Customs Requirements for Shipping Legal Documents ...quick.aero/files/legal-white-paper2/view.html · What you need to know to get it there safely and on time. White Paper: Customs

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What you need to know to get it there safely and on time.

White Paper: Customs Requirements for Shipping Legal Documents Internationally

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Customs Requirements for Shipping Legal Documents Internationally

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Shipping legal documents internationally may sometimes require customs documentation in order to facilitate entry into the destina-tion country. Although printed matter is generally not considered a dutiable item, there are some situations when a commercial invoice must accompany your shipment. The rules vary country-by-country, and by the weight or number of boxes in your shipment.

Here are some guidelines to help you determine if the contents you are

shipping will require special documentation for customs clearance. Since

customs regulations can change frequently, always ask your transportation

provider for the latest rules and stipulations for where you are shipping.

Factors to help determine if your printed matter requires customs documentation


1) How many packages are you shipping?

In general, if you are shipping more than three

(3) boxes of documents, you will be required to

fill out a commercial invoice.

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2) What are you shipping?In some cases, blank CD-ROMS are treated as non-documents, while

those containing data are considered documents. In others, five or fewer

brochures are classified as documents, while a shipment of more than five

brochures is classified as non-document.

Example: When shipping from the U.S. to Brazil, shipments containing 5 or fewer documents each do not require customs documentation. The

documents can not have a commercial purpose, in order to be considered

non-dutiable.

3) What is the weight of your package?A country may consider placing a value on printed matter, such as legal

documents, when it is over a certain weight break. In most cases value will

be placed on any packages weighing over 150 lbs. Be sure to check the

specific weight regulation for your destination country.

Example: When shipping documents from the U.S. to Germany, any packages contain-

ing printed matter must follow these weight

restrictions or value will be added, and the

packages will be considered dutiable.

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Maximum weight:

70 kg (150 lbs.) per package

Maximum length:

270 cm (108 in.) per package

Maximum dimensions:

419.10 cm (165.0 in.) per package

Length and girth combined

4) Are there any materials that should be removed?Office supplies such as staples or paper clips may hold up your shipment in

customs and also may be levied with VAT and Taxes. It is best to purchase

your office supplies in that country to avoid any delays.

Documentation requirements for non-dutiable items

When shipping non-dutiable items, you may be required to provide a Cus-toms Declaration Letter* (also known as Proforma Commercial Invoice)

describing the items being shipped, and its intended purpose. Not every

country requires the Proforma invoice, but you may want to include it just

in case. The letter should be prepared on your company letterhead, and

signed by the person that is preparing the shipment.

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1) Include a description of material, for example, This shipment

contains legal documents in CD format. These documents

are to be used for our firms internal purposes only. These

samples have no commercial value and are not for resale.

2) For customs purposes only, place a nominal value of

$5 per box or $1 per CD

3) Describe in detail the contents of your shipments

4) Include the details of who is shipping the package and

to whom it is being shipped to. (Shipper and Consignee)

5) Correctly list the value of your shipment --3 boxes of documents

would be valued at $15 (3 boxes at $5 each)

*See page 10 for example of the Customs Declaration Letter.


Completing a Commercial Invoice for dutiable items

If you have determined that your shipment is considered dutiable, you will

need a Commercial Invoice (see example on page 11). The Commercial

Invoice is the official transaction record between an exporter and an im-

porter. It is the form that customs officials use to clear your shipment.

1) Place the full name and address for both Exporter/Shipper and

Consignee on the invoice. Include a contact name, telephone number and

fax number.


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2) Include a complete description of the items being shipped.

- More shipments are held due to an inaccurate description of goods

than for any other cause. The description, along with the country of

origin and the harmonized tariff code, helps brokers determine how

your product should be classified for import control and duties

calculation. You can look up the harmonized tariff code online at

http://www.usitc.gov/ .

- When describing your items, be sure to include what it is, how many

units there are, and intended use.

3) Sign and date the document in blue or black ink. Print the document

on your company letterhead.

4) Be sure to add a destination control statement to your invoice.

- A Destination Control Statement is required for all products being

exported out of the US. These statements should be printed on

the commercial invoice, packing list and bill of lading.

- The Destination Control Statement is as follows, These

commodities, technology or software were exported from the

United States in accordance with the Export Administration

Regulations. See example on page 11.

5) Make copies of your required documents.

- Each country will have different requirements for the amount of

copies necessary to ship internationally. Be sure to have the

correct amount of copies in order to avoid unnecessary delays.

Examples: Non-document shipments to Brazil must include 3 original, signed

commercial invoices. The consignee phone number must be on the

commercial invoice (it is mandatory).

Non-document shipments to Germany must include 1 original and

2 copies of an invoice. Every shipment requires an invoice, which

shows the realistic market price of the commodity. Shipments with

unrealistic low merchandise value may be delayed by customs.

6) All shipments must have the consignees Tax ID number written on

the waybill and the invoice. Non-compliance will result in customs

holding the shipment until the number is obtained, which will

cause delays.

7) Include a signed Quick Bill of Lading and place inside each package.


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Filing the SED

Shippers Export Declaration (SED) filing is generally required by the U.S.

Census Bureau for U.S. exports that contain a single commoditys value

exceeding US $2,500.00. All SED information is provided to the U.S.

Census Bureau and is used for export compliance and governmental

reporting.

Currently known as Electronic Export Information (EEI), the SED is filed

electronically with the U.S. Census Automated Export System (AES),

Quick International Courier can do this on your behalf. We will need a

written authorization to file a Shippers Export Declaration, along with your

Tax ID number.

Please note: Shipments to Canada are generally exempt from the SED process unless an export license or permit is required.

How to package your shipment

1) Choose the proper packaging:When shipping documents it is important to make sure you choose sturdy

packaging made from quality material, preferably something waterproof.

Documents inside the packaging should be placed in waterproof material.

2) All packages should be clearly marked and labeled:Make sure all documents and packages are clearly marked and labeled,

and include copies of the commercial invoice and the Quick Bill of Lading

inside the packages.

Please note: Customs regulations can change frequently, so it is best to always ask your transportation provider for the latest rules and stipulations for where you are shipping.


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About Quick International CourierFrom same day and overnight priority shipping, to government agency filing

projects, to full logistics services for trial moves and War Room set up, our

team of legal experts is available 24/7/365 to customize a shipping solution

that meets your deadlines and budget. We can arrange rush delivery for

boxes of documents and display boards, computers and equipment, suit-

cases and wardrobe boxes and more to anywhere in the U.S. or throughout

the world. We can even pick up briefs and documents from your printer and

deliver them right into your hands.

Quick Legal Logistics

United States Europe Asia800 473 4673 ext. 4 +44 20 8897 7273 +65 6542 0070

[email protected] www.quickintl.com


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SAMPLE CUSTOMS DECLARATION LETTER

To be placed on your company letterhead

[Current Date]

To Whom It May Concern:

This shipment contains legal documents in CD format. These documents are to be used for our

firms internal purposes only. These samples have no commercial value and are not for resale.

For customs purposes only we place a nominal value of $5 per box $ 1 per CD.

Contents: [Detailed Description]

From:

[Sender]

[Name of Law Firm]

[Address]

[Country]

[Contact Telephone Number]

To:

[Receiver]

[Name of Law Firm]

[Address]

[Country]

[Contact Telephone Number]

Value: $15 (3 boxes at $5 each)

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