With the establishment and operation of the Hong Kong company, exporting goods requires preparing two sets of documents. The customs declaration is usually handled by a domestic agent company, which acts as the main representative. When using the name of the Hong Kong company and a contract with a foreign client, the documents provided to the customer should be issued under the name of the Hong Kong company.
The documents typically required for foreign customers include commercial invoices, packing lists, and bills of lading. Among these, the bill of lading is the most important. As long as the freight forwarder is selected by the company itself, the bill of lading can be issued in the name of the Hong Kong company. However, if the customer specifies the freight forwarder, a change order must be processed to ensure proper documentation.
For payment terms like T/T:
- The Shipper field on the bill of lading should be filled with the name and address of the Hong Kong company.
- The Consignee should be the customer’s name, address, and contact number.
- The Notify party can be the same as the Consignee, and no endorsement is required.
It's recommended to send a copy of the bill of lading via fax to the customer for review. Once the payment is received, the original document can be sent or issued accordingly.
For L/C (Letter of Credit):
- The Shipper should be the beneficiary listed on the L/C, typically the domestic agent company.
- The Consignee field usually needs to be “To Order of [Customer Name]†as specified in the L/C.
- The Notify party is generally also specified in the L/C, so it's important to follow those instructions carefully.
Proper documentation not only ensures smooth customs clearance but also helps maintain good relationships with clients and partners. It’s always a good idea to double-check all details before finalizing any shipping documents.
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