What export documents do you need?

Choose the right transport document

If you transport goods abroad, you will need a transport document. Which document you need depends on the means of transport you choose.

Check which transport document you need

Your carrier or overseas customer may ask for a packing list. This lists the goods you are sending, how they are packed, and the weight and size of the shipment. The packing list must contain the same details as the sales invoice and the transport document.

Customs documents for exports outside the EU

Are you exporting goods to a country outside the EU? If so, you must file an export declaration with the Customs Administration of the Netherlands. For this, you need an EORI number. Usually, a carrier or customs forwarding agent will file the declaration for you. You may also file the declaration yourself.

Sales invoice

Exports outside the EU often need a sales invoice. This invoice shows details of:

• the seller
• the buyer
• the goods
• the value of the shipment
• terms of delivery

The Customs Admiinistration uses the sales invoice to set import duties and taxes.

Export and origin documents via KVK

For some export shipments you need export documents from KVK Each document has a different purpose.

• Certificate of Origin

A Certificate of Origin (CoO) shows where a product was made. If you ship to a country outside the EU, that country may require a CoO. For example, if international sanctions apply to the import of products from certain countries.

• EUR.1 Movement Certificate

With an EUR.1 Movement Certificate your foreign customer will pay less or no import duties if your product meets certain conditions. However, the EU must have a trade agreement with your customer’s country. Your product must also meet the preferential rules of origin set out in the trade deal.

• ATA carnet

If you plan to take goods outside the EU for a short time, for example for a trade fair or demonstration you can use an ATA carnet. With this document you can easily file an export declaration in the Netherlands and a declaration for temporary import in the other country. This saves you time and money.

There are fixed tariffs for applying for export documents from KVK.

ATR certificate for exports to Türkiye

Do you export goods toTürkiye? With an ATR-certificate your Turkish customer does not pay any import duties.

Preparing preferential certificates of origin yourself

There are also preferential certificates of origin that you can draw up yourself. A declaration of preferential origin states whether a product complies with the rules of origin. Sometimes you will need a licence.

Invoice declaration for values under €6,000

Is the value of the products of preferential origin less than €6,000? If so, you should use an invoice declaration instead of a EUR1 certificate. Your foreign customer will then pay less or no import duties.

If the value of the products is more than €6,000, you may draw up an invoice declaration yourself if you hold one of the following authorisations:

• Approved exporter permit

Do you regularly export with a EUR.1 certificate? Then you can apply for an Approved Exporter (AE) permit (vergunning Toegelaten Exporteur, in Dutch) With this permit you can draw up invoice declarations yourself.

• Registered Exporter

Some countries do not have the AE permit but have REX (Registered Exporter) instead. REX is a registration for businesses that want to use a preferential invoice declaration when exporting to those countries.

Read more about REX and how to apply for registration.

Before using these declarations, check which additional arrangement (AE or REX) is required in the overview on the KVK website.

Other export documents

When exporting, you may also need to deal with documents for certain products and/or certain countries, such as:

• export licences
• export declarations
• veterinary and phytosanitary certificates