In export, the paperwork matters as much as the product. One missing or inconsistent document can hold a container at the destination port for weeks. This guide explains the documents used in bitumen and sulphur shipments and what each one does.
Core documents in every shipment
Commercial invoice
The commercial record of the sale: product description, quantity, unit price, total value, delivery term (Incoterms), payment condition and party details. Customs duty is calculated from this document, so it must match all other paperwork exactly.
Packing list
The physical breakdown of the cargo: how many drums or big bags, gross and net weights, package dimensions, container and seal numbers. It is the first document examined during physical customs inspection.
Bill of lading (B/L)
The fundamental document of sea transport and, at the same time, the title document for the goods. It shows who owns the cargo, where it is travelling from and to, and the carriage terms. Its details must correspond exactly to the other documents. Typically one original and three copies are issued.
The CMR note serves the same function in road transport, and the Air Waybill in air freight.
Certificate of origin
Certifies the country in which the goods were produced, which determines the applicable customs duty and tariff. It is prepared by the exporter and certified by a chamber of commerce; some countries additionally require consular legalisation.
Certificate of analysis (COA)
Shows the laboratory values of the shipped batch — penetration, softening point, purity, moisture, acidity and so on. It lets the buyer assess the product against acceptance criteria and serves as the reference document in any dispute.
Safety data sheet (MSDS / SDS)
Contains the hazard classification, safe handling conditions, first aid and emergency instructions. It is mandatory for shipments falling under dangerous goods rules — for example UN 1350 lump sulphur.
Additional documents by region
| Document | Where required | Benefit |
|---|---|---|
| A.TR movement certificate | Türkiye – EU trade | Preferential duty under the customs union |
| EUR.1 movement certificate | Countries with a free trade agreement | Reduced or zero customs duty |
| Inspection report (SGS, Intertek, etc.) | On buyer or L/C request | Independent confirmation of quantity and quality |
| Consular legalisation | Some Middle Eastern and African countries | Official validity of the documents |
| Insurance policy | CIF deliveries | Cover against damage in transit |
Working under a letter of credit
Under an L/C, the bank compares the documents against the credit text character by character. The most frequent problems are:
- The product description differing between the invoice and the credit
- The bill of lading date falling after the latest shipment date
- Missing the presentation period (usually 21 days)
- Weights on the packing list not matching those on the bill of lading
These mismatches are called discrepancies and they delay payment. The credit text should be reviewed with the exporter before it is opened.
Practical note: Sharing the document set in draft before loading costs far less effort than correcting it afterwards. At Portus EXİM, documents are prepared on the same schedule as the shipment and submitted for the buyer's approval before loading.