由 caicai8478 As a new engine of global economic growth, the Southeast Asian market, with its vast demographic dividend and robust consumer demand, has attracted the attention of countless Chinese companies. However, for newcomers to foreign trade, the complexities of various countries’ customs regulations often present the first hurdle on the road to global expansion.
Don’t worry! Master the following basic documents and core procedures, and you’ll be able to navigate Southeast Asian customs with ease and ensure smooth customs clearance for your goods.
- Common Basic Documents (Required Regardless of the Country You Are Exporting to)
These documents are the “lingua franca” of international trade and must be prepared in full and accurately.
Commercial Invoice
What is it: A transaction document issued by the exporter that lists the name, quantity, unit price, and total amount of the goods.
Importance: It is the core basis used by customs to determine the value of goods and levy duties.
Key Points: The information must be strictly consistent with the actual goods and other documents, and the amount must be in line with market conditions.
Packing List
What is it?: A document detailing the packaging of goods, including the number of boxes, gross weight, net weight, volume, and packaging method.
Importance: It facilitates customs inspection and customer verification upon receipt, and is also a key reference for logistics billing.
Key Points: Accurate data, especially weight and volume, directly impacts freight costs.
Bill of Lading
What is it?: Proof of the cargo transportation contract and document of title. It acts as the cargo’s “identity card” and “proof of collection.”
Categories:
Ocean Bill of Lading: It is divided into an original bill of lading (which must be mailed) and a telex release bill of lading (which is faster and easier to release electronically).
Air Waybill: It cannot be used as a document of title. Upon arrival, the carrier will notify the consignee to collect the goods with proof of identity.
Importance: Customers must present the original bill of lading or telex release notice to collect the goods.
Certificate of Origin
What is it?: A legal document certifying that the goods originate in China.
Importance: This document allows importers to enjoy tariff concessions (especially under the ASEAN Free Trade Area, where tariffs can be reduced to zero). It’s a key document for saving customers money!
Applicant: China Council for the Promotion of International Trade or Customs.
Contract
What is it: A trade contract signed between the buyer and the seller.
Importance: While not always required by customs, it forms the foundation of all transactions, clearly defining the rights and responsibilities of both parties and serving as a basis for resolving disputes.
II. Core Export Process (From Your Factory to Your Customer)
A clear process can help you avoid unnecessary hassles.
Transaction Negotiation and Contract Signing: Confirm order details (product, price, delivery date, trade terms, etc.) with the customer and sign the contract.
Stock Preparation and Inspection: Produce goods according to the contract requirements and apply for third-party inspection upon request.
Booking and Transportation: Contact a freight forwarder or shipping company to reserve space and arrange for shipment to the port.
Preparation of Customs Declaration and Clearance Documents:
Export Declaration: Declare export to the customs at the Chinese port, requiring the submission of a customs declaration, invoice, contract, packing list, etc.
Customs Clearance Documents: Simultaneously prepare all the above customs clearance documents required for the client.
Cargo Shipping and Obtaining a Bill of Lading: After the cargo is loaded onto the vessel/machine, obtain the bill of lading from the shipping company/airline.
Document Delivery/Telex Release: Mail the complete set of customs clearance documents (invoice, packing list, bill of lading, certificate of origin, etc.) to the client, or complete the telex release procedure.
Customer Import Customs Clearance: The client will complete import declaration and tax payment procedures at their home country’s customs office with the documents you provide.
Cargo Delivery: After customs clearance is complete, the client picks up the goods from the port or airport, completing the entire process.
III. Special Requirements of Key Southeast Asian Countries (Attention!)
In addition to common documents, some countries have specific regulations. Ignoring these may result in cargo seizure or fines.
Indonesia
SNI Mark: Many products (such as electronics, building materials, and toys) must bear the SNI certification mark before they can be imported and sold.
Importer Qualifications: Importers must possess an API (Importer Identification Number), and some products require special permits.
Labeling Requirements: All consumer products must be labeled in Indonesian.
Thailand
Food/Drug/Cosmetic Permits: Importing these products requires prior approval from the Thai FDA.
Letter of Credit Requirements: Thai Customs conducts strict scrutiny of letter of credit transactions, and consistency of documents is crucial.
Vietnam
Proforma Invoice Certification: For first-time transactions or for specific products, Vietnamese Customs may require the exporter’s commercial invoice/proforma invoice to be certified by the Vietnamese embassy or consulate in China.
Commodity Inspection: Many products undergo quality, safety, and technical standard inspections before customs clearance.
Malaysia
Import Licenses: Import licenses are required for certain products, such as agricultural products, animals, vehicles, and weapons.
SIRIM Certification: Most electrical and electronic products require SIRIM certification and product labeling.
Philippines
ICC License Mark: Regulated products (such as home appliances, lamps, and building materials) require the ICC license mark.
Customs Broker System: Customs clearance generally requires a broker certified by the Philippine Customs Service.
Singapore
Relatively Relaxed: Singapore is a free trade port, making procedures the simplest. However, controlled items such as pharmaceuticals, weapons, and tobacco still require a license. Goods and Services Tax (GST) is payable upon customs clearance.
IV. Practical Advice for Beginners
Trade terms are key: Specifying whether to use terms such as FOB, CIF, or EXW determines the division of costs and responsibilities between you and your client. Beginners are advised to start with FOB.
Find a Good Freight Forwarder: A professional and reliable freight forwarder is your best mentor and a protective umbrella for beginners. They can handle most transportation and customs clearance matters for you and provide professional country-specific advice.
Communicate with your client in advance: Before shipping, be sure to confirm with your client all customs clearance requirements at the destination port, especially whether any special certifications or permits are required.
Document consistency: All information on all documents (product name, quantity, amount, consignee, and consignor) must be consistent! Any minor discrepancies can cause customs clearance delays.
Leverage free trade agreements: Proactively assist clients with obtaining the China-ASEAN Certificate of Origin (Form E) to reduce or exempt tariffs, significantly enhancing your competitiveness.
Summary:
For exporting to Southeast Asia, “common documents are the foundation, special requirements are key, professional freight forwarders are helpful, and advance communication is the key.” As long as you do your homework and follow the steps, you can successfully overcome customs barriers and seize opportunities in the vast Southeast Asian market!