precisely knows the type of goods, which leads to quicker release of the goods. This means faster delivery to the recipient/consignee.

  1. Bill of Lading (B/L):

The Master Bill of Lading (MBL) is a document prepared by the shipping company when a full container is booked. An original Bill of Lading (OBL) is created by the shipping company. Nowadays, there is an option to release the B/L digitally. The digital release of an MBL is also called a Non-Negotiable Waybill. The B/L serves as a document of ownership. Only after the shipper has received payment from the customer does he will give the order to release the B/L. Once released, the goods belong to the consignee/recipient.

  1. Authorization for Direct Representation:

The client must complete an Authorization for Direct Representation when VSL Customs BV acts as a representative. To act as a representative, a valid authorization from the client is required. The authorization is used to determine whether the client’s business exists. Therefore, it is essential to provide accurate information such as the Chamber of Commerce number, VAT identification number, EORI number, and passport number. To avoid unnecessary delays and costs, it is crucial that VSL Customs BV receives all documents timely before the arrival. When a ship is nearing the port, there is still much to be done before it can be delivered. VSL always strives to make this process as efficient as possible.