Key Takeaways

• Exporting does not begin with booking a truck, vessel, or aircraft. It should begin by checking whether the goods can be exported from Thailand and imported into the destination country, and under what conditions.
• Exporters should know the HS Code, Incoterms, Shipment Details, and relevant documentation before requesting a Freight Quote.
• The mode of transportation should be selected based on the product type, quantity, weight, Volume, Lead Time, and total cost—not Freight Rate alone.
• The Commercial Invoice and Packing List are basic documents that should be prepared with information consistent with the actual goods.
• Commercial Shipments may require Customs procedures and additional Permits or Certificates, depending on the goods and destination country.

Where Should You Start When Exporting Goods Internationally?

When a business receives an Order from overseas, the first questions that often come to mind are:

“Which transportation method should we use?”

or

“How much will shipping cost?”

In practice, however, the first step should be to check whether the goods can be exported and imported at the destination, and under what conditions.

Each type of product has different Requirements.

For example:

• Clothing
• Food
• Cosmetics
• Machinery
• Electronic Equipment
• Chemicals
• Spare Parts

The same Checklist cannot be applied to all of them.

If goods are shipped out of Thailand before discovering that the destination country requires an Import Permit or Product Registration that has not been prepared, the Shipment may be Held by Customs and incur additional charges.

A good Export Process should therefore begin before the goods leave the factory.

Overview of the 7 Steps in the Export Process

The process can be divided into the following easy-to-understand steps:

• Step 1: Check the goods and destination-country regulations.
• Step 2: Check the HS Code, taxes, and FTA eligibility.
• Step 3: Agree on Incoterms and prepare Shipment information.
• Step 4: Choose a transportation method and request a Quote.
• Step 5: Prepare Packing and Shipping Documents.
• Step 6: Complete Customs procedures and export the goods.
• Step 7: Track the Shipment and prepare for Import Clearance at the destination.

Each step affects:

• Cost
• Lead Time
• Customs
• Risk
• Customer Experience

These activities should be planned as one connected Process rather than handled separately without sharing information.

Step 1: Check the Goods and Destination-Country Regulations

Before confirming a Shipment, first establish:

What are the goods, and are they permitted to be imported into the destination country?

The information to prepare includes:

• Product name
• Brand
• Model
• Material
• Ingredient, where applicable
• Function
• Product Specification
• Country of Origin
• Manufacturer
• Product photos

This information forms the basis for checking:

• HS Code
• Export Control
• Import Regulation
• Permit
• Certification
• Dangerous Goods
• Customs Requirement

Why Is the Product Name Alone Not Enough?

For example, the term:

“Electrical appliance”

does not identify:

• The specific type of appliance
• Its Voltage
• Whether it contains a Battery
• How it is used
• Which Product Standard applies

Similarly, the term:

“Dietary supplement”

requires further checks, such as:

• Ingredient
• Form
• Dosage
• Claim
• Country Requirement

The clearer the Product Description, the lower the risk of incorrect Classification.

Regulated Goods Must Be Checked at Both Origin and Destination

Exporters often focus only on the question:

“Can this be exported from Thailand?”

But they should also check:

“Can this be imported into the destination country?”

Examples of goods that may have additional requirements include:

• Food
• Cosmetics
• Dietary supplements
• Medicines
• Plants
• Seeds
• Animal products
• Chemicals
• Batteries
• Medical Devices
• Radio / Telecommunication Equipment

Requirements vary by country.

Being allowed to export a product from Thailand does not automatically mean it will clear Customs at the destination.

Step 2: Check the HS Code, Taxes, and FTA

Once the Product Details are known, the next step is to check the HS Code.

The HS Code, or Harmonized System Code, is used to classify goods for Customs purposes.

It affects:

• Customs Declaration
• Import Duty
• Export / Import Regulation
• FTA
• Rules of Origin
• Permit
• Trade Measures

Why Should the HS Code Be Checked Before Shipping?

Buyers often need the HS Code to estimate:

• Import Duty
• VAT / GST, depending on the country
• Import Permit requirements
• Landed Cost

If the exporter provides an incorrect HS Code, the Buyer may miscalculate the costs of the entire Transaction.

For example, products that look similar to an ordinary buyer may be classified differently based on:

• Material
• Function
• Composition
• Technical Specification

Do not select a Code based only on a product name on a Marketplace.

Suggested Internal Link: What Is an HS Code? Why Is Tariff Classification Important for Import and Export Taxes?

