An export documents checklist keeps your shipment moving. Missing or mismatched papers are a common reason cargo gets held at the border or a buyer pays late. This guide is written for small shippers based in Singapore. It lists the papers you will usually need and what each one does.
Start with the short version. For most sea, air or road exports you need an approved export permit, a commercial invoice, a packing list, and a bill of lading or air waybill. A certificate of origin is often optional, but some buyers ask for it. Keep copies of everything.
1. The commercial invoice
The commercial invoice is the bill of sale between you and your buyer. It is the main paper that Customs, the carrier and the buyer all read. Make it clear and complete.
Put these items on it: the names and addresses of seller and buyer, the date, a plain description of each product, the quantity, the unit price, the total, the currency, and the sale terms. The sale terms are often written with an Incoterms rule such as FOB or CIF. If you quote a price with a rule, name the rule and the place, for example "FOB Singapore".
Check that the invoice matches the packing list and the permit. A different quantity or product description on any one of them can cause delays.
2. The packing list
The packing list describes what is physically in the shipment. It shows how many cartons or pallets there are, what is in each one, and the weight and size of each. The carrier uses it to plan space. Customs uses it to check the cargo against the invoice.
Number every package and mark it the same way on the outside. If you ship in several boxes, say which items are in which box. Small errors here are easy to avoid and costly to fix after the goods have left your premises.
3. The bill of lading or air waybill
The carrier issues this paper. For sea freight it is a bill of lading. For air freight it is an air waybill. It is your receipt that the carrier has taken the goods, and it records the route and the parties.
A bill of lading can be straight or negotiable. A straight bill names one buyer who receives the goods. A negotiable, or "to order", bill can be passed on while the goods are at sea, so whoever holds the original controls the cargo. Know which one you are signing for, because it changes who can collect the goods and when you get paid.
At cargo lodgement in Singapore, the permit number must be given with the invoice, packing list and bill of lading or air waybill.
4. The export permit
In Singapore, export permits are applied for electronically through TradeNet, the national trade declaration system. You can hire a declaring agent, or register to declare on your own. Agents may charge a fee, so ask about cost first.
Before you apply, find out whether your goods are controlled. Some products need a licence or approval from a government agency, called a competent authority, before a permit is given. Use the right eight-digit tariff code for each product. A wrong code can lead to a rejected permit or a query later.
Never share your TradeNet user ID and password with anyone outside your business.
5. The certificate of origin
A certificate of origin states where your goods were made. There are two kinds. An ordinary certificate is optional. You may want it for commercial reasons,, and some buyers ask for it. Singapore Customs and a few authorised organisations, including chambers of commerce, can issue it.
A preferential certificate, or an origin declaration under a free trade agreement, helps your buyer pay lower or no import duty. Whether you need one depends on the agreement and on your buyer. Only claim "Singapore" as the origin if your goods meet the rules. If you are not sure, ask Customs before you ship.
6. Incoterms and record keeping
Incoterms are standard sale terms from the International Chamber of Commerce. The current set, Incoterms 2020, has 11 rules. Each rule says who pays for transport and insurance, and where risk passes from seller to buyer. Agree one rule with your buyer in the contract, and use the same one on every document.
After the shipment, keep your records. Singapore Customs asks traders to keep commercial invoices, bills of lading or air waybills, packing lists, certificates and related papers for at least five years from the date the permit is approved. Scanned copies are accepted if they meet Customs rules for digital storage.
Quick checklist
- Goods checked against the controlled list and the right tariff code chosen.
- Export permit approved through TradeNet.
- Commercial invoice with names, products, prices, currency and sale terms.
- Packing list that matches the invoice.
- Bill of lading or air waybill from the carrier.
- Certificate of origin, if your buyer or bank asks.
- Incoterms rule agreed and written on every paper.
- Copies stored for at least five years.
This is general information for planning. Rules differ by product and by country, so confirm the details with Customs, your carrier or your agent before you ship.