Level 11 · Part 3
Documents, shipping and the people who help
Export involves paperwork and several helpers. Know the roles and who is responsible for what.
Exporting means your product crosses a border legally. Every step involves paper, people and a cost that someone pays.
| Who | What they often do |
|---|---|
| Buyer or importer | Orders, pays, receives and clears the goods in their country |
| Freight forwarder or shipping agent | Arranges transport and explains steps and costs |
| Customs authority and customs agent | Check and approve goods leaving and entering |
| Health and quality authorities | Inspect and issue certificates where required |
| Bank | Handles payments and may help with documents |
| Cooperative, trade association or export promotion agency | Can give advice, training and contacts |
- Ask the buyer which documents they need and who prepares each one.
- Agree in writing who pays for transport, insurance, duties and fees, and who carries the risk at each stage.
- Get quotes for transport and fees before you fix a price (Levels 7 and 9).
- Send a sample first, if the buyer agrees, and keep a record of what was sent.
- Pack, label and mark the goods exactly as agreed.
- Keep copies of every document, in order, for each shipment.
Do not guess on paperwork
A missing or wrong document can stop a shipment at the border, and perishable goods may be lost. Ask your freight forwarder, the authority or an experienced exporter in your country what is needed for your product.
Exercise 11.3 · Map one shipment
- Draw the steps of one shipment from your gate to the buyer's door.
- Next to each step, write who is responsible, which paper is needed and who pays.
- Mark the step where you are least sure and write who you will ask.
Background reading for this part:
- Market Access Map — International Trade Centre (ITC)