Why Documentation Matters
Missing or incorrect paperwork is the number one cause of export delays. A single error on a Commercial Invoice or a missing phytosanitary certificate can hold your container at port for days — sometimes weeks — while you scramble to correct it. Every day of delay costs money in demurrage, storage fees, and lost productivity for the buyer waiting on the other end.
This checklist covers every document you need to export machinery from the USA. Whether you are shipping a combine harvester to Brazil or an excavator to the UAE, these are the papers that make it happen.
1. Commercial Invoice
What it is: The primary document describing the transaction between buyer and seller. It establishes the value of the goods for customs purposes.
What it must include:
- Full names and addresses of buyer (consignee) and seller (shipper)
- Detailed description of the equipment (make, model, year, serial number, hours)
- Declared value and currency
- Terms of sale (Incoterm — typically FOB, CIF, or EXW)
- Country of origin
- Harmonized Tariff Schedule (HTS) code
Who prepares it: The seller or their freight forwarder.
2. Packing List
What it is: A detailed inventory of everything inside the container — every component, hardware bag, and accessory.
What it must include:
- Item-by-item description of all contents
- Weight and dimensions of each item
- Total gross weight and total number of packages
- Container number
- Corresponding Commercial Invoice number
Why it matters: Customs officials at the destination use this to verify that what is in the container matches what was declared. Discrepancies trigger inspections and delays.
3. Bill of Lading (B/L)
What it is: The contract between the shipper and the ocean carrier. It serves three purposes: receipt of goods, evidence of the shipping contract, and document of title.
Types:
- Master B/L — issued by the ocean carrier (Maersk, Hapag-Lloyd, etc.)
- House B/L — issued by the freight forwarder to the shipper
Key details: Shipper, consignee, notify party, port of loading, port of discharge, container number, seal number, description of goods, weight, and freight terms (prepaid or collect).
4. Certificate of Title
What it is: Proof of ownership for the equipment being exported. Required for used machinery to verify that the seller has the legal right to sell and export the equipment.
How to obtain it: Varies by equipment type. Vehicles and certain machinery have formal titles issued by state DMVs. For equipment without formal titles, a Bill of Sale with notarized signatures may be accepted.
5. AES/EEI Filing (Automated Export System / Electronic Export Information)
What it is: A mandatory electronic filing with US Customs and Border Protection (CBP) for any export shipment valued over $2,500 or requiring an export license.
Key details:
- Filed through the Automated Commercial Environment (ACE) system
- Must be filed at least 24 hours before the cargo is delivered to the port
- Generates an Internal Transaction Number (ITN) that must appear on the Bill of Lading
- Failure to file is a federal violation with penalties up to $10,000 per occurrence
Who files it: Your freight forwarder or a licensed customs broker.
6. USDA Phytosanitary Certificate
What it is: A certificate issued by the US Department of Agriculture (USDA) through APHIS (Animal and Plant Health Inspection Service) confirming that the equipment is free of soil, plant material, and pests.
When it is required: Almost always required for agricultural equipment — combines, tractors, planters, tillage equipment. Many countries also require it for construction equipment that has been used outdoors.
Process:
- Equipment must be thoroughly cleaned and washed before inspection
- APHIS inspector examines the equipment on-site
- If it passes, a phytosanitary certificate is issued (valid for 14 days)
- If it fails, the equipment must be re-cleaned and re-inspected
Cost: $200-$500 depending on the number of pieces inspected.
7. Shipper's Letter of Instruction (SLI)
What it is: A document from the shipper (you) authorizing your freight forwarder to act on your behalf in all export-related matters — booking ocean freight, filing AES, preparing documentation.
Why it matters: Without it, your freight forwarder cannot legally represent you in the export process.
8. Insurance Certificate
What it is: Proof that the shipment is covered by marine cargo insurance during transit.
Coverage types:
- All Risk — the broadest coverage, recommended for machinery
- Free of Particular Average (FPA) — more limited, covers total loss and major casualties only
Why you need it: Ocean carriers' liability is limited to approximately $500 per package under the Carriage of Goods by Sea Act. For a combine worth $50,000, that is essentially no coverage. A separate marine cargo policy covers the full declared value.
Optional / Country-Specific Documents
Depending on the destination, you may also need:
- Certificate of Origin — proves the equipment was manufactured in the USA (required for preferential tariff treatment under certain trade agreements)
- Import Permit — some countries require the buyer to obtain an import permit before the shipment leaves the USA
- Fumigation Certificate — required by some countries in addition to the phytosanitary certificate
- ANVISA / IBAMA clearance — specific to Brazil for certain types of equipment
- Conformity Certificate — required by some Middle Eastern and African countries
Let Us Handle the Paperwork
At Meridian Freight, documentation is included in every shipment. We prepare all export documents, coordinate USDA inspections, file AES/EEI, and handle any country-specific requirements. You focus on buying the right equipment — we handle getting it there. Contact us for a free consultation.