Export Documents for Shipping Generators and Gas Turbines

Commercial invoice

The commercial invoice is the core document. It states the seller, buyer, description of goods, quantities, values, currency, Incoterms and payment terms. Customs authorities use it to assess duties and taxes.

Descriptions must be accurate and consistent with other documents. Vague descriptions such as ‘generator parts’ invite questions; specific descriptions with model and serial numbers help clearance.

Packing list

The packing list details each package: contents, dimensions, gross and net weights and marks. For large equipment shipped in several pieces, such as a turbine package with separate auxiliaries, the packing list ties each piece to the overall shipment.

Accurate weights and dimensions are essential for vessel planning, lifting and road transport permits.

Bill of lading or air waybill

The bill of lading is issued by the shipping line and acts as a receipt, a contract of carriage and, in negotiable form, a document of title. For air freight, an air waybill serves a similar purpose but is not a document of title.

Check the consignee, notify party and description carefully. Errors on a bill of lading can be hard to correct after issue.

Certificate of origin

A certificate of origin states where the goods were manufactured. It may be needed to claim preferential duty rates under trade agreements or to satisfy import rules at the destination.

For refurbished or rebuilt equipment, origin can be complex. Confirm the rules with the destination’s customs authority or a qualified broker before shipment.

Insurance certificate

Depending on the Incoterms, the seller or buyer arranges cargo insurance. Under CIF and CIP, the seller must provide an insurance certificate. Our article on cargo insurance for power equipment explains the cover options.

The insured value and coverage must match contract and letter of credit requirements.

Inspection and conformity certificates

Some destination countries require pre-shipment inspection or certificates of conformity confirming that equipment meets local standards. Inspection agencies check the goods and issue certificates before loading.

Arrange inspections early. Delays in booking inspectors can hold up shipment.

Export licences and controls

Certain equipment, particularly gas turbines and control systems, may be subject to export controls in the country of origin. Exporters must check whether a licence is needed based on the equipment, the destination and the end user.

Export control compliance is the exporter’s legal responsibility. Seek advice when in doubt.

HS codes

Harmonised System codes classify goods for customs. Generators, engines, turbines and parts fall under different codes, and the correct code affects duty rates and import requirements. Consistent HS codes across all documents avoid queries.

Agree classification with the buyer and their customs agent before shipping.

Letters of credit

When payment is by letter of credit, banks check documents strictly against the credit terms. Minor discrepancies, such as a spelling difference or a date error, can delay payment.

Review the letter of credit terms before preparing documents, and check every document against them before presentation.

Import permits at destination

The buyer is usually responsible for import permits, duty payment and local approvals. Some countries require permits for used equipment or specific product categories. Delays at destination can be as costly as delays at origin.

Share draft documents with the buyer’s customs agent before shipment so they can confirm requirements.

Documents for oversized and heavy cargo

Generators, transformers and turbine packages often exceed normal road and port limits. Shipments of this kind need additional documents: lifting plans with certified weights and centres of gravity, lashing and securing certificates, abnormal load permits for road transport at both ends, and sometimes surveys of the route and port handling equipment. Missing one of these can hold the cargo on the quay even when the customs paperwork is complete.

Prepare these documents in parallel with the commercial paperwork. The logistics provider, the port and the road authorities each have their own lead times, and the longest one usually decides when the cargo can actually move.

Used and refurbished equipment

Exporting used or refurbished equipment adds questions. Some destination countries restrict imports of used machinery, demand proof of age or condition, or require inspection certificates confirming the equipment is fit for use. Others apply different duty rates to used goods. Clear refurbishment records, test reports and photographs help customs authorities and inspection agencies reach a decision quickly.

Be precise about what was refurbished and where. Origin rules for rebuilt equipment can depend on how much work was done and in which country.

Keeping a document file

Keep a complete digital file for every shipment: drafts, final versions, bank correspondence, inspection reports and customs releases. It speeds up any later query from customs, insurers or auditors, and it becomes a template that makes the next shipment of similar equipment faster and less error-prone.

Avoiding common errors

Common errors include inconsistent descriptions across documents, wrong weights, missing serial numbers, incorrect consignee details and late inspection bookings. A document checklist and a single person responsible for document control reduce these errors.

Our guides to Incoterms for generator purchases and generator shipping cover the wider logistics process.