For a new exporter, it can be a difficult task to keep track of all the rules and permits that export abroad entails, and many therefore choose to use a transport or forwarding company.

An international forwarder helps you move goods abroad. They typically have a good knowledge of legislation and regulations abroad, import and export regulations, shipping methods and which documents are required.

Your forwarder can also help you with your price offers through advice on the price of freight, port charges, documentation prices, insurance and the forwarder's own handling fees. They can recommend packing methods that protect your goods, or they can arrange to have your goods packed at the port or placed in containers. The price of their services must be factored into the price you charge your customers.

When your order is ready to ship, your freight forwarder reviews all documents to make sure everything is as it should be. They can also fill in your shipping papers and other documentation. After dispatch, they can also forward documents to the seller or buyer. The freight forwarder can also ensure that customs and import regulations are in order on your export market.

Packaging

Be aware of the requirements international shipping places on the way you pack your goods. The right packaging ensures that your item does not break, is not exposed to moisture or spoilage, and at the same time is durable and easy to handle.

When packing your goods, you can follow these guidelines:

• Pack in strong containers that are adequately sealed and, as far as possible, full.
• Make sure the weight is evenly distributed.
• Place your goods on pallets and, if possible, in containers.
• Make sure that the packaging and box filling is made of a moisture-resistant material.
• To avoid plagiarism, refrain from writing trademarks and what the package contains on the outside of it.
• Use straps, seals and vacuum packs to protect your goods.
• Make sure to comply with all rules in relation to any dangerous goods.

A popular method of shipping is to obtain containers from your transport company or private leasing companies. These containers are of varying size and material. They can contain most types of goods, but work best if the packages are the same size and shape.

The transport costs are dependent on both weight and volume, which is why you can advantageously try to find particularly strong lightweight packages. The right choice of material can save you money and at the same time ensure that your goods are properly packed. If you don't know how to pack goods yourself, you can hire a professional company to do it for you. As I said, your freight forwarder can also help you find the right packaging for your goods.

Labeling and documentation

Special transport labels are used on containers and cotainers that are sent abroad.
This marking:

• Complies with shipping regulations.
• Ensures proper handling.
• Hides what the shipment contains.
• Helps your recipient identify the shipment.
• Meets environmental and safety standards.

You can read more about labelling, package labels and other documentation at Post Danmark's website.

Many different documents are used for export. Which ones you should use depends both on Danish regulations, as well as on the regulations of the country you are sending to. It can be a really good idea to let your transport company handle the documentation in connection with your export, as they are specialists in this process.

Here are some of the most commonly used documents and an overview of some of the information they should contain:

Execution statement
The procedure for exporting goods to countries outside the EU is to submit an execution declaration to SKAT. Once the declaration has been approved, the goods must be presented to the customs office where they leave the country, unless the goods are sent by post or train. The forwarding company can often help in connection with filling in the declaration.

For certain types of goods, a separate export declaration must be attached. As an exporter, you are always responsible for finding out which rules apply. You can get more detailed information at The Export Council.

Address label
Your shipment's address label must contain the following information:

• Sender's name, address, reference no. or receiver's CVR no.
• Recipient's name, recipient's address and country.
• Reason for export.
• Short and clear description of the content and quantity.
• Net weight, value of contents.
• Customs tariff no. If you do not know your goods' customs tariff number, you can find it through SKAT's self-service system Vita.
• Country of origin of the product.
• Date and signature.

Trade invoice
A trade invoice typically contains this information:

• Order or reference number.
• Buyers/Recipients/Sellers.
• Delivery and payment terms.
• Number of parcels (number of units or goods).
• Weight (gross/net).
• Quantity, careful description of contents, customs tariff number, country of origin, value and total item value in currency type.
• Any invoice declaration.
• Place and date of broadcast.

Pro forma invoice
The proforma invoice is attached in triplicate and must contain:

• Sender
• Careful description of contents (incl. quantity and value).
• Invoice value. If the invoice value is DKK 0, the item's price and the text "value for customs purpose only" are added.
• The reason why a pro forma invoice is used for export.
• Recipient.
• Country of origin of the product.
• Any invoice declaration.
• Place and date of dispatch.

Waybill
Is a waybill for international transport. It must, among other things, contain:

• Sender's name, address, country and customer number.
• Agent/recipient's name, address, country and the agent's CVR number.
• Booking number.
• Export notification: must be used if you have received a special permit to export goods for a value over DKK 45,600.
• EUR Certificate that proves that your product is manufactured in the EU.

For the inexperienced exporter, the shipping procedures may seem difficult to review and understand, but if you pay attention to the things we have reviewed here, the process will go more smoothly. Remember to seek help for the things you cannot do yourself or have experience with, so you get off to a good start.