Export Declaration The Ultimate FAQ Guide 1

Export Declaration: The Ultimate FAQ Guide

In this guide, you will learn everything you need to know about export declaration.

You will learn how to fill export declaration from, goods to declare, know the documentation process and the parties involved, among other critical aspects.

So, before starting an export business, read this guide.

What Is Export Declaration?

Export declaration refers to a form that is submitted by an exporter to customs during the export procedure.

The form contains important details about the goods due for shipping including goods:

  • Type
  • Number
  • Value
  • Quantity and any other qualities
  • Country of Origin

It is important for the customs official to have this information because it enables them to supervise the export.

Additionally, they can also compile numerical data of how a country trades globally.

Export Declaration

Export Declaration

This form works the same way as a certificate of origin. The document must be signed by the relevant authority in the country of origin.

Also known as exchange control, the following are some of the importance of export declaration:

  • Enables customs officials to know the nature of goods being This ensures that the consignments do not contain any illegal goods.
  • It also ensures that an exporter only exports goods for which they have the required documents and certificates.

This mostly applies in a case where the exporter is dealing with sensitive or restricted goods.

  • Benefits exporter since he/she can get preferential treatment of the goods exported, especially if he/she is a member of the trading bloc.

The benefits could be payment of lesser fees or no customs duty especially if the goods originate from one of the trading blocks.

  • Provides the intended export dates as well as details regarding the port of loading, port of discharge, and the destination port. This helps in avoiding inconveniences that may arise to the exporter, the exporting company, and the importer.
  • It is helpful to the exporter while obtaining the Export Declaration Number (EDN). The exporter requires an EDN for a successful export process.

When Is An Exchange Control Form Needed?

This form is a basic requirement during export. However, the form should be filled 6 months before the export date.

This is for all types of goods that are controlled, regulated, or prohibited, and it is regardless of the value. It is imposed for commercial goods destined to any country other than the U.S.

Customs need the export declaration throughout the export procedure.

What Does An Export Declaration Include?

An export declaration shares in it some very important details. Some of these include the following:

  • There must be details about the exporter or the consignor, the importer or the consignee, and the consignment.
  • The goods in the consignment must be classified as per the prescribed codes, and this must equally be presented in the declaration.
  • It is important to indicate in the form the date of export as well as the details about the port of loading, the shipping company, and the destination port.
  • Customs require the consignor to sign a document called the charter party. This document has the information about the destination of the shipment, nature of the goods as well as overall freight charges.

What Is An Export Declaration Format?

The export declaration contains checkboxes for information that the declarant is supposed to fill or tick from the provided answers.

Some of this information includes:

  • General Information like: customs security number, form number, nature of cargo, shipping bill number and date, mode of transport
  • Name and address of the trader
  • Name and address of the payee
  • General commodity description
  • Country of origin
  • Country of destination
  • Port of discharge
  • Invoice number, invoice currency, invoice date, and invoice amount
  • Other particular information includes FOB value, freight, insurance, commission, discount, other deductions, and packing charges.

China Export Declaration Sample

China Export Declaration Sample

After correctly filling the export declaration, the exporter or representative acting on their behalf should declare that indeed they are the consignor.

The declaration is made and the information they have provided in the form is accurate.

Lastly, the declarant should provide the relevant signatures at the end of the form.

Is An Export Declaration Required For All Kinds Of Goods?

You should file an export declaration for the goods that require an export permit and excisable goods. That is, goods produced within the country such as tobacco and tax paid on such commodities is called excise duty.

You should also file an export declaration for goods with a value greater than $2,000. There are however goods that customs exempt from the declaration such as pets, domestic cargo, household effects, etc.

Who Is In Charge Of Lodging An Exchange Control?

An exporter or a representative working on his/her behalf can lodge an export declaration up to six months before date of export.

The exporter should lodge an exchange control for every shipment he/she trades globally.