How Does an FTA Affect Exporters?

If Thailand has a trade agreement with the destination country and the goods meet the applicable Rules of Origin, they may qualify for preferential tariff treatment.

The following should be checked:

• HS Code
• Applicable FTA
• Preferential Tariff
• Rules of Origin
• Certificate / Proof of Origin

Documents used in regional trade may include:

• Form D
• Form E

depending on the applicable agreement.

However, do not assume:

“FTA applies = no taxes at destination.”

Different products may qualify for different tariff treatment.

Suggested Internal Link: What Are Forms A, D, and E? How to Claim Preferential Import and Export Tariffs

Is a Certificate of Origin Required for Every Shipment?

No. A C/O may be used to:

• Confirm the origin of goods
• Claim FTA benefits
• Meet the Buyer’s Requirements
• Meet destination-country regulations

Check which type of C/O is required for the Transaction.

Suggested Internal Link: What Is a Certificate of Origin? A Guide to Origin Certification for Import and Export

Step 3: Agree on Incoterms and Prepare Shipment Information

Before requesting a Freight Quote, both Buyer and Seller should understand:

Who is responsible for the Cost and Transportation, and up to which point?

Incoterms define responsibilities between buyers and sellers in International Trade.

Examples of commonly used Terms include:

• EXW
• FCA
• FOB
• CFR
• CIF
• CPT
• CIP
• DAP
• DDP

Why Should Incoterms Be Known Before Requesting a Shipping Quote?

Because the scope can be very different.

For example, a Buyer requesting a quote for:

FOB Bangkok

versus

DAP Customer Warehouse, Germany

is requesting two completely different service scopes.

Without the Incoterms, the Forwarder will not know whether the Quote should include:

• Pickup
• Export Clearance
• Main Freight
• Destination Handling
• Delivery

Suggested Internal Link: What Are Incoterms? Understand EXW, FOB, CIF, DAP, and DDP Before Importing or Exporting

What Shipment Information Should Be Prepared Before Requesting a Quote?

At a minimum, prepare:

• Product Name
• Commodity
• Number of Packages
• Dimension
• Gross Weight
• Total Volume
• Origin
• Destination
• Pickup Address
• Delivery Address, according to the Service Scope
• Cargo Ready Date
• Required Delivery Date
• Incoterms
• Special Requirement

If the goods include any of the following, disclose this information from the beginning:

• Battery
• Liquid
• Powder
• Chemical
• Dangerous Goods
• Temperature-controlled Cargo

Step 4: Choose a Transportation Method Suitable for the Goods

There are several International Freight options:

• Air Courier
• Air Cargo
• Sea Freight
• Road Freight
• Multimodal Transport

No single mode is best for every Shipment.

What Is Air Courier Suitable For?

It is suitable for:

• Parcels
• Samples
• Small Shipments
• E-commerce Orders
• Goods requiring Door-to-Door service
• Shipments that need fast delivery

Suggested Internal Link: What Is Air Courier? How Does It Differ from Air Cargo, and What Goods Is It Suitable For?

What Is Air Cargo Suitable For?

It is suitable for Shipments that are:

• Urgent
• High-value
• Heavier or larger in quantity than typical Parcels
• In need of an Airline Cargo Solution
• Subject to Special Handling

Suggested Internal Link: What Is Air Cargo? What Types of Goods Is It Suitable For?

What Is Sea Freight Suitable For?

It is suitable for goods with:

• High Volume
• High Weight
• No urgent delivery deadline
• A need to control Freight Cost

Sea Freight options include:

• LCL
• FCL

Suggested Internal Link: What Is Sea Freight LCL? When Is Less-than-Container-Load Shipping Suitable?

What Is Road Freight Suitable For?

It is suitable for Regional Trade, especially with countries connected by land.

Options include:

• LTL
• FTL

Suggested Internal Link: What Is the Difference Between FTL and LTL? How to Choose the Right Road Freight Option

What Factors Should Guide the Choice of Mode?

Consider these factors together:

• Cost
• Lead Time
• Weight
• Volume
• Product Requirement
• Destination

Do not choose based on Freight Rate alone.

Step 5: Prepare Packing and Shipping Documents

After choosing a mode, prepare the goods for actual Transportation.

Packing should be suitable for:

• Handling
• Vibration
• Impact
• Stacking
• Moisture
• Compression

depending on the mode and product.

Does Packing Affect Shipping Costs?

