OUR EXPORT DOCUMENTATION PROCESS International shipments can involve multiple parties, including: Exporter Buyer/importer Customs authorities Freight forwarder Shipping line Port authorities Customs broker Inspection company Insurance provider Government regulatory agencies Banks and trade-finance institutions Our objective is to help ensure that the commercial and shipment information provided across relevant documents is accurate, consistent and aligned with the agreed transaction. The Philippine Bureau of Customs requires exporters to complete an export declaration process and submit supporting documents, including the proforma/commercial invoice and packing list, with additional documents where required. KEY EXPORT DOCUMENTS 1. Commercial Invoice The Commercial Invoice is one of the principal documents used in an international sale. It identifies the commercial transaction between the seller and buyer and can contain information such as: Exporter/seller details Importer/buyer details Invoice number Invoice date Product description Quantity Unit price Total value Currency Country of origin HS/AHTN classification where appropriate Incoterms Payment terms Shipping information Packaging information Commercial invoices are important for customs valuation and import clearance. International trade guidance also identifies the commercial invoice as a principal export document used by customs authorities. CHHC documentation principle: Product descriptions, quantities, values and shipment information should be checked for consistency with the underlying commercial transaction. 2. Packing List The Packing List provides detailed physical information about the cargo. Depending on the shipment, it may identify: Product Packaging type Number of packages Number of bags/cartons/drums/jerry cans Net weight Gross weight Dimensions Marks and numbers Container information Lot/batch information where applicable A packing list is particularly important for containerized agricultural commodity shipments because it allows logistics providers, customs authorities and buyers to understand how the cargo is physically packed. The U.S. International Trade Administration similarly describes export packing lists as detailed records identifying quantities, package types, package counts, weights and other shipment information. 3. Bill of Lading For ocean freight, the Bill of Lading (B/L or BL) is a key shipping document issued in connection with carriage by sea. Depending on the shipment arrangement, the documentation may identify: Shipper Consignee Notify party Vessel Voyage Port of loading Port of discharge Place of delivery Container number Seal number Cargo description Package count Gross weight Freight terms For international commodity shipments, CHHC coordinates shipment information with the relevant logistics and shipping parties. Important: The final Bill of Lading is issued by the relevant carrier, shipping line or authorized agent; CHHC does not represent itself as the issuing carrier unless separately stated. 4. Certificate of Origin A Certificate of Origin (CO) identifies the country of origin of goods where required by the applicable trade regime or destination-country rules. Origin documentation can be particularly important when buyers require: Customs clearance Preferential tariff treatment Free Trade Agreement documentation Country-of-origin verification Government procurement documentation Import compliance The exact certificate and origin procedure depend on the destination market, applicable trade agreement and product. For example, Philippine Bureau of Customs procedures for certain preferential-origin documentation require supporting documents including the export declaration, commercial invoice, bill of lading/airway bill, packing list and applicable permits. CHHC can coordinate applicable origin documentation where required and available for the transaction. 5. Certificate of Analysis — COA The Certificate of Analysis (COA) provides analytical information concerning a particular product, lot or batch. Depending on the commodity, a COA may contain parameters such as: Rice Moisture Broken percentage Foreign matter Damaged grains Milling characteristics Grain length Other applicable specifications Sugar Polarization Moisture Ash Color/ICUMSA Reducing sugar Other agreed specifications Sunflower Oil Free fatty acids Peroxide value Moisture and impurities Iodine value Color Other agreed parameters Wheat Flour Protein Moisture Ash Gluten Falling number Other technical parameters Fertilizers Nutrient composition Nitrogen Phosphorus Potassium Moisture Granulation Other applicable parameters COA availability depends on the product, supplier, batch and agreed specification. CHHC should only provide a COA that corresponds to the relevant product/lot or is clearly identified as a specification/example document. 6. Phytosanitary Certificate Certain agricultural commodities may require phytosanitary documentation to demonstrate compliance with applicable plant-health requirements. This can be particularly relevant for: Rice Seeds Agricultural products Plant-derived commodities Other regulated agricultural goods The requirement depends on the commodity and destination country. CHHC coordinates applicable agricultural and regulatory documentation where required by the commodity and destination-market regulations. 