A shipment is basically goods sent from a trader to the one who trades. The trader still retains ownership of the goods.

The one who trades is a person exporting the goods. It can also be the one who owns the goods or representative of the trader.

A recipient of a shipment is the one who receives the final exported goods.

Let’s say, a trader trades with the receiver, the trader is supposed to lodge an exchange control for the shipment.

It is however important to note that the consignors are persons established by the European Union.

How Do I Fill Out An Export Declaration Form?

In filling out an export declaration form, you should consider the following:

  • Enter the name of the customs office
  • If the exporter is the declarant, enter the identity, postal code and location of the trader who is also the

Also fill in the identity, postal code and location of the receiver who is also the consignee.

  • Enter the date of declaration and the name of the port of departure.
  • State the name of the vessel that carries the goods and the date of departure of the vessel that carries the goods.
  • Indicate the final destination and the country of the goods.
  • Show the name of the warehouse where you will store the goods.
  • Fill in the form after confirmation is granted by the customs counselor or relevant customs officer.
  • Give the general product name as provided in the invoice.
  • State the tariff schedule code (6 digits) and statistical code (three digits) of the Export Statistical Schedule.
  • Enter the statistical units listed on the Export Statistical Schedule and also important to enter the quantity expressed by the unit.
  • One must also enter the Freight On Board (F.O.B) price in the currency for the country of origin of the goods.
  • Indicate the total number of cargoes, package marks, and numbers. When you load the goods into a container, indicate this and also point of loading.
  • On the form provided for export declaration format, the consignor is to check and confirm that all columns are answered truthfully. This should be done before forwarding it to the customs office for verification.

Who Provides An Export Declaration Document?

The exporter may hire a shipping company, transporter or customs agent to make the export declaration and get their goods through customs.

The goods due for export must be ready before you can get custom clearance.

After the consignor fulfilling all processes with the exporting company and issuing of exporting license, then he/she can receive an export declaration.

Upon checking the declaration certificate, the shipping company provides the export declaration. They make the declaration and confirm the details given.

The value of the consignment that buyer receives represents the export value contracted and declared above.

How Much Does An Export Declaration Cost?

Export declaration costs are different for each country’s customs.

The estimated cost for a single export declaration however ranges from $20 to $70.

How Long Is An Export Declaration Valid For?

There is no definite amount of time that an export declaration is valid for.

However, customs office may render an export declaration invalid if goods have not left the customs territory after 150 days from release date.

Can I Lodge An Export Declaration In Advance?

Message declarants can lodge export declarations in advance 30 days before presenting the goods to customs.

The declaration must clearly state the date and exact time the shipment is ready for customs control.

After the date and time pass the customs presents the declarant with a settlement on the release of the goods.

Declarant can rectify declaration made in advance within the said duration, after which goods can be released from the customs territory for export.

It is also probable to delay or bring forward the declared time or date.

The exporter lodges the declaration to the Integrated Cargo System (ICS) of the customs territory. You can submit this declaration either electronically or manually and at the customs office.

What Is The Meaning Of Exchange Control Number?

This number; often abbreviated as (EDN), is a number that has nine alphanumeric characters. Customs provide this number to the exporter in exchange for his/her detailed information.

How Do I Find My Export Declaration Number?

To acquire the EDN, the exporter or export agent needs to lodge export declaration with the customs office using the recommended format.

Generation of Export Declaration Number

Generation of Export Declaration Number

There are two ways to lodge the declaration:

  • Electronically: exporters use an electronic service system provided by customs to lodge their declarations from wherever they may be.
  • Manually: the document is prepared manually and submitted at the customs office.

The Customs will verify the information in the export declaration then issue an Export Declaration Number.

If there are any errors, the exporter should lodge the declaration again after the amendment.

Note, to obtain an EDN, first you have to understand how to lodge an export declaration electronically using the correct software system.

How Is An Export Declaration Number Useful?

