How to Export? What Are the Required Documents for Export?

What documents are required to export? In this blog post, we have included corporate advice for exporters and compiled international cargo management tips.

Before seeking an answer to our question of how to export, we must clarify what export is. Export is the selling of goods and services produced by individuals and organizations to foreign countries. Interest in exporting has increased exponentially in recent years, along with the facilitation of processes such as sales, marketing, and logistics. We can also say that the facilitation of procedures regulating foreign trade between countries and the reduction of costs have increased the interest in exporting.

While exporting offers new entrepreneurs the opportunity to sell in the global market at minimum cost, it also offers small companies the opportunity to grow. For large companies, it grants the chance to overcome the problems experienced in their own countries by reaching different geographies. At the same time, other benefits of exporting are as stated below:

• Increasing sales and profits

• Taking a share from world markets

• Reducing dependence on the domestic market

• Keeping market fluctuations in balance

• Creating employment

Who Can Export?

Legal entities or natural persons with a tax identification number can export.

How can an individual who does not own a company export?

A natural person, i.e., anyone who is not a company owner, can export by applying the following steps:

• By obtaining a tax identification number,

• By working with an accountant,

• By granting a power of attorney to a customs broker,

• By becoming a member of an exporters' association operating in their region,

Once the authorized customs broker prepares the customs declaration and delivers it to the customs administration, the export procedures will be completed.

For those who plan to ensure continuity in export as a legal entity, it will be healthier to operate by establishing a sole proprietorship. Those who export as a sole proprietorship can easily benefit from government supports and tax exemptions. In addition, customers knowing that they are dealing with a firm means they will trust the exporter much more. A strong bond between the exporter and the customer is very important for the continuity of trade.

As we mentioned, to export, a tax number must first be obtained and an accountant must be hired. In the steps following these, a power of attorney must be granted to a customs broker. A customs broker is a person authorized to open declarations and perform transactions within the period determined by the exporter with the granted power of attorney. Afterwards, one must become a member of an exporters' association.

What are the documents required to register with the Customs Administration and the exporters' association?

• Authorized signatures list (for legal entities), signature declaration (for natural persons),

• Certificate of Activity (for legal entities),

• Trade registry gazette (for legal entities),

• Tax registration certificate (for legal entities),

• Power of attorney (in case of operations through representation),

• Copy of identification of the authorized individuals.

Which documents/invoices are required to export?

While exporting, commercial invoices must be issued in order to declare any kind of information regarding the product. The commercial invoices issued by the seller must be prepared in duplicate, both in Turkish and in the language of the buyer country. Commercial invoices should be issued by adding the necessary tax seals and notary certifications.

What should be included in a commercial invoice?

• Information of the exporter and buyer individuals,

• Date of issue,

• Point of shipment and loading,

• Information about the product,

• Prices of the products,

• Terms of payment,

• Method of delivery,

• Number of the delivery vehicle.

Proforma/Invoice Invoice

Unlike the commercial invoice, the Proforma Invoice is used only to inform the buyer. In the Proforma Invoice, the unit prices, specifications, and sales terms of the goods are declared by the exporter. If the customer agrees to purchase, the proforma invoice is converted into a commercial invoice, and thus the actual invoice is issued.

Original Invoices

These are invoices that also prove the existence of the sales contract for the purpose of facilitating customs processes and calculating taxes. When the original invoice is issued, the exporter sends this invoice to the importer through the bank.

Consular Invoice

This is a document aimed at determining the origin of the goods to be shipped to foreign countries, which must be approved by the consulate of that country.

Freight Invoice

These are the invoices that must be paid by the sellers in CF and CIF sales. It ensures the determination of the cost of the goods along with the sales invoice of the goods. The statement "freight paid" must be included on the invoice and document.

Insurance Document

This is the document valid for exports made in accordance with CIF or CIP delivery terms. The insurance document is prepared with the information and instructions to be provided by the person making the import.

Detailed Packing List Documents

These are documents indicating the capacity of the products according to their transport methods. This document is used in insurance transactions.

Weight Lists

Documents containing detailed information about how much goods are in which vehicle are called weight lists. Insurance companies and the customs administration request this document.

Delivery Order

This is the order and instruction prepared to partially or completely withdraw the goods written in the bill of lading.

Bill of Lading

Documents stating that the goods have been received for transport according to the shipping method of the product (plane, ship, train, etc.) are called bills of lading. Thanks to the bill of lading document, liability in transport services is transferred to the carriers.

TIR Carnet

These are the documents securing the customs guarantees of the goods in vehicles. When the goods to be transported are completed, the carnets are given to the chambers.

Health Certificate

These are certificates indicating the compliance of the goods intended for export with health conditions. These documents must be obtained from the relevant units according to the product threat content.

Standardization Control Certificate

This is the document used to declare the compliance of the goods to be exported with mandatory standards and regulations within the framework of the laws.

Once you perform these operations, whether you are a natural person or a company, you are now ready to export.

Advice for those who want to export

• Market research in export is one of the most crucial steps of the export plan because it determines the sales and marketing style of your product. A very good market research should be conducted to find the suitable market for the product.

• In order to be successful globally, a reliable image must be created. The way to create this image lies in establishing a company logo that represents the brand and adding multilingual support to the website.

• Meeting with other people/companies dealing with the import/export of similar products will bring different perspectives. In this way, it will contribute to expanding knowledge and network.

• Accurate information should be obtained by conducting solid research on topics such as cargo and payment.

• A corporate and professional website should be owned. Potential business partners and customers will visit your website to gather first information about the exporter. It is very important to make a positive impact on visitors by giving importance to the website.

• As in every business, export operations also carry certain risks. However, when all processes are managed with correct planning, risks can be foreseen and correct moves can be made. By continuing development with planned work, a successful position is achieved in the export sector.