Yes, directly.

Air Freight and Courier services take Volumetric Weight into account.

For Sea Freight LCL, Volume or Measurement is one factor used to calculate charges.

Road Freight also depends on Capacity, Pallets, and Dimensions.

Therefore, the dimensions provided to the Forwarder for a Quote should be the actual dimensions after Packing.

Suggested Internal Link: How to Pack Goods for International Shipping Safely: 5 Ways to Reduce Transit Damage

What Are the Basic Export Documents?

Requirements depend on the Shipment, but Commercial Exports commonly involve:

• Commercial Invoice
• Packing List
• Transport Document
• Customs Declaration
• Certificate of Origin, where applicable
• Permit, where applicable
• Certificate, depending on the product

What Is a Commercial Invoice?

An Invoice records details of the Commercial Transaction, such as:

• Seller
• Buyer
• Product
• Quantity
• Unit Price
• Total Value
• Currency
• Incoterms

What Is a Packing List?

A Packing List describes the physical packing details, such as:

• Number of Cartons
• Net Weight
• Gross Weight
• Dimension
• Pallet
• Package Number

Why Are Shipping Marks Important?

If there are multiple Packages, mark them clearly to distinguish each box, for example:

• Consignee
• Destination
• PO Number
• CTN 1/10
• CTN 2/10

Suggested Internal Link: What Are Shipping Marks? Why Are They Important in International Shipping?

Step 6: Complete Customs Procedures and Export the Goods

Commercial Exports may require Customs procedures according to the law and the characteristics of the Shipment.

The general process may include:

• Preparing Customs Entry information
• Checking the HS Code
• Checking the Value
• Checking Permits
• Submitting the Declaration
• Review by the Customs system
• Inspection, where applicable
• Release
• Loading onto the means of transport

Do Exporters Need to Register with Customs?

Businesses conducting Customs procedures through the relevant system should ensure that they have completed the required Registration.

Suggested Internal Link: What Is the Customs Paperless System? An Easy-to-Understand Guide to Importer–Exporter Registration

What Is an Export Customs Declaration?

It is a Customs Declaration for exports that presents information such as:

• Exporter
• Product
• HS Code
• Quantity
• Value
• Destination

Suggested Internal Link: What Is a Customs Declaration? An Introduction to Key Documents for Import and Export Clearance

Does a Customs Inspection Mean Something Is Wrong?

Not necessarily.

Customs may inspect:

• Documents
• Classification
• Value
• Permits
• Physical Cargo

according to its risk management system and applicable laws.

Step 7: Track the Shipment and Prepare for Destination Customs Clearance

The process does not end when the goods have Departed.

Exporters should monitor:

• Departure
• Transit
• ETA
• Customs Status
• Delivery Status

Relevant documents should also be sent to the Buyer or Destination Agent in advance.

When Should Documents Be Sent to the Buyer?

Do not wait until the goods arrive at the destination.

Depending on the Transaction, send relevant documents in advance, such as:

• Commercial Invoice
• Packing List
• Transport Document
• Certificate of Origin
• Permit / Certificate

Who Handles Customs Clearance at the Destination?

This depends on:

• Incoterms
• Commercial Agreement
• Service Scope

Generally, the Importer or its Representative at the destination handles Import Clearance.

Does Door-to-Door Shipping Mean the Sender Has Nothing Else to Do?

No.

Even when a Forwarder arranges multiple Logistics stages, the sender must still provide accurate information, including:

• Product
• Value
• Origin
• Permit
• Buyer Information

How Should You Choose a Freight Forwarder Before Exporting?

Consider more than just the lowest price.

Evaluate:

• Route
• Service Coverage
• Customs Capability
• Documentation
• Communication
• Tracking
• Handling Experience
• Destination Network
• Transparent Charges

What Is the Difference Between a Freight Forwarder and a Shipping Agent?

A Freight Forwarder plans and coordinates Transportation, including:

• Booking
• Carrier
• Pickup
• Documentation
• Route
• Delivery

In Thailand, the term “Shipping” is often used in many contexts to refer to Customs Clearance work or a Customs Broker.

Should First-Time Exporters Start with a Large or Small Shipment?

If the following have not yet been tested:

• Buyer
• Product Regulation
• Logistics Route

it may be prudent to begin with a manageable Volume to limit Risk.

Examples include:

• Sample
• Trial Shipment
• Small Commercial Lot
• LCL

What Information Should Be Measured for the First Shipment?

