Sabine Litten Vice President of Operations

CalDak International, LLC

Save your company money by eliminating freight forwarder and AES filing fees

Eliminate the risk of penalties by filing your own AES and keeping accurate records

Speed up the process and save time

Correct Documentation is a key element in protecting the company against unwarranted claims - and ensuring prompt payment

Ocean B/L – title document

Shipment Confirmation – contractual obligation

AES Filing – legal obligation

Commercial Documents such as invoice, packing list etc

Transfers title and is therefore the most valuable

If ‘consigned to order of shipper’ – must be endorsed on the back by shipper to be transferable

3/3 originals required

Information transmitted to carrier is called SLI (Shipper’s Letter of Instructions)

Due date of documentation (Doc / AES Cut-off)

Correction fees

How to submit the documentation (INTTRA , Cargosmart, email)

Freight Prepaid / Collect – check your contract

Make booking

File AES

Submit SLI

Receive proof – make changes if necessary

Approve release of OBL

Print in-house or receive via courier

Appropriate shipment within 72 hours to comply with rules & regulations

Notify customer of container(s) and seal number(s), amount of packages and their weight, vessel name and voyage, ETD and ETA

Note Marine Cargo Insurance

Establish a system for a unique identifying number

Know your EIN

BEST PRACTICE: Prepare as soon as you receive the carrier’s booking

USPPI / cargo origin

Consignee (port of unlading vs country of destination and country of destination vs consignee’s address)

Estimate weights and USD amount

Need HS Code / Schedule B number

XTN number = EIN + unique identifying number

ITN number = AES response starts with year, month, date plus 6 digits

After submitting, print a copy once the XTN number is available (email notification)

After export documentation is complete, go back to make amendments where necessary and print new copy to be in compliance.

On the AES website

BLUE = conditional (only applies

in some cases)

RED = mandatory

YELLOW = incomplete

GREEN = good to go

Note: Always round up or down eg.

50.49 = 50 and 50.50 = 51

Copy previous shipments / use templates

Commercial Invoice

Certificate of Origin

Specific CO’s – NAFTA, Korea, Israel (green form)

Packing List

Marine Cargo Insurance Cert (if applicable) – at 110% of invoice value

Bank Letter

Other “normal” Certificates:

Weighmaster

Phytosanitary

Fumigation

Pallet Fumigation / Heat Treatment

VASP

USDA Inspection

Salmonella Cert and other lab tests

Country Specific

Non GMO / GMO free

Non-irradiated

Gas Free

Heavy Metal

Certificate of Health

Packing declaration for Australia