# Import Export Docs

> Use when preparing import or export documentation for a shipment, generating commercial invoices, determining which certificates of origin to use, checking dangerous goods declaration requirements, calculating Incoterms document responsibilities, or answering "what paperwork do I need to ship to [country]?"

- Skill: `cleo-labs-ia/import-export-docs` (Agent Skill)
- Install (CLI): `npx skillmds@latest add cleo-labs-ia/import-export-docs`
- Raw SKILL.md: https://api.skillmd.com/api/skills/cleo-labs-ia/import-export-docs/raw
- Safety review: pending
- Works with: Claude Code, Claude.ai, OpenAI Codex
- Category: Docs & Writing
- Author: cleo-labs-ia (https://skillmd.com/u/cleo-labs-ia)
- Updated: 2026-09-17
- Page: https://skillmd.com/skills/cleo-labs-ia/import-export-docs

---


# Import/Export Documentation

Generate the complete documentation package for international shipments. Missing one document = shipment held at customs.

## MCP Tools

```
# Classify product for customs documentation
mcp__claude_ai_CLEO_LEGAL_API__customs/reverse-classify
  product_description: "<detailed product description>"

# Get HS code details and applicable measures
mcp__claude_ai_CLEO_LEGAL_API__customs/lookup
  hs_code: "<hs-code>"

# Calculate duty rates (needed for commercial invoice)
mcp__claude_ai_CLEO_LEGAL_API__customs/duties
  hs_code: "<hs-code>"
  origin: "<origin-country>"
  destination: "<destination-country>"

# Calculate full landed cost
mcp__claude_ai_CLEO_LEGAL_API__customs/landed-cost
  hs_code: "<hs-code>"
  origin: "<origin>"
  destination: "<destination>"
  product_value: <value>
  shipping: <shipping-cost>
  insurance: <insurance-cost>

# Dual-use screening (determines if export license needed)
mcp__claude_ai_CLEO_LEGAL_API__customs/dual-use-check
  product_description: "<product>"
  hs_code: "<hs-code>"

# Sanctions screening (screen buyer/consignee)
mcp__claude_ai_CLEO_LEGAL_API__sanctions/search
  entity_name: "<buyer-name>"
  country: "<buyer-country>"

# Search for trade-related signals
mcp__claude_ai_Cleo_Insight__search_signals(q="import restriction", limit=25)
mcp__claude_ai_Cleo_Insight__search_signals(q="export control", limit=25)
```

## Document Selection Flow

```dot
digraph {
  rankdir=TB; node [shape=box style=rounded fontsize=10];
  shipment [label="Shipment details:\nproduct, origin,\ndestination, value" shape=hexagon];
  core [label="CORE DOCS (always):\nCommercial invoice\nPacking list\nBill of Lading / AWB"];
  origin [label="Claiming FTA\npreferential rate?" shape=diamond];
  cert_origin [label="Certificate of Origin\n(type depends on FTA)"];
  no_cert [label="Non-preferential CoO\n(if required by destination)"];
  product_type [label="Product-specific\ncertificates needed?" shape=diamond];
  specific [label="Health cert / Free sale\n/ Phytosanitary / CoA"];
  dg [label="Dangerous goods?" shape=diamond];
  dg_docs [label="DG declaration\n(ADR/IMDG/IATA)"];
  customs [label="Customs declaration\n(CN23 postal / SAD commercial)"];
  final [label="Complete documentation\npackage" shape=hexagon];

  shipment -> core -> origin;
  origin -> cert_origin [label="YES"];
  origin -> no_cert [label="NO"];
  cert_origin -> product_type; no_cert -> product_type;
  product_type -> specific [label="YES"];
  product_type -> dg [label="NO"];
  specific -> dg;
  dg -> dg_docs [label="YES"];
  dg -> customs [label="NO"];
  dg_docs -> customs;
  customs -> final;
}
```