Some of the uses of an EDN include:

  • It notifies the exporter of the release of goods from the port.
  • Informs of return or release of goods from or to a warehouse.
  • Helps in recognizing individual goods contained in one combined shipment.

Is There A Difference Between The Export Declaration Form And Import Declaration?

Yes, there is a difference between the Export Declaration form and the Import Declaration form.

The export declaration form is presented by a trader at the port. It provides detailed information about the goods due for export.

An import declaration is a form provided by customs office for importer to fill in. They declares the correct details about the goods being imported.

Can I Amend An Export Declaration?

It is possible to amend an export declaration.

You should submit an appeal for amendment as soon as you notice an error in your export declaration.

The goods meant for export cannot leave the customs territory until customs make a decision about the amendment.

The customs must then forward the decision as a pdf to the declarant.

If customs release the goods for export, then the declarant cannot perform but the customs.

The declarant can appeal for amendment to customs either electronically or manually (in writing) by the exporter or a representative agent.

If the export declaration that needs rectification was submitted by an agent, then only this agent can request for correction.

The request for amendment only affects declared goods that have already left the customs territory if the request is made by the exporter.

Can I Cancel An Export Declaration?

You can request for cancellation of an export declaration via the relevant e-customs system.

The steps for the cancellation process are as follows:

  • Open the export declaration, go to the ‘actions group’ and ‘click send cancellation request’.
  • In the request cancellation window, fill out the applicable fields and click send. The status of the export declaration will change to ‘cancellation sent’.
  • The customs will send you a message whether or not your cancellation was successful.

In the event that the cancellation was successful, the status in the customs system will change to ‘canceled’.

If the cancellation was unsuccessful, you can find out the possible reasons for the rejection and try cancelling once again.

Which Documents Do I Need To Enclose With An Export Declaration?

Documents that you need to enclose with an export declaration include the following:

Proforma Invoice – this document shows the value of goods to be exported. Customs requires that the invoice used with the export declaration have the following details;

  • The invoice number and the date issued
  • The seller’s details (name, postal address, phone number, e-mail address)
  • The buyer’s personal information
  • Country of origin of the goods
  • Country of destination
  • Consignment details
  • Time and means of delivery
  • Commodity code (Hs number)
  • Price of the goods
  • Reason for export
  • Exporters signature

Other supplementary documents that need to be enclosed with an export declaration include:

  • Shipping bill- this is a form that customs use before goods can exit a country or a warehouse.
  • Airway bill/ bill of lading– this is a receipt that the airline in question issues for goods as proof of export.
  • Commercial invoice– this is a document that clearly describes the goods sold and how much the customer owes the seller.
  • Letter of credit– this is a document that guarantees payment of goods. It is a third party that issues this document
  • Certificate of origin– this document certifies that the goods meant for export are indeed from a certain country.
  • Packing list– this document provides details about the consignment including all the packaging details about the consignment.

What Is The Difference Between An Export Declaration And Export Document?

The export declaration is presented by a trader at the port. It contains the information of the shipped items.

This includes what the goods are, the value of the goods and how many the goods are.

Conversely, export document is any document that the exporter issues to their shipping agent containing instructions for shipping the goods.

It also gives details of the goods due for export and the name of the country of origin.

Examples of export documents are: certificate of origin, packing list, invoice, shipping bill, etc.

Export Declaration Certificate Sample

Export Declaration Certificate Sample

What Happens If Goods Exit A Country Without An Export Declaration?

Ideally, goods should not leave a country without the export declaration.

If the exporter fails to lodge an export declaration, they might attract a penalty or a customs debt.

If goods exit a country’s without an export declaration, you should lodge an additional statement code and enter it in the export declaration.

The exporter should present all documents enclosed with the export declaration and any other proof that goods have exited the country’s customs territory.

If goods are already in another country where they also require an export declaration, you can lodge the declaration retrospectively under special conditions.

You should lodge the declaration in the country in question.

For any questions or inquiries, contact BanSar right now.

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