Accuracy and timeliness of preparing export documents is vital in international trade.

Pro Forma Invoice

• An invoice presented by the exporters to importers for payment of goods prior to their dispatch. The document is for:

» Custom purposes
» Advanced payment (partial or full payment).

Commercial Invoice

• A document describing the commercial transaction between the exporters and importers. The key items found in a commercial invoice include:-

» Dates of billing and shipping
» Invoice number
» Terms of sale
» Terms of payment
» Buyer’s name
» Seller’s name
» Transportation method
» Transportation details
» Description of goods.

The document is issued by exporter for buyer to make payment.

Bill of Lading

• A Bill of Lading is a document of title issued by a shipper to a carrier. It functions as an acknowledgement of receipts of goods (cargo) at a name port / port of loading to a legal holder
• The details include:

» Conditions
» Limitations of liability
» Shipping instructions
» Description of commodity
» Applicable transportation charge
» Need to recheck. The document is issued by the freight forwarder to the importer for clearing of goods.

Airway Bill

• An Airway Bill is a non-negotiable transport document, similar to a bill of lading for the transportation of air freight. The details include:

» Conditions
» Limitations of liability
» Shipping instructions
» Description of commodity
» Applicable transportation charge and
» Need to recheck. The document is issued by the freight forwarder to the importer for clearing of goods.

Export Declaration

• A standardised export document for the exporter wishing to ship goods abroad containing compliance, administrative and statistical information.
• This form is required by the government whenever the value of the shipment exceeds a certain minimum amount or, whenever a duty drawback is claimed.
• Document is issued by freight forwarder.

Export Permit

• A document issued by the government granting an exporter to export specified goods to specified countries.
• For further information, please contact MATRADE or Royal Malaysian Customs.

Packing List

• A document describing the types and quantities of merchandise in a particular shipment.
• Issued by the exporter.

Certification of Origin (CO)

• A document certifying the place of manufacture or origin of goods specified and, is required whenever preferential duties are claimed.
• The document is issued by:

Preferential

» Ministry of International Trade and Industry (MITI)

Non-Preferential

» Federation of Malaysian Manufacturers (FMM)
» TradeAssociations
» Chambers of Commerce

Insurance Documents

• A document stating the insurance coverage of a particular shipment to cover the loss or damage to cargo while in transit, in the form of policy or a certificate.
• The document is issued by insurance company.