Keep records of:

• Booking Date
• Cargo Ready Date
• Actual Departure
• Actual Arrival
• Customs Time
• Total Freight
• Local Charge
• Damage
• Documentation Issue
• Delivery Time

Is Cargo Insurance Required for Exports?

This depends on the Transaction and the Risk.

Consider Cargo Insurance if:

• The goods are high-value
• They are fragile
• The Route is long
• They undergo multiple Handling stages
• Damage would have a significant business impact

Common Exporting Mistakes

• Shipping goods before checking Import Regulations
• Not knowing the HS Code
• Using an overly broad Product Description on the Invoice
• Declaring a Value that does not reflect the Transaction
• Having a Packing List that does not match the actual goods
• Not having the required Permit ready
• Failing to agree on Incoterms
• Requesting a Freight Quote without Dimensions
• Failing to disclose Batteries / Chemicals
• Using Packing unsuitable for the mode
• Sending documents to the Buyer too late
• Failing to allow sufficient Customs Lead Time
• Choosing the lowest Freight price without checking Local Charges

Checklist Before Exporting Goods Internationally

• Product Description is clear
• Destination-country Regulations have been checked
• HS Code has been checked
• Export Permit requirements have been checked
• Import Requirements have been checked
• FTA eligibility has been checked
• C/O requirements have been checked
• Incoterms have been confirmed
• Freight Mode has been confirmed
• Pickup has been confirmed
• Dimensions and Weight reflect the goods after Packing
• Commercial Invoice is ready
• Packing List is ready
• Shipping Marks are ready
• Customs Registration is ready
• Insurance has been reviewed
• Buyer is ready for Import Clearance
• Destination contact details are correct
• ETA and Delivery Requirements are clear

Example of an Air Freight Export Flow

Confirm Order → Check HS Code / Regulation → Prepare Invoice & Packing List → Book Air Freight → Pickup → Export Customs → Cargo Terminal → Flight → Import Customs → Delivery

Example of a Sea Freight Export Flow

Production → Packing → Check Wooden Packaging Requirements → Book LCL / FCL → Truck to Port / CFS → Export Customs → Load Vessel → Sea Freight → Destination Customs → Delivery

Example of a Cross-Border Export Flow

Pickup → Export Customs Thailand → Border Crossing → Import Customs in the Destination Country → Delivery

Suggested Internal Link: What Is Cross Border Transportation? When Is Cross-Border Road Freight Suitable?

How Many Days Does the Entire Export Process Take?

There is no single timeframe.

Total Lead Time consists of:

• Production
• Packing
• Document Preparation
• Booking
• Customs
• Waiting for Departure
• Main Freight
• Import Clearance
• Delivery

Frequently Asked Questions About the Export Process (FAQ)

Where Should You Start When Exporting Goods Internationally?

Start by checking the goods, HS Code, and import regulations of the destination country. Then plan the Incoterms, transportation method, documents, and Customs Process.

Is a Commercial Invoice Required for Exports?

Commercial Shipments generally should have an Invoice showing the Seller, Buyer, Product, Quantity, Value, and Transaction details.

Do All Exported Goods Require a Permit?

No. Some goods can be exported under normal procedures, while controlled goods require additional Permits or Certificates.

How Should You Choose Air, Sea, or Road Freight?

Choose based on Cost, Lead Time, Weight, Volume, Destination, and Product Requirement.

Does Door to Door Mean Destination Taxes Are Included?

Not always. Door to Door describes the pickup and delivery arrangement. Duty and Tax responsibility must also be checked against the Incoterms and Service Scope.

International Export Services with CPL INTER

CPL INTER provides international transportation services, including:

• Air Courier
• Air Cargo
• Sea Freight
• Road Freight

Related services may include:

• Packing
• Shipping Documents
• Warehousing
• Customs Clearance

according to the Service Scope of each Shipment.

If you are preparing to export goods, you can provide the following preliminary information:

• Product name and photos
• Number of Packages
• Width × Length × Height
• Gross Weight
• Origin and destination countries
• Cargo Ready Date
• Required Delivery Date
• Incoterms
• Special details, such as Batteries, Liquids, Powders, or Chemicals

Tel: 02-519-4426 / 091-519-4426
LINE: @cplinter

Written by: CPL Inter Logistics Operations Team, specialists in international freight transportation and Customs Clearance, with more than 15 years of experience and an ISO 9001:2015 international quality management system.