Start with a clear enquiry
Begin your first import order by sending a detailed enquiry to your chosen dealer. State the vehicle type, model year range, quantity, destination port, and any specific configuration needs. Ask for current availability and a proforma invoice that lists the vehicle price, loading charges, and any export fees. This written record becomes the basis for your order and helps you compare offers from different suppliers.
Your enquiry should also request the dealer's standard export documents checklist. Ask which documents they provide and which ones you must arrange locally. Confirm the Incoterms you will use, such as FOB or CIF, because this determines where your responsibility begins. Keep all communication in writing so you can refer back to agreed terms if questions arise later.
Inspection before payment
Before sending any money, arrange an inspection of the vehicle. You can ask the dealer for a walkaround video, photos of the interior and exterior, and a cold-start video. If you cannot visit in person, consider hiring a third-party inspection service in the country of export. The inspection report should note mileage, visible damage, tyre condition, and whether the vehicle starts and moves.
Review the inspection findings against the dealer's description. If discrepancies appear, clarify them in writing before proceeding. A thorough inspection reduces the risk of receiving a vehicle that does not match your expectations. Remember that used vehicles are sold as-is unless a specific written agreement states otherwise, so the inspection is your main protection.
Payment and loading
Once you are satisfied with the inspection, confirm the payment terms with the dealer. Typical arrangements include a deposit to secure the vehicle and the balance before loading. Use a payment method that provides a receipt and follows your country's foreign exchange regulations. Ask the dealer to confirm in writing when the payment has been received and when the vehicle will be scheduled for loading.
During loading, request photos or a short video of the vehicle being placed into the container or onto the vessel. This confirms that the correct vehicle was loaded and gives you a record of its condition at departure. Ask for the container number or booking reference if applicable. These details help you track the shipment and prepare for customs clearance at your destination.
Documents checklist for export and import
The exact documents required vary by destination country, but most used car exports include a commercial invoice, packing list, bill of lading, and certificate of origin. The dealer typically provides the commercial invoice, packing list, and bill of lading. You may need to obtain an import licence, a customs declaration, and a vehicle inspection certificate in your own country. Always confirm the full list with your local customs broker.
For the search phrase used car export documents checklist, keep a master file with digital and physical copies. Check that the vehicle identification number on the invoice matches the bill of lading and the vehicle itself. Any mismatch can delay customs clearance. Ask your dealer to send scanned copies before the originals are couriered, so you can review them for errors while the shipment is in transit.
Customs clearance at destination
When the vessel arrives, your customs broker will submit the documents to the local authority. You will likely need to pay import duty, value added tax, and port charges based on the assessed value of the vehicle. The assessment method and rates depend on your country. Ask your broker for an estimate before the shipment arrives so you can prepare funds and avoid storage fees at the port.
After duties are paid, arrange transport from the port to your premises. Inspect the vehicle immediately upon receipt and compare its condition with the loading photos. If you find damage that occurred during shipping, report it to your insurance provider and the shipping line according to their claims process. Keep all documents for your records and for any future import orders.
Frequently asked questions
- What documents do I need for a used car export?
- Most exports require a commercial invoice, packing list, bill of lading, and certificate of origin. Your destination country may also require an import licence, customs declaration, and local inspection certificate. Always confirm the exact list with your customs broker.
- Who arranges the export documents?
- The dealer usually provides the commercial invoice, packing list, bill of lading, and certificate of origin. You or your broker must arrange import-related documents such as the import licence and customs declaration in your own country.
- How do I check documents before the car ships?
- Ask the dealer to send scanned copies of all documents before the originals are couriered. Verify that the vehicle identification number matches across the invoice, bill of lading, and the vehicle itself. Report any errors immediately so they can be corrected.
