Export logistics and shipping documentation

Guide summary

Choose your transport method (air, sea, road, rail) based on cost and speed. Use Incoterms to agree who pays for delivery and insurance. Prepare the right documents: customs declaration, commercial invoice, packing list, and transport document. Consider hiring a freight forwarder if you are new to exporting or have large volumes.

Choose air freight for fast, high-value items; sea for large volumes
Use Incoterms (ex: FCA, DAP) to agree who pays and when risk transfers
Submit customs declaration 30 minutes to 2 hours before departure
Prepare a commercial invoice with EORI numbers, HS codes, and Incoterms
Include a packing list and transport document (bill of lading or air waybill)
Get a certificate of origin if the destination country requires it
Hire a freight forwarder if you are new to exporting or have large volumes
Follow special rules for dangerous goods: ADR for road, IMDG for sea, IATA for air

Successfully exporting goods requires understanding shipping methods, choosing appropriate Incoterms, preparing compliant documentation, and often working with professional freight forwarders who handle the complex logistics.

Shipping Methods for Exports - Air, Sea, Road

Comparison of freight options: cost, speed, and customs declaration deadlines.

Air freight: Best for high-value/time-sensitive. Fast (days) but expensive. Declaration 30 min before departure.
Sea freight: Best for large volumes. Slow (2-6 weeks) but cheapest per unit. Declaration 1-2 hours before departure.
Road transport: Best for Europe. Door-to-door service. Declaration 1 hour before departure.
Rail freight: 8% of UK freight. Faster than road for specific corridors. Good for bulk goods.

Customs declaration timing

Air: Minimum 30 minutes before departure from UK airport

Sea containerized: Minimum 1 hour before departure

Sea non-containerized: Minimum 2 hours before leaving port

Road/inland waters: Minimum 1 hour before departure

Freight forwarding guidance (opens in a new tab)

Incoterms 2020 - International Trade Terms

ICC's 11 standardized terms defining buyer and seller responsibilities for delivery, transport, insurance, and risk in export contracts.

Total rules: 11 individual rules organized by transport mode
Any transport mode: EXW, FCA, CPT, CIP, DAP, DPU, DDP (7 rules)
Sea/waterway only: FAS, FOB, CFR, CIF (4 rules)
Insurance under CIF: Seller must arrange minimum coverage
Insurance under CIP: Seller must arrange 110% coverage (Institute Cargo Clauses A)

Incoterms clarify who pays for what and when risk transfers from seller to buyer. They're essential for export contracts to prevent disputes over delivery, costs, and insurance responsibilities.

Recommended for exports: FCA (Free Carrier)

Seller delivers to carrier and completes export formalities. Buyer controls main carriage. More suitable for international trade than EXW.

Customer service: DAP (Delivered at Place)

Seller delivers to destination but buyer handles import clearance. Good balance when seller wants to control journey.

Avoid for exports: DDP (Delivered Duty Paid)

Seller handles everything including import duties - most complex. Consider DAP instead unless you have import expertise in buyer's country.

Choosing the right Incoterms (opens in a new tab)

When to use freight forwarders

Recommended for businesses new to exporting, companies with large volumes or high-value items, and situations where you're not well-connected in the destination market. Freight forwarders book cargo, arrange insurance, handle customs clearance, oversee packing, and arrange storage.

Using Freight Forwarders for Exports

What freight forwarders do, when to use them, and how to select the right intermediary.

Main services: Book cargo with carriers, arrange insurance, handle customs clearance, oversee packing, arrange storage
UK establishment requirement: Must be established in UK for customs purposes
Financial capability: Must have software to communicate with HMRC and funds for bonds/guarantees
When to use: New to exporting, large volumes, high-value items, or not well connected in destination

Freight forwarders oversee worldwide cargo movement, handling customs clearance as part of their service. They can negotiate better carrier rates and handle complex export requirements, freeing you to focus on sales.

For smaller volumes, parcel couriers may be simpler and cheaper. Some freight forwarders can negotiate discount courier rates.

Find customs agents and freight forwarders (opens in a new tab)

Essential export documentation

Every export requires specific documents for customs clearance. Missing or incorrect documentation causes costly delays and penalties.

Export Documentation Checklist

Essential documents for customs clearance when exporting goods from the UK.