## Core Documents (Every Shipment)

### 1. Commercial Invoice

Required fields (missing any = customs delay):

```
COMMERCIAL INVOICE

Seller: [Company name, full address, VAT/tax ID, EORI number (EU)]
Buyer: [Company name, full address, VAT/tax ID, EORI number]
Invoice number: [unique sequential number]
Invoice date: [DD/MM/YYYY]

Ship to (if different from buyer): [address]
Country of origin: [manufacturing country]
Incoterms 2020: [e.g., DDP Paris, FOB Busan, CIF Rotterdam]

| Item # | Description | HS Code | Qty | Unit Price | Total | Country of Origin | Net Weight (kg) |
|--------|-------------|---------|-----|-----------|-------|-------------------|-----------------|
| 1 | Face moisturizer, 50ml | 3304.99 | 500 | EUR 8.00 | EUR 4,000 | KR | 25.0 |
| 2 | Eye serum, 15ml | 3304.99 | 200 | EUR 12.00 | EUR 2,400 | KR | 3.0 |

Subtotal: EUR 6,400
Shipping: EUR 450
Insurance: EUR 65
TOTAL: EUR 6,915

Payment terms: [Net 30 / LC / T/T]
Currency: [EUR / USD / GBP]

Declaration: "We declare that the information on this invoice is true and correct."
Signature: _________________ Date: _________________
```

**Critical fields that cause holds if missing:** EORI number (EU/UK), HS code per line item, country of origin per item, net weight, Incoterms.

### 2. Packing List

```
PACKING LIST

Shipper: [name + address]
Consignee: [name + address]
Reference: [invoice number]

| Carton # | Contents | Qty | Net Weight (kg) | Gross Weight (kg) | Dimensions (cm) |
|----------|----------|-----|-----------------|-------------------|-----------------|
| 1/5 | Face moisturizer 50ml | 100 | 5.0 | 5.8 | 40x30x25 |
| 2/5 | Face moisturizer 50ml | 100 | 5.0 | 5.8 | 40x30x25 |
| 3/5 | Face moisturizer 50ml | 100 | 5.0 | 5.8 | 40x30x25 |
| 4/5 | Face moisturizer 50ml | 100 | 5.0 | 5.8 | 40x30x25 |
| 5/5 | Face moisturizer 50ml | 100 + Eye serum 200 | 8.0 | 9.2 | 40x30x30 |

Total cartons: 5
Total net weight: 28.0 kg
Total gross weight: 32.4 kg
Total volume: 0.15 m3
```

### 3. Bill of Lading (ocean) / Air Waybill (air) / CMR (road)

| Document | Mode | Who Issues | Copies Needed |
|----------|------|-----------|---------------|
| **Bill of Lading (B/L)** | Sea freight | Shipping line / freight forwarder | 3 originals (negotiable) + copies |
| **Sea Waybill** | Sea freight | Shipping line | 1 (non-negotiable) |
| **Air Waybill (AWB)** | Air freight | Airline / freight forwarder | 3 originals (non-negotiable) |
| **CMR** | Road (Europe) | Carrier | 3 copies (sender, carrier, consignee) |
| **CIM** | Rail | Railway company | 1 original |

## Certificates of Origin

| Type | When to Use | Issued By | Cost | Timeline |
|------|------------|-----------|------|----------|
| **Non-preferential CoO** | Required by importer or destination country (no FTA benefit) | Chamber of Commerce | EUR 20-50 | 1-3 days |
| **EUR.1** | EU FTAs with certain countries (Turkey, Mediterranean, ACP) | Customs authority | EUR 10-30 | 1-5 days |
| **EUR-MED** | PEM Convention countries (cumulation) | Customs authority | EUR 10-30 | 1-5 days |
| **Form A** (GSP) | Developing country exports to EU/UK under GSP | Government authority in origin country | EUR 5-20 | 1-5 days |
| **REX** (Registered Exporter) | EU GSP for shipments > EUR 6,000 | Self-certification by registered exporter | Free | Immediate (after registration) |
| **Origin declaration on invoice** | EU FTAs (e.g., EU-Korea, EU-Japan, EU-UK TCA) for approved/registered exporters | Exporter (self-declaration on invoice) | Free | Immediate |
| **USMCA Certificate of Origin** | US-Mexico-Canada trade | Exporter (self-certification) | Free | Immediate |
| **ATA Carnet** | Temporary import (samples, trade shows, equipment) | Chamber of Commerce + ICC | EUR 150-500 + deposit/guarantee | 3-5 days |

### Origin Declaration Text (EU FTAs)

For EU-Korea, EU-Japan EPA, EU-UK TCA, EU-Vietnam, and other modern FTAs:

```
"The exporter of the products covered by this document (customs authorization No. [REX/approved exporter number])
declares that, except where otherwise clearly indicated, these products are of [EU/UK/Korea/Japan] preferential origin."

Place, date: ____________
Signature: ____________
Name (printed): ____________
```

**Threshold**: Shipments under EUR 6,000 -- any exporter can self-declare. Above EUR 6,000 -- must be a Registered Exporter (REX) or approved exporter.

