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Did you know that United States exports are worth more than $528,000 million?

However, standard documentation is needed for exporting when selling and transporting your goods outside of the United States. Knowing which documents need to be legalized or authenticated is the best way to ensure the export process is fast, smooth, and simple.

If you are unsure of what documents are needed, keep on reading this guide to learn more about document legalization and authentication.

What is Document Legalization or Authentication? 

The legalization or authentication of documents allows them to be used in other countries. There are usually several steps involved in the process. There are several types of documents that can be legalized, including civil status documents, court orders, diplomas, and manufacturing certificates.

When it comes to exporting purposes, there are a few documents that will need to be legalized to ensure your product is not held up in an international port.

But what kind of documents would you need to get legalized? We’ll get to that in a moment

Document Legalization With an Apostille Service

An apostille is a simplified and official way to legalize a document for use in countries who are part of the Hague Convention. Apostilles are stamps or stickers affixed to official documents that declare that document authenticate and valid. There is no need to take any further steps after this. 

For document legalization or apostille services, check out this link!

Document Legalization Without an Apostille

Getting a document authenticated is a bit harder and more complicated without an apostille.

In cases where one or both of the countries involved in your legalization are not parties to the Apostille Convention, legalization often requires two steps. 

The first step goes typically goes as follows. It is usually the Ministry of Foreign Affairs in Country A that checks that the document has been signed by the relevant official authority.

In the event that the document has been approved, a stamp or sticker is applied. This demonstrates to Country B that a legitimate authority in Country A issued the paper.

The second step then goes as follows. A stamp or sticker from Country B verifies the document and legalizes it. Typically, an embassy, consulate general, or honorary consul of Country B in Country A performs this. You can use the document in Country B once it has been legalized.

Pro Forma Invoice

Before an export shipment, a pro forma invoice is a crucial document used as a negotiation tool between the seller and the buyer.

The seller should use this document to quote at the start of an export transaction; later, when the products are cleared by customs in the importing nation, it will be utilized as the final commercial invoice. The document is a promise by the seller to give the customer the goods and services at the time and price stated and includes a description of the goods.

Commercial Invoice

The commercial invoice is a legal document that identifies the items being sold and the price that the customer is expected to pay between the exporter and the buyer.

One of the primary papers used by customs to calculate customs charges is the commercial invoice. A commercial invoice is a statement from the seller to the customer for the goods.

Governments frequently utilize these records to calculate the actual value of products for determining customs charges. Governments that employ the commercial invoice to regulate imports will frequently impose restrictions on its format, content, number of copies, acceptable languages, and other elements.

Export Packing List

An export packing list is much more thorough and detailed than a typical domestic packing list. It includes a lot of information, such as the following:

• the seller/buyer
• the shipper
• invoice number
• shipment date
• carrier
• type of package
• number of packages
• total package weight/dimensions

Packing list templates are available from both commercial stationers and freight forwarders. You could use a packing list as a compliant document. It does not serve as a replacement for a business invoice.

The packing list may also be used by foreign and American customs officers to inspect the goods; thus the commercial invoice should accurately mirror the information on the packing list.

Transportation Documents

Airway bills are necessary for air freight shipments. The paperwork gives comprehensive details about the shipment and makes it possible to track it. Unlike “order” bills of lading used for ship shipments, air waybills are shipper-specific and non-negotiable papers.

A bill of lading is a legal agreement between the carrier and the owner of the goods. A straight bill of lading, which is non-negotiable, and a negotiable bill of lading, also known as a shipper’s order bill of lading, are the two most prevalent varieties for ocean shipments.

With the latter, you can trade, buy, or sell things while they’re on the road. To confirm ownership, customers often need an original bill of lading to acquire the goods from the carrier.

Export Compliance Documents

Data filed electronically via the Automated Export System (AES) is known as Electronic Export Information Filing (EEI). Shipper’s Export Declaration (SED) information is the electronic equivalent of export data previously collected. 

Census and Customs offers a free service called the Automated Export System online, where you can file your EEI electronically. Export licenses are required for shipments of any value exceeding $2,500 per Schedule B number or for any shipments of any value that require one. 

Now You Know All About Document Legalization

Document legalization is often a necessary step when exporting goods to foreign countries. When you are shipping products overseas, always make sure that you have the right documents authenticated so that the package ends up where it needs to be.

Learn more about our document authentication services so that you can make sure the process goes as smoothly as possible!

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The European Commission recently announced that the European Travel Information and Authorization System (ETIAS) visa waiver is delayed until 2022. If you’re unfamiliar, the visa waiver program, once fully operational, will require all citizens from visa-exempt countries to register for an ETIAS visa waiver in order to travel to any of the Schengen Area countries, which are made up of 22 EU member states and 4 non-EU members who share a common visa policy.

Originally scheduled for 2020 and then 2021, the postponement has been deemed necessary to ensure everyone involved is able to make all the necessary adjustments before the launch date. By extending this time, it is expected that the new European system will have a smoother transition. While it is now scheduled to launch towards the end of 2022, there will still be a 6-month grace period for third-country nationals.