7. Health Certificate Some food and agricultural products may require health or sanitary documentation depending on: Product category Destination country Import regulations Buyer requirements Regulatory authority requirements Where applicable, CHHC can coordinate the required documentation with the relevant parties. 8. SGS / BV / THIRD-PARTY INSPECTION For transactions where independent inspection is requested or contractually required, buyers may request inspection by a recognized third-party inspection company. Possible inspection activities can include: Quantity verification Weight verification Packaging inspection Product sampling Visual inspection Specification verification Container inspection Loading supervision Pre-shipment inspection CHHC's existing website identifies SGS/BV inspection as part of its export documentation offering. Inspection arrangements, scope, timing and costs should be agreed before shipment. 9. Insurance Documentation Where the agreed Incoterm or transaction structure requires cargo insurance, relevant insurance documentation may be arranged through the responsible party or logistics provider. Depending on the transaction, documentation can identify: Insured party Cargo Voyage Shipment value Coverage Policy number Effective dates Transport information Insurance responsibilities depend on the agreed Incoterms® rule and contractual arrangement. 10. Export Declaration The Export Declaration is part of the Philippine export clearance process. The Philippine Bureau of Customs states that goods exported from the Philippines are subject to export declaration requirements, and its published export guidelines describe exporter registration, export declaration lodgement and documentary submission procedures. For regulated commodities, additional permits, clearances or regulatory documents may apply. CHHC coordinates with the relevant customs broker, logistics provider and authorities as applicable to the transaction. 11. Proforma Invoice Before a commercial transaction is finalized, CHHC may issue a Proforma Invoice (PI) containing agreed commercial information such as: Product Specification Quantity Price Currency Incoterm Destination Payment terms Packaging Validity Estimated shipment information A Proforma Invoice is generally used for quotation, order confirmation, buyer approval and other pre-shipment commercial purposes. 12. Sales Contract / Purchase Agreement For larger B2B transactions, CHHC may use a formal sales contract or purchase agreement setting out agreed commercial conditions. Depending on the transaction, the agreement may address: Product specifications Quantity Price Incoterm Destination Payment terms Delivery schedule Documentation Inspection Claims Force majeure Governing law Dispute resolution Contractual requirements vary according to the transaction. DOCUMENTATION BY PRODUCT CATEGORY Rice Export Documentation For bulk rice transactions, documentation may include, where applicable: Proforma Invoice Commercial Invoice Packing List Bill of Lading Certificate of Origin Certificate of Analysis Phytosanitary documentation Health/sanitary documentation where required Inspection certificate Insurance documentation Export declaration Other destination-specific documents CHHC supplies various rice products including Thai Hom Mali rice, Thai long-grain rice, Jasmine rice, Basmati rice and other rice specifications. Sugar Export Documentation Depending on product and destination: Commercial Invoice Packing List Bill of Lading Certificate of Origin COA Inspection certificate Health documentation where required Insurance documentation Export declaration Applicable regulatory documentation Sunflower Oil Export Documentation Typical transaction documentation may include: Commercial Invoice Packing List Bill of Lading Certificate of Origin COA Health/sanitary documentation where required Inspection certificate Insurance documentation Export declaration Product specification sheet Other destination-specific documentation Wheat Flour Export Documentation Depending on destination requirements: Commercial Invoice Packing List Bill of Lading Certificate of Origin COA Product specification Health certificate where required Inspection documentation Insurance documentation Export declaration DOCUMENT CONSISTENCY & DATA ACCURACY A major part of successful international trade documentation is consistency. Important commercial and cargo details should be checked across applicable documents. For example: Commercial Invoice Product: Refined Sunflower Oil Quantity: 28 MT Packing List Product: Refined Sunflower Oil Quantity: 28 MT Bill of Lading Cargo: Refined Sunflower Oil Gross/Net Weight: Consistent with shipping documentation COA Product: Refined Sunflower Oil Lot/Batch: Corresponding to shipment Certificate of Origin Product description: Consistent with the shipment The Philippine Bureau of Customs specifically emphasizes the importance of consistency among import documents such as commercial invoices, packing lists, bills of lading, certificates of origin and regulatory documents. EXPORT DOCUMENTATION CHECKLIST Before shipment, buyers and sellers should verify the applicable documentation. Commercial Documents ☐ Proforma Invoice ☐ Sales Contract / Purchase Agreement ☐ Commercial Invoice ☐ Packing List ☐ Purchase Order, where applicable Shipping Documents ☐ Bill of Lading / Air Waybill ☐ Shipping Instructions ☐ Container Information ☐ Seal Information ☐ Freight Documentation Product Documents ☐ Certificate of Analysis ☐ Product Specification Sheet ☐ Certificate of Origin ☐ Inspection Certificate ☐ Health Certificate, where applicable ☐ Phytosanitary Certificate, where applicable Regulatory Documents ☐ Export Declaration ☐ Export permits, where applicable ☐ Commodity-specific clearances ☐ Destination-country import requirements ☐ Other regulatory documentation Financial / Insurance ☐ Insurance Certificate, where applicable ☐ Payment Documentation ☐ Letter of Credit Documentation, where applicable Not every document is required for every shipment. Requirements vary by product, origin, destination, Incoterm, transport mode, buyer requirements and applicable regulations. EXPORT DOCUMENTATION FOR DIFFERENT INCOTERMS CHHC supports international transactions under agreed commercial terms, subject to the specific quotation and contract. FOB — Free On Board Under FOB, the seller's responsibilities and the buyer's responsibilities are divided according to the applicable Incoterms® rule. CFR — Cost and Freight The seller arranges and pays for freight to the named destination port, while risk transfers according to the applicable Incoterms® rule. CIF — Cost, Insurance and Freight CIF includes freight and insurance arranged by the seller to the named port of destination, subject to the applicable Incoterms® rule. EXW — Ex Works The buyer generally takes greater responsibility for transportation and export/import arrangements from the agreed place. The exact obligations should always be established in the quotation and sales contract. SUPPORT FOR INTERNATIONAL IMPORTERS CHHC works with international buyers including: Agricultural commodity importers Food distributors Wholesale companies Supermarket groups Food manufacturers Restaurants and hospitality businesses Trading companies Government and institutional procurement teams NGOs and humanitarian procurement organizations Regional distributors Private-label food companies Our objective is to provide buyers with clear commercial information and appropriate shipment documentation for their procurement and import-clearance processes. DESTINATION-COUNTRY DOCUMENTATION Import requirements differ significantly between countries. A product may require additional documents depending on: Commodity classification HS/AHTN code Country of origin Destination country Port of discharge Food regulations Agricultural regulations Sanitary requirements Phytosanitary requirements Packaging requirements Labeling requirements Import permits Preferential trade agreements The Philippine Bureau of Customs advises exporters to identify applicable permits and regulating agencies through the Philippine National Trade Repository. Buyers remain responsible for confirming the import requirements applicable in their destination country, unless a specific contractual arrangement assigns that responsibility differently. WHY DOCUMENTATION MATTERS IN GLOBAL AGRICULTURAL TRADE Professional documentation helps facilitate: Customs Clearance Accurate documents help customs authorities evaluate the shipment and applicable requirements. Cargo Identification Packing lists and shipping documents help identify the physical cargo. Product Verification COAs and inspection reports provide technical or inspection information where applicable. Import Compliance Certificates and permits may be required by destination-country authorities. Financial Processing Commercial documents may be required by banks and trade-finance institutions. Supply-Chain Coordination Shipping documents allow exporters, importers, carriers, brokers and logistics providers to coordinate cargo movement. CHHC'S DOCUMENTATION COMMITMENT At CHHC Agricultural Products Wholesaling, our approach is based on: Accuracy We aim to ensure commercial and shipment information is properly reflected across applicable documentation. Transparency We provide buyers with documentation relevant to the agreed transaction and applicable requirements. Consistency Product descriptions, quantities, packaging and shipment information should correspond across relevant documents. Compliance We coordinate applicable export documentation with the relevant customs, regulatory and logistics parties. Professional B2B Service Our documentation process is designed for wholesalers, distributors, importers, manufacturers and institutional buyers. REQUEST EXPORT DOCUMENTATION Are you sourcing rice, sugar, sunflower oil, wheat flour, tomato paste, fertilizers or other agricultural commodities for international delivery? CHHC can discuss: Product specifications Quantity Packaging MOQ Origin Destination port FOB pricing CFR pricing CIF pricing Export documentation Inspection requirements Shipping arrangements Private-label requirements Contract supply Request a B2B Export Quotation CHHC AGRICULTURAL PRODUCTS WHOLESALING Taytay, Rizal, Philippines 📱 WhatsApp: +63 939 560 7826 📱 Alternative WhatsApp: +63 966 246 1745 📧 Sales: sales@chhcwholesales.com 🌐 Official Website: www.chhcwholesales.com