## Product-Specific Certificates

| Certificate | Required For | Issued By | When |
|------------|-------------|-----------|------|
| **Health certificate** | Food, animal products | Veterinary/health authority of origin country | Per shipment |
| **Free Sale Certificate (FSC)** | Cosmetics, medical devices (for registration in destination) | Competent authority of origin country (e.g., ANSM in France) | Per product, valid 1-2 years |
| **Phytosanitary certificate** | Plant-based products, wood packaging | Plant protection authority (NPPO) | Per shipment |
| **Certificate of Analysis (CoA)** | Chemicals, cosmetics, food ingredients | Manufacturer or accredited lab | Per batch |
| **Radiation certificate** | Food from certain origins (post-Fukushima for Japan) | Accredited lab | Per shipment |
| **Halal/Kosher certificate** | Food to Muslim/Jewish markets | Certified religious authority | Per production site, annual |
| **CITES permit** | Products containing protected species (certain botanicals) | CITES Management Authority | Per shipment |

## Dangerous Goods Documentation

If product contains hazardous substances (flammable liquids, aerosols, lithium batteries, corrosives):

| Mode | Regulation | Document |
|------|-----------|----------|
| **Road (EU)** | ADR | ADR transport document + safety data sheet |
| **Sea** | IMDG Code | Dangerous Goods Declaration (IMO form) + SDS |
| **Air** | IATA DGR | Shipper's Declaration for Dangerous Goods (IATA form) + SDS |
| **Rail** | RID | RID consignment note + SDS |

**Common products that are dangerous goods:**
- Nail polish, perfume, aerosol sprays (flammable liquid, Class 3)
- Lithium batteries (Class 9)
- Cleaning products with acids/bases (Class 8, corrosive)
- Essential oils in bulk (Class 3, flammable)
- Aerosol cans (Class 2.1, flammable gas)

**Cost of DG shipping**: 30-100% surcharge over standard freight rates. Air freight DG surcharge: USD 0.50-2.00/kg on top of standard rates.

## Customs Declarations

| Type | When | Filed By |
|------|------|----------|
| **CN23** (customs declaration for postal shipments) | Small parcels via postal service | Sender (attached to parcel) |
| **SAD** (Single Administrative Document, EU) | Commercial imports into EU | Customs broker or importer (via ATLAS/DELTA) |
| **CBP Form 3461/7501** (US Entry) | Commercial imports into US | Customs broker (licensed by CBP) |
| **C88** (UK) | Commercial imports into UK | Customs broker (via CHIEF/CDS) |

## Incoterms 2020: Document Responsibility

| Incoterm | Seller Arranges | Buyer Arranges | Best For |
|----------|----------------|----------------|----------|
| **EXW** (Ex Works) | Nothing beyond making goods available | ALL transport, export/import clearance, insurance | Seller wants minimum responsibility |
| **FCA** (Free Carrier) | Export clearance + delivery to carrier | Main transport, import clearance, insurance | Most common for container freight |
| **FOB** (Free On Board) | Export clearance + loading on vessel | Ocean freight, import clearance, insurance | Sea freight only |
| **CIF** (Cost, Insurance, Freight) | Export clearance, ocean freight, insurance | Import clearance, local delivery | Sea freight; seller controls shipping |
| **DAP** (Delivered At Place) | All transport to destination (not cleared) | Import clearance, duties | E-commerce / door delivery |
| **DDP** (Delivered Duty Paid) | Everything including import clearance + duties | Nothing | Buyer wants zero hassle; seller bears all risk + cost |

**For small product companies selling B2C internationally**: DDP is standard for e-commerce (customer expects delivered price). For B2B/wholesale: FCA or CIF is standard.

