In the international stone trade, the smooth export of every batch of granite and marble is inseparable from a precise document system as precise as the gears of a clock. According to statistics, over 15% of goods delays in global trade result from document errors. To gain a deeper understanding of this crucial link, in this issue of document work science popularization, we will jointly uncover the "voyage on paper" behind the foreign trade of stone materials.
What are foreign trade documents?
Foreign trade documents refer to a series of written documents used in international goods transactions to handle the delivery, settlement, customs declaration, transportation and other links of goods. For the stone industry, documents are not only transaction vouchers but also the "ID cards" for products to cross national boundaries.
Core document types: (1) Transaction documents: Contracts, invoices, packing lists; (2) Transport documents: ocean bill of lading, air waybill; (3) Official documents: Certificate of origin, commodity inspection certificate, customs declaration form; (4) Settlement documents: letters of credit, drafts, insurance policies.
A Comprehensive analysis of the entire process of stone export documents
Phase One: Contract Signing Period (15 days before shipment)
Proforma invoice: List the type, specification, processing, unit price and total amount of the stone
Sales contract: Clearly define trade terms (such as FOB, CIF), and stipulate quality standards and acceptance methods
Phase Two: Production and Inventory Preparation Period (7 days before shipment
Packing list: Record in detail the number of stone slabs, gross weight, net weight and cubic volume of each container
Quality inspection report: Issued by a third-party institution, it certifies that the radioactivity of the stone complies with the EU standards
Phase Three: Export Customs Declaration Period (3 days before shipment)
Commercial invoice: As the basis for customs valuation, the HS code of the stone must be accurately marked
Certificate of Origin: General Certificate of Origin (CO), Generalized System of Preferences Certificate of Origin (FORM A, enjoying tariff preferences)
Customs declaration form: The declared elements should be precise to "Granite · Polished surface · thickness 2cm"
Phase Four: Logistics Transportation Period (on the day of shipment)
Ocean bill of lading: A document of title, and the information of the consignee must be strictly verified
Insurance policy: Covers the risks of damage and moisture to the stone during transportation
Phase Five: Settlement and Collection Period (30 days after shipment)
Presentation of documents under letter of credit: Strictly follow the principle of "consistency between documents and documents, and consistency between documents"
Draft: A formal instrument presented for payment
How to do a good job in document work?
Cultivate three major awarenesses: (1) Rigorous awareness: A single letter error may lead to the rejection of an entire batch of goods; (2) Timeliness awareness: Master the processing cycles for various certificates (such as 1 day for the certificate of origin and 3 days for the commodity inspection certificate); (3) Communication awareness: Establish smooth communication channels among customers, freight forwarders and customs.
Master core skills: (1) Be familiar with Incoterms 2025; (2) Understand the characteristics of the stone industry (such as the difference in tax rates between raw materials and finished products); (3) Proficient in using the document management system.
Establish an emergency plan: (1) In case of certificate loss: Immediately apply for a replacement and issue a guarantee letter; (2) Non-compliance with the letter of credit: Negotiate with the customer immediately to accept the non-compliance points.
Documentary work is like the "invisible infrastructure" of international trade. Although it does not directly create value, it is the key to ensuring transaction security. At Fortune East, the Documentation Department is not only a document processing center but also a vanguard for risk control. As we often say, "A fine stone speaks, and a perfect document is heard by the world."
About Us
Jessie
Fortune East Stone
📧 Email: sales08@fortunestone.cn
📞 Phone: +86 15880261993
🌐 Websites: www.festonegallery.com | www.fortuneeaststone.com