HOW WILL THIS CHANGE TRAVEL?

Following the 6-month grace period, ETIAS will become an obligatory entry requirement to enter the Schengen region. The ETIAS will reinforce EU border security by automatically pre-screening non-Europeans and will cross-check passenger data against several international security databases.

Once the visa waiver comes into effect, eligible applicants will be required to fill out an online form with a a few personal details and passport data. Provided nothing is flagged during the security scan, the ETIAS visa waiver will be approved within minutes and electronically linked to the applicant’s passport.

From 2023 and beyond, an approved ETIAS will be needed to enter the Schengen Area for leisure and tourism, business, transit, as well as short-term medical treatment.

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AGENCY EXPERTS 

Document retrieval specialists are familiar with all federal, state and local agency hours, procedures and protocols. They’re familiar with how to get past the hoops you may be thrown when trying to track down the documents yourself. Hiring a document specialist is often the most efficient way to track down the documents you or your business may need to move forward.  

QUICK TURNAROUND 

As agency and document experts, your documents can often be turned around same-day. Most companies offer digital or hard copies of your documents based on your preference for the fastest turnaround time. Get all the legal documents you need without having to leave your desk.  

SAVE YOUR SANITY 

When you hire a retrieval specialist, you are saving yourself time, energy and most importantly, your sanity! They are trained to be patient and persistent when dealing with high-push circumstances and the stress that comes with making phone calls and jumping over hurdles that often comes when dealing with government agencies.  

CONTACT US

For a fast, cost-effective way to get all the legal documents you need, contact Washington Express Visas & Documents today. Allow one of our experts to give you a free consultation over the phone about the best options, procedures and cost estimate for your project.  

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WHY IS IT CHANGING?

In May 2018, The EU adopted a proposal for the revision of Regulation (EC) No 810/2009 in order to strengthen the common visa policy and better regulate migration and security concerns. They believed the new proposal would facilitate procedures for frequent travelers to the Schengen Area and reward countries that collaborate in readmission of illegal migrants with easier visa procedures. And this past year, the proposal was given the green light.

WHEN DOES IT START?

All Schengen Visa applicants will be subject to the new Schengen Visa Code starting the first Monday of February 2020. Several other countries including Denmark, Belgium, Finland and Germany have confirmed the same start date.

WHAT RULES ARE CHANGING?

The main changes foreseen by the new code include:

• Higher Visa Fees
• Extended application submission periods
• Electronic application forms in most countries
• Representative authorities of every Schengen Member must be present in every third-country in terms of visa admission
• Frequent travelers with a positive visa history to benefit from visas with lengthier validity

*For more information, visit schengenvisainfo.com

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Currently and until 2021, Americans are able to travel for up to 90 days in the 26 European Countries (Schengen area) that allow border-free travel without any sort of visa or permit. However, that will be changing.

Starting in 2021, Americans will need to apply for a European Travel Information and Authorization (ETIAS) permit in addition to having a passport and credit or debit card. Once you have received a travel authorization to enter the European Union, you will be able to enter an unlimited amount of times for 3 years. This process is similar to the Electronic System for Travel Authorization (ESTA) which the U.S. uses for countries that are part of the Visa waiver program.

The ETIAS permit will require American travelers to apply online which will include filling out basic information (name, date of birth, etc.), passport information as well information about the applicant’s health, criminal record and any previous European immigration history. The application will be checked across databases and travelers’ can likely find out within minutes if their application is approved. If it is denied, there will be a reason why.

The ETIAS process will not be nearly as in-depth as a Visa process that involves consular interview and background checks. This new process that goes in to effect in 2021 was first approved in 2016 by the European Commission. However, the European Parliament did not approve it until 2018.

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Be patient. This is not a process you will be able to rush or control. It is up to the embassy on how long this takes and additional hoops they may ask you to jump through. Typically the embassy is only in charge of verifying the authenticity of the seal and signature of the government authority, however, they may actually review the content of the documents. If they go through this process, they can refuse their approval based on something within the content of the documents.

Be methodical and detail orientated. There are different requirements for documents to presented in the U.S. than other countries. For example, in some countries your document may be accepted if it certified by a solicitor or a notary. However, in other countries, they may only accept a notary or solicitor, not either. It’s incredibly important for you to know these details in advance of starting this process.

Understand the Hague Convention. While you don’t need to know this in-depth, you do need to know the apostille process for the individual country you are preparing documents for. Please check the country the document is being certified in as well as the country the document is for to understand if both are part of the Hague Convention. If they both are, the process will be different than if one is not.

Don’t underestimate the hassle of going to the foreign embassy yourself. There are many agencies out there like Washington Express Visas that can help with this process. Using a company that does this all the time vs. an individual that has never done this before will help with understanding the complexities of working with a foreign embassy. It can be a stressful and long process so get help!

Let Washington Express help you with legalizing your documents. Contact us today for a consultation!

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