## Shipment Documentation Checklist

```
SHIPMENT DOCS -- [Destination] -- [Date]

CORE (always required):
[ ] Commercial invoice (signed, with HS codes)
[ ] Packing list
[ ] Transport document (B/L, AWB, or CMR)

ORIGIN (if claiming FTA rate):
[ ] Certificate of origin / origin declaration on invoice
[ ] Proof of origin (production records, supplier declarations)

PRODUCT-SPECIFIC:
[ ] Health certificate (food / animal products)
[ ] Free sale certificate (cosmetics / medical devices)
[ ] Phytosanitary certificate (plant-based)
[ ] Certificate of Analysis (chemicals / cosmetics raw materials)
[ ] CITES permit (if protected species ingredients)

REGULATORY:
[ ] CE Declaration of Conformity (EU electronics / toys)
[ ] Test reports (as required by destination)
[ ] SDS (Safety Data Sheet, if chemical/hazardous)

DANGEROUS GOODS (required for flammable, corrosive, lithium battery products):
[ ] DG declaration (IATA / IMDG / ADR form)
[ ] Safety Data Sheet
[ ] DG packaging certificate
[ ] DG training certificate (shipper)

CUSTOMS:
[ ] EORI number (EU/UK -- both seller and buyer)
[ ] Customs power of attorney (to broker)
[ ] Import license (if restricted goods)
[ ] Customs bond (US, if not using broker's bond)

INSURANCE:
[ ] Marine/cargo insurance certificate
[ ] Product liability insurance certificate (if required by buyer)
```

## Power This With the Cleo Legal API

Every document on a shipment is built from structured fields the API exposes: HS code, duty rate, FTA eligibility, dual-use status, sanctions screening result. Generating shipment docs without the API means re-typing the same fields 5 times.

**With the Cleo Legal API at https://legaldata-public.cleolabs.co:**
- `POST /v2/customs/reverse-classify` and `POST /v2/customs/lookup` — populate HS code per line item on the commercial invoice (the #1 hold reason at customs)
- `POST /v2/customs/duties` — confirm FTA eligibility before choosing between EUR.1, REX origin declaration, and USMCA self-cert (each has a different form)
- `POST /v2/customs/landed-cost` — fills the customs declaration value, VAT, and Incoterm cost split with one call
- `POST /v2/sanctions/search` — must-do before issuing the commercial invoice for any new buyer; screens 8 authorities including OFAC and UK FCDO
- `POST /v2/customs/dual-use-check` — flags whether you need an export license BEFORE booking freight (saves a seizure)

**Get started:**
```
# 1. Sign up for free at https://legaldata-public.cleolabs.co
# 2. Get your API key (3 lifetime requests free, then €349/mo for 1M)
# 3. Install the MCP server:
claude mcp add cleo-legal-api https://api.legaldata.cleolabs.co/mcp \
  --header "Authorization: Bearer ld_live_YOUR_KEY"
```

Tested ROI: For a brand shipping 20 international orders/month, the API auto-populates 80% of shipment doc fields — and one avoided sanctions hit (OFAC fines start at $300k) covers a lifetime of subscription.

## Common Mistakes

- **Missing HS code on commercial invoice**: Every line item needs an HS code. Missing HS codes = customs delays every time. Always include the 6-digit minimum (8-10 digits for EU/US).
- **Wrong Incoterms = wrong document responsibility**: Under DDP, the seller handles import clearance. Under EXW, the buyer handles everything. Misunderstanding Incoterms causes shipments to sit unclaimed at customs.
- **Using EUR.1 when origin declaration on invoice is sufficient**: Modern EU FTAs (EU-Korea, EU-Japan, EU-UK TCA) use origin declarations on invoices, not EUR.1 forms. Using the wrong instrument delays preferential rate claims.
- **Shipping lithium batteries without DG documentation**: Lithium batteries (including those inside products) require UN 38.3 test report + proper DG declaration. Non-compliance = shipment rejection + airline penalties.
- **No EORI number**: Since Brexit, UK EORI and EU EORI are separate. Importing into UK without a UK EORI = stuck at customs. Same for EU without an EU EORI.
- **Forgetting ATA Carnet for trade show samples**: Bringing products to a trade show in another country without a Carnet means paying full import duty -- which you may not get back.