What Export Documents Do You Need from the Philippines?

Thinking of shipping your products abroad? Before you pack that first box, make sure your paperwork is in order.

For SMEs in the Philippines, entering the world of international trade is exciting—but it comes with its share of documentation hurdles. If your export documents aren’t in order, you risk shipment delays, customs fines, or having your cargo stuck at the port.

This guide breaks down the key export documents you need from the Philippines and explains how ZendEase helps make the process smoother, faster, and fully compliant.

Why Export Documentation Matters

Exporting is more than just moving products from one country to another. It’s about doing it legally, safely, and efficiently. Proper documentation ensures:

• Your shipment passes through Philippine customs without issues
• You avoid delays, penalties, or added charges
• The destination country accepts your goods

ZendEase helps simplify this process by guiding you through what’s required and ensuring your paperwork is complete and accurate.

Key Export Documents You’ll Need in the Philippines

Here are the essential documents typically required for international shipments:

1. Commercial Invoice
• Describes the products being sold and shipped
• Includes buyer/seller information, prices, and terms
• Used by customs to calculate duties and taxes
2. Packing List
• Lists quantity, dimensions, and packaging details
• Supports cargo inspection and handling procedures
• Should match the invoice details
3. Export Declaration (BOC – Single Administrative Document)
• Required by the Bureau of Customs
• Filed electronically through the E2M system
• Confirms goods are approved for export

ZendEase assists in preparing and filing the Export Declaration through an in-house broker. They can file your Export Declaration and ensure that the document matches your shipment details and complies with customs standards, thereby avoiding delays.

4. Certificate of Origin (If applicable)
• Confirms where the goods were manufactured
• May qualify your shipment for tariff reductions under trade agreements

ZendEase helps determine if your shipment requires a Certificate of Origin (CO) and whether it should be a Preferential or Non-Preferential CO. They coordinate with the BOC and can process the CO on your behalf, typically bundling it with the Export Declaration for convenience.

5. Proforma Invoice (For Pre-shipment Quotation)

A proforma invoice is a preliminary invoice that provides an overview of the goods to be shipped, including product details, quantity, pricing, and delivery terms. It is typically issued before the sale is finalized and helps buyers understand the expected cost. Unlike a commercial invoice, which is used for billing after a confirmed sale, a proforma invoice is used for quotation purposes, securing approvals, or supporting early customs and documentation requirements.

• Sent before the official invoice
• Used for early customs or buyer clearance processing
6. Product-Specific Permits or Clearances

Required depending on what you’re shipping:

• FDA Clearance – Food, cosmetics, supplements
• BAI/BPI Permits – Agricultural or animal-based goods
• DENR Clearance – Regulated or environmentally sensitive items

ZendEase guides exporters on which product-specific permits are required. They also assist in reviewing documentation and, for regulated products, refer clients to partner agencies if formal application support is needed.

7. Bill of Lading / Air Waybill
• Acts as a contract of carriage and proof that goods are in transit
• Required to release goods at the destination port or airport
8. Insurance Certificate (Optional but recommended)
• Covers goods in case of damage, loss, or theft during shipping
• Often required for high-value or fragile shipments

ZendEase Support: Documentation Made Easy

ZendEase is here to guide you through every step, making the export process simple and stress-free.

Here’s how ZendEase supports your documentation process:

• Provides a customized export document checklist based on your product and destination
• Coordinates with key agencies like the Bureau of Customs (BOC), DTI, FDA, and others to secure required permits and certifications
• Prepares and reviews documents such as Commercial Invoices, Packing Lists, Export Declarations, and Bills of Lading
• Advises on Incoterm choices to help avoid unexpected taxes or misunderstandings with buyers
• Assures compliance and complete documentation to avoid delays, fines, or shipment rejections. This helps ensure your shipment flows smoothly from origin to destination.

ZendEase can also assist in determining HS codes and making sure you don’t miss key permits before booking your shipment.

Whether you’re a first-time exporter or scaling your shipments, ZendEase makes sure your paperwork is accurate, complete, and aligned with customs requirements.

Smooth Shipping Starts with the Right Documents

Getting your documents right is not just a legal requirement. It’s also a competitive advantage. It builds trust with buyers, speeds up customs clearance, and keeps your operations running smoothly.

Ready to Export? Get the Guidance You Need with ZendEase

Export success is contingent on complete, accurate paperwork. From invoices to permits, every document plays a key role in getting your goods out of the Philippines and into the hands of your customers.

If you’re unsure where to start or want to avoid costly delays, ZendEase is here to help. You may also visit our office at 104 V.A. Rufino Street, Makati, for in-person assistance and consultations.

Schedule your consultation with ZendEase today and get the expert support you need to prepare your export documents, meet compliance requirements, and ship without delays.