Export guide

How do I draft export documents?

1. What are the basic documents I need to draft for export?

The documents prepared by companies for export are as follows:.

  • Circular Letter
    Company profile for sending e-mail or fax.
  • Offer Sheet
    Offer sheet is a document promising to supply goods. If the other party expresses his/her intention to accept the Offer Sheet, the transaction is deemed to have been established.
  • Proforma Invoice
    Proforma is a type of quotation. If the content of products and terms of transaction are indicated and intention of exporter and importer is expressed in the proforma invoice, namely by respective signatures of the exporter and importer, an export contract is deemed to have been established.
  • Commercial Invoice
    A kind of transaction statement, which serves as a basic document for export and import and also serves as an invoice for payment.
  • Packing List 
    Documents listing packaged goods at the time of export and import. It is a basic document for export and import together with commercial invoice.
  • Certificate of Origin
    A document proving the country of origin of products supplied.



2. Circular Letter (Example)
  1. Write the name and contact information of the seller.
  2. Write the name and address of the target company.
  3. Describe how you got to know the counterpart and the transaction you wish to proceed with.
  4. Write a brief introduction of your company or products.
  5. You can enter transaction terms and also add credit rating agency or other issues.
  6. In this section, provide signatures of the sales company's CEO or person in charge

3. Offer Sheet
  1. Write the offer sheet number and the date created.
  2. Write the name and contact information of the buyer (recipient of the goods)
  3. Write the name and contact information of the seller (the person shipping the goods)
  4. Item No.
  5. Write the name of products that can be registered the place of import after consulting with customs brokers.
  6. Write payment terms.
  7. Write Intercoms terms.
  8. Port of departure
  9. For example, “shipment within a few days from the order date”.
  10. Port of arrival
  11. Write as seller inspection conditions
  12. Write the country of origin.
  13. Write as seller export standard packaging method.
  14. Write the effective date of the offer sheet

4. Proforma Invoice
  1. Write the name and contact information of the seller.
  2. Write the Proforma Invoice number and the date you created.
  3. Write the final destination of the goods, usually the same as the buyer's address.
  4. Write the name and contact information of the buyer (recipient of the goods)
  5. Item No.
  6. Write the name of products that can be registered the place of import after consulting with customs brokers.
  7. Write inspection methods.
  8. Write Intercoms terms.
  9. Port of departure
  10. Write the shipping date.
  11. Write the country of origin.
  12. Port of arrival
  13. As insurance falls under FOB terms, write that insurance should be provided by the buyer.
  14. Write the effective date of the offer sheet
  15. Write final packaging unit and exporter standard packaging unit.
  16. If both parties sign the contract, the contract is deemed concluded.
  17. Write payment terms.

5. Commercial Invoice
  1.  Write the Proforma Invoice number and the date you created.
  2. Write the name and contact information of the seller (shipper of the goods)
  3. Enter the letter of credit number and date only when the transaction is carried out by letter of credit.
  4. Write the name of the buyer’s name if the goods recipient and buyer are different.
  5. Write the name and contact information of the buyer (recipient of the goods)
  6. Write the place of origin and special issues.
  7. Write the shipping date (actual booking date).
  8. Write the transaction terms and payment terms.
  9. Write the actual number of packages and describe packaging units, e.g. box or pallet units.
  10. You must write the correct product weight. While the Korea Customs Service recognizes a weight discrepancy up to ±30% in general and ±50% under 100kg, you might need to correct the declaration for shipment at the request of the shipping company in case of discrepancy.
  11. The label to be affixed on the outer packaging of export goods to distinguish import and export goods.
  12. Write the port of departure.
  13. Write the name and route (number of routes being operated)
  14. Write the port of arrival.
  15. Write the name of products that can be registered in the place of import after consulting with customs brokers or buyer.

6. Packing List
  1. Write the name and contact information of the seller (shipper of the goods)
  2. Write the Commercial Invoice number and the date created.
  3. Write the name and contact information of the buyer (recipient of the goods)
  4.  Write the name of the buyer’s name if the goods recipient and buyer are different.
  5. The person, usually the recipient of the goods, who informs you that goods have arrived.
  6. Write the place of origin and special issues.
  7. Write the actual number of packages and describe packaging units, e.g. box or pallet units.
  8. Write the shipping date (actual booking date).
  9. Write the exact weight, including the packaging weight.
  10. Write the CBM multiplied by width, length, and height of the packaged product in meters.
  11. You must write the correct product weight. While the Korea Customs Service recognizes a weight discrepancy up to ±30% in general and ±50% under 100kg, you might need to correct the declaration for shipment at the request of the shipping company in case of discrepancy.
  12. The label to be affixed on the outer packaging of export goods to distinguish import and export goods.
  13. Write the port of departure.
  14. Write the name and route (number of routes being operated)
  15. Write the port of arrival.
  16. Write the name of products that can be registered in the place of import after consulting with customs brokers or buyer.

7. Bill of Letter (B/L)
  1. The shipping company will write the stock number and date of creation.
  2. Seller (The person shipping the goods) The name and contact information will be indicated by the shipping company in the same way as on the packing list. The name and contact information will be indicated by the shipping company in the same way as on the packing list.
  3. The shipping company will write the buyer (recipient of goods) name and contact information the same as on the packing list.
  4. The party to notify arrival of the goods is usually the same as the recipient of the goods, but may be a local forwarding company.
  5. port of departure.
  6. Route
  7. Name
  8. Container No.
  9. Number of container
  10. Product Name
  11. Total weight, including packing weight
  12. CBM multiplied by width, length, and height in meters
  13. Date of shipment

8. Air Waybill
  1. Write the seller name (sender of goods) and contact information the same as the airline packing list)
  2. The airline company will write the buyer (recipient of goods) name and contact information the same as on the packing list.
  3. Airport of departure
  4. Airport of arrival
  5. Number of products
  6. Packaging weight
  7. Transportation fees
  8. The airline writes the nature, quantity, specification, and volume of products.

9. Certificate of Origin
  1. Write the name and contact information of the seller (shipper of the goods)
  2. Write the country of origin.
  3. Write the name and contact information of the buyer (recipient of the goods)
  4. Write departure port, arrival port, shipping date
  5. Write other details, including transaction and payment terms.
  6. The label to be affixed on the outer packaging of export goods to distinguish import and export goods.
  7. Write the actual number of packages and describe packaging units, e.g. box or pallet units.
  8. You must write the correct product weight. While the Korea Customs Service recognizes a weight discrepancy up to ±30% in general and ±50% under 100kg, you might need to correct the declaration for shipment at the request of the shipping company in case of discrepancy.
  9. Write the name of products that can be registered in the place of import after consulting with customs brokers or buyer.



10. Export contract (partial example)
  1. You may use standard contract provided by the Ministry of Justice to write an export contract.

COMPANY : Busan Cosmetics Business Association

OWNER : Mun Oesuk

TEL : +82-51-997-8880

FAX : +82-51-955-3884

ADDRESS :  48434, 309, Suyeong-ro, Nam-gu, Busan (Daeyeon-dong) Social Hall (Fifth Hall), B105

BUSINESS LICENSE : 169-82-00213

Privacy hygiency supervisor : Mun Oesuk

E-MAIL : bcba100 @ naver.com

A MAIL-ORDER BUSINESS REPORT : 169-82-00213


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