Overseas Customers

Air and sea freight

If you are using commercial transport documents as proof of export for goods exported outside the UK or EU by:

• air – you must get and keep an authenticated master or house air waybill endorsed with the flight prefix and number, and the date and place of departure
• sea – you must keep one of the copies of the bill of lading or sea waybill along with a note of the export entry number or, where a shipping company does not issue these, a certificate of shipment (certifying actual shipment) along with a note of the export entry number, given by a responsible official of that company

Road freight

The International Consignment Note (CMR) provides evidence of the identity of the contracting parties when goods are transferred by road. It is in 3 parts and is completed and signed by the sender of the goods, the carrier and the person receiving the goods. Where the overseas customer arranges for the goods to be collected ex-works the CMR alone is not conclusive evidence that the goods in question have left the UK or EU but, where the CMR is used as part of the evidence, it is important that the information is complete and all the details legible.

 What information must be shown on your certificate of shipment

Although the certificate of shipment can be in any format, it must be an original and will usually contain the following information:

• the name and address of the issuing company
• a unique reference number or issuer’s file reference
• the name of the exporter (and VAT number, if known)
• the place, port or airport of loading
• the place, port or airport of shipment
• the name of the export vessel or the aircraft, flight prefix and number
• the date of sailing or flight
• the customer’s name
• the destination of the goods
• a full description of the goods exported (including quantity, weight and value)
• the number of packages
• the exporter’s invoice number and date if known
• the bill of lading or air waybill number (if applicable)
• the identifying number of the vehicle, container or railway wagon

Exports by courier and fast parcel services

Courier and fast parcel operators specialise in the shipment of small consignments to overseas destinations within guaranteed times.

Most courier and fast parcel operators do not issue separate certificates of shipment.

The invoice for moving small consignments for export from the UK or EU, which routinely bears details of the unique air waybill numbers for each shipment, represents normal commercial evidence of export. In addition, many express companies are able to offer a track and trace service via their websites where the movement of consignments can be traced through to the final destination. This information can be printed and can also be used to confirm that the goods have left the UK or EU.

Please note that if any items are not allowed to be sold in the country to which you are having items exporting, the onus is on you to research and adhere to this. We cannot be held responsible for any items held up or impounded in customs for this reason.

We may require your EORI "Economic Operators Registration and Identification Number" to quote on our manifests.