Important Documents Used in International Logistics
Documents used in international logistics are official documents that ensure smooth progress of goods in legal, commercial and administrative terms while being transported from one country to another. Thanks to these documents, it is clearly recorded who owns the cargo, under what conditions it is transported, its country of origin, quantity, value, insurance and security. These documents play a critical role at every stage, from customs procedures to payment processes, from transportation contracts to health and safety checks. Accurate, complete and consistent preparation of documents; It is of great importance to prevent goods from waiting at border gates, to prevent criminal sanctions and to conduct commercial relations safely.
1) Commercial Invoice
It is the legal document of the sale between the seller and the buyer; It contains details such as item, price, currency, quantity, delivery and payment terms (Incoterms), HS code and is the basis for the basis of import taxes.
2) Packing List
Shows contents, quantities, measurement-weights and markings on a parcel/unit basis; Critical for inspection and placement in the warehouse, it is not a substitute for the invoice.
3) Bill of Lading – Sea (Bill of Lading, B/L)
It serves as a contract of carriage, delivery receipt and, in most cases, a document of ownership between the carrier and the shipper. Straight B/L is non-negotiable; Those issued “to order” are transferable.
4) Air Waybill (AWB)
It is the transportation contract and delivery receipt issued by the airline. It cannot be negotiated and does not constitute a document of ownership.
5) CMR Shipment Note (Road Transport Bill)
It is the official document documenting the international road transport contract. It is frequently used in law enforcement and customs controls to check goods and party information.
6) CIM/SMGS Railway Shipment Bill
It is evidence of an international transportation contract on railway. It is standard in countries within the scope of COTIF (CIM) and is used with transit documents at customs.
7) FIATA FBL – Multi-Mode Transport Bill
It is a negotiable multimodal document issued by FIATA member forwarders as carriers, accepted by banks under LC.
8) Certificate of Origin (CO)
It certifies the country of origin of the goods; It can be requested in customs tariff and precaution application.
Types:
- Non-preferential CO: General certification of origin.
- EUR.1: Provides tax advantage compared to preferential agreements.
- A.TR: It is the free movement certificate of industrial products within the scope of the Türkiye-EU Customs Union.
9) Insurance Policy / Certificate
Provides coverage against the risk of damage/loss during transportation. Incoterms rules such as CIF/CIP may need to be regulated by the seller.
10) Inspection/Audit Certificate
Independent verification of pre-shipment quality, quantity or suitability checks. It may be requested by the buyer, bank or import legislation.
11) Phytosanitary Certificate
Proves that herbal products meet import requirements. It is regulated by the National Plant Protection Organization of the exporting country.
12) Veterinary Health Certificate
It is the official certificate certifying the health conditions of animals and animal products. It is presented to the customs in the importing country.
13) Dangerous Goods Declaration
This is the form showing that dangerous goods in air transportation are packaged and declared in accordance with IATA rules.
14) Customs Declaration
It is the official declaration document submitted for the goods to be subject to the customs regime (export, free circulation, transit, warehouse, etc.). Nowadays, it is mostly done through an electronic system.
15) TIR Carnet
It is the document used in international road transit. It enables passage between countries with sealed vehicles/containers and serves as customs guarantee.
16) ATA Carnet
It is a document that allows tax-free/temporary import-export of fair samples or professional equipment. It is valid in more than one country with a single document.
17) CITES Permits
They are international certificates that control the trade of endangered species. It is used in import/export for plants, animals and derivative products.
18) Safety Data Sheet (SDS)
Regulated for hazardous chemicals. Contains handling, storage and emergency information. It is the standard form with 16 chapters.
19) Proforma Invoice and Permissions
Proforma invoice is a preliminary document in the nature of an offer. Additionally, special import/export permits may be required for strategic goods, chemicals or pharmaceuticals.
