Bulk Cooking Oil Shipping Documents Explained

Every international oil shipment travels with a set of documents. Customs uses them to clear the goods and charge duty, the shipping line uses them to release the container, your regulator may use them to check the oil, and your bank or accountant needs them for the books. Missing or inconsistent documents are one of the most common causes of delays at destination. This guide explains what each document does and what to check.

The core documents

Commercial invoice

The commercial invoice is the bill from seller to buyer. It lists the seller and buyer, the goods, quantities, unit prices, the total value, the currency and the terms of sale, including the Incoterms rule and named place. Customs authorities use it to classify the goods and work out duties and taxes, so the description, quantities and values must match the other documents exactly.

Packing list

The packing list itemizes what is in each container: the oils and grades, the number and type of packs, net and gross weights, and marks and numbers. Customs uses it to check the cargo against the invoice, and you use it to check the delivery when it arrives. It does not replace the commercial invoice.

Bill of lading

For sea shipments, the bill of lading is issued by the shipping line or its agent. It does three jobs: it is a receipt for the goods loaded, evidence of the contract of carriage, and, in its negotiable form, a document of title that gives the holder the right to collect the cargo. It shows the shipper, the consignee, the notify party, the vessel, the ports of loading and discharge, and the container and seal numbers.

• A straight bill of lading is consigned to a named party and is not negotiable.
• A negotiable, or “to order”, bill of lading can be transferred to another party and is often used with letters of credit. The original usually has to be presented to collect the cargo.
• A sea waybill or telex release lets the consignee collect the cargo without presenting an original paper bill, which avoids delays when documents travel more slowly than the ship.

For truck deliveries within North America, a road bill of lading or road transport document plays the same role.

Certificate of Analysis

The Certificate of Analysis (CoA) reports the test results for the specific lot shipped, such as free fatty acids, peroxide value, moisture, color and fatty acid composition, against the specification. Regulators in many countries ask for it at import, and you should check it against the specification you ordered. Our guide to reading a Certificate of Analysis explains each result.

Certificate of origin

A certificate of origin states where the goods were produced. For general shipments it is usually issued or validated by a chamber of commerce. A separate certification of origin is used to claim reduced or zero duty under free trade agreements, such as the agreement between the United States, Mexico and Canada. Ask your customs broker whether your country needs one, and whether a trade agreement could lower your duty.

Documents some markets require

Depending on the destination, the product and your contract, you may also need:

• Health or free sale certificates, confirming the product is fit for consumption or sold freely in the country of origin.
• Product registration with the food regulator in your country, often required before packaged oil can be sold.
• Pre-shipment inspection reports from an independent inspection company, required by some importing countries and some contracts.
• An insurance certificate, if cargo insurance is part of the order.
• Product certificates, such as halal, kosher, organic, non-GMO or RSPO certificates, if your customers or your market require them.
• Specific test results, for example erucic acid for mustard oil in some markets, or process contaminants for refined oils sold in the EU.

Requirements change, so confirm them with your customs broker or regulator before the order is shipped, and tell your supplier at the quotation stage. Documents are much easier to prepare before loading than to correct afterwards.

What the exporter files

On the US side, the exporter clears the goods for export. For most shipments valued over $2,500 per product classification, Electronic Export Information is filed through the US Automated Export System, with exceptions that include many shipments to Canada. You do not need to file this yourself, but it is one reason the commercial invoice details must be accurate.

Checking your documents

• Names and addresses of the buyer, consignee and notify party are spelled exactly as your customs registration shows.
• Descriptions, quantities and weights match across the invoice, packing list and bill of lading.
• Container and seal numbers on the bill of lading match the container that arrives.
• Lot numbers on the packs match those on the Certificate of Analysis.
• The Incoterms rule and named place on the invoice match what you agreed.
• Any market-specific documents are present before the ship arrives.

What comes with our orders

Every order we ship comes with the commercial invoice, packing list, the transport document for your shipment, such as a bill of lading or road transport document, and a Certificate of Analysis for each lot. A certificate of origin and copies of our certifications are available on request. We email your documents with the container and bill of lading numbers so you can track the vessel, and they are also available in your buyer account if you have one.

Tell us in your quote request which documents your market requires, and we will confirm what we can provide. For more on the import process, see our guides to importing bulk cooking oil and Incoterms, or add your oils to your quote list.

Sources

• US International Trade Administration: Common export documents
• US International Trade Administration: Electronic Export Information (EEI)