Exporting to the United States – A Team Canada Inc Publication

10.4 Required documentation for formal entry

Your shipment, if destined for formal entry, will require the following documents and information:

Commercial invoice

Also known as a business invoice, this must exactly represent the content and value of your shipment. If you just happen to toss in a few promotional items at the last moment and they're not on the invoice, the customs inspector may hold your shipment at the border until you clarify what's going on. Also, never declare goods, such as promotional items or samples, as being of "No commercial value." U.S. customs officials may decide to impose a value of their own or may even refuse entry of the goods.

Yet one more invoice tip: When using part numbers, provide a written description that will help classify the goods for customs purposes. And be sure that each invoice also shows the total amount charged to the buyer for the shipment; never use the net value.

NAFTA Certificate of Origin

This was discussed earlier, in Section 4.2, "The North American Free Trade Agreement".

Importer ID Number

Also known as the Customs Assigned Number, this is used by U.S. Customs to establish bond coverage, release and entry of merchandise, liquidation, the issuing of bills and refunds, and drawback processing. Your customs broker can help you obtain the number or you can get it yourself by submitting Form 5106 to U.S. Customs.

Bill of lading or airway bill

Your freight forwarder, carrier or broker is responsible for filling it out. A bill of lading isn't needed for mail shipments.

Entry manifest

The carrier is responsible for filling this out. Again, this isn't needed for mail shipments.

Entry/immediate delivery

This is used for time-sensitive shipments, such as fresh produce, and replaces the entry manifest. The carrier is responsible for submitting this to U.S. Customs before the shipment arrives at the port of entry.

Harmonized System Tariff Classification (HS Code)

This was discussed earlier in Section 7.3, "HS codes".

Depending on the nature of the goods, the shipment may also need to be accompanied by permits or licenses (if they're controlled goods) and a packing list.