Essential for all exports

1. Customs Declaration: Via Customs Declaration Service, submitted by deadlines (30 min to 2 hours before departure)

2. Commercial Invoice: All required elements - parties, EORI numbers, goods description, HS codes, value, Incoterms, signatures

3. Packing List: Detailed contents, package marks, weights, dimensions

4. Bill of Lading (sea) or Air Waybill (air): Transport document and contract of carriage

Frequently required

Certificate of Origin: Check destination requirements - apply via Chamber of Commerce

EORI Number: GB EORI for England/Wales/Scotland exports

Product/situation-specific

Export License: Controlled goods, military, dual-use items

Health/Phyto Certificates: Animal products, plants

Dangerous Goods Declaration: Hazardous materials

EUR1 Movement Certificate: Preferential trade under FTAs

Insurance Certificate: If required by payment terms

Export documentation guide (opens in a new tab)

Commercial Invoice Requirements for Exports

Essential elements every export commercial invoice must include for customs clearance.

Mandatory for: All export shipments to any country
Incoterms requirement: Must state Incoterms clearly (became critical post-Brexit)
Certification: Some countries require Chamber of Commerce certification
Signatures: Must be signed by authorised person

Essential invoice elements

Parties: Full name, address, contact details, and EORI numbers for both seller and buyer

Financial: Price per item and total, currency, payment method, discounts, Incoterms clearly stated

Goods: Quantity, plain English description, HS commodity code (8 digits), country of origin (where manufactured, not where shipped from), gross and net weight, number and type of packages

References: Invoice number and date, purchase order reference, contract reference, signature with name and date

Create export invoices (opens in a new tab)

Certificates of Origin for Exports

How to apply for certificates proving where goods were manufactured - often required for customs clearance.

Issuing authority: UK Chambers of Commerce (officially designated)
Online processing: 24 hours for DIY applications via essCert.com
Over-the-counter: Processed while you wait at Chamber offices
Express service: Same day (additional fee)
Types available: UK Certificate, Arab Certificate, EUR1 Movement Certificate

Certificate of Origin proves where goods were manufactured. Many countries require it for customs clearance and to qualify for preferential duty rates under trade agreements.

UK Certificates state goods originated in UK. EUR1 Movement Certificates certify preferential origin under trade agreements, enabling duty reduction or elimination.

Get proof of origin for goods (opens in a new tab)

Special handling: dangerous goods

If exporting hazardous materials, you must comply with strict classification, packaging, and labeling regulations that vary by transport mode (ADR for road, IMDG for sea, IATA for air).

Exporting Dangerous Goods and Hazardous Materials

Classification, packaging, labeling, and transport requirements for dangerous goods under ADR/IMDG/IATA regulations.

Legal framework: ADR (road), IMDG (sea), IATA (air), RID (rail) - European Agreement regulations
UN packaging approval: Must use UN performance-tested packaging with approval mark from VCA DGO
Consignor responsibility: Classify correctly, mark appropriately, package per regulations, provide documentation, inform carrier
Labeling requirements: UN number, proper shipping name, class/division, packing group, hazard diamonds, handling instructions

Suppliers of dangerous goods are required by law to label hazardous products with symbols, warnings, and safety advice. Freight forwarders specialize in dangerous goods movement and can ensure regulatory compliance.

Moving dangerous goods (opens in a new tab)

Legal basis

Primary legislation and key regulations

Carriage of Goods by Sea Act 1992 Primary 1992 · UK-wide Customs and Excise Management Act 1979 Primary 1979 · UK-wide Taxation (Cross-border Trade) Act 2018 Primary 2018 · UK-wide

Browse UK legislation legislation.gov.uk

Official guidance

Apply for Customs Comprehensive Guarantee (opens in a new tab)

HMRC

Apply for Inward Processing authorisation (opens in a new tab)

HMRC

Apply for an account to defer duty payments when you import or release goods into great britain (opens in a new tab)

HMRC

Apply for an advance tariff ruling (opens in a new tab)

HMRC

Apply for authorised economic operator status (opens in a new tab)

HMRC

Authorised economic operator certification (opens in a new tab)

HMRC

Export logistics and shipping documentation

When to use freight forwarders

Essential export documentation

Special handling: dangerous goods

Legal basis

Official guidance

Related guides in International Trade

Use simplified customs procedures

Traveling abroad for export business

E-commerce and digital exporting

Import customs declarations and procedures

Import duties, VAT and payment options