Import: Import Documents

Import documentation is based upon a few key documents.

Documents Summary

This table lists basic documents, required for all imports, and special documents, required for certain goods. 

PDF links in the right-hand column open the following three types of documents:
    1. Country-specific documents, where available, listed by name
    2. Examples (actual specimens of documents submitted for a particular country and product)
    3. Generic samples (blank documents)

Advisory: Documents and means of submission (e.g. paper vs. electronic), may change. Contact a customs broker or a freight forwarder for requirements, including number of originals and copies, particular to your shipment.

Explanation of Basic Documents

Import Request (Pedimento de Importación)

The Import Request (Pedimento de Importación) is the legal document for declaring goods to Mexican customs for import. Filled out electronically by the broker, the completed form includes, among other information:

• Seller name and address
• Consignee name and address
• Customs regime for which the goods are declared
• Origin of the goods
• Weight or volume of the goods
• Data required to determine taxes and duties on the shipment
• Data showing compliance with customs regulations, including restrictions that apply to the goods

Certificate of Origin (CoO)

The Certificate of Origin (CoO) is an affidavit certifying the country of origin/production of the goods in the shipment. Many kinds of CoO exist, some of them specific to a particular trade agreement. For goods originating in countries party to trade agreements with Mexico, a CoO is necessary to claim a preferential tariff. The CoO is certified by an official organization in the country of origin, such as a consular office or a chamber of commerce.

If the merchandise is not solely and exclusively a product of the exporting country, a notarized Appended Declaration to Certificate of Origin must be attached to the CoO.

USMCA Certificate of Origin

Goods from Canada or the United States make use of a United States-Mexico-Canada Agreement (USMCA) CoO for import into Mexico in order to claim preferential duty rates.

EUR.1 Movement Certificate for Goods Imported from the European Union (EU)

The EUR.1 form is used as a CoO to claim preferential duty rates on goods from the European Union (EU) or European Free Trade Association (EFTA) through Mexico's preferential agreements with the EU and EFTA. 

Commercial Invoice (CI)

The commercial invoice (CI) documents the transaction between the exporter and the importer. It is always required for customs clearance as it is used by customs to determine the transaction value of the goods, on which customs duties are based. 

Information contained on the CI includes, at minimum:

• The name and address of the consignor
• The name and address of the consignee
• Invoice number and date of issue
• Bill of Lading or other freight document number
• Terms and conditions of delivery and payment (Incoterm)
• Full description of the goods, including the quantity, unit of measure, and unit price
• Total invoice value in the currency of payment
• Means of transport

If the importer/buyer is different from the receiver/consignee, the CI must state this information clearly.

Freight Document

This is generally the Bill of Lading (B/L), but may also be a Road Waybill, an Air Waybill, or Rail Waybill. A B/L is both a receipt for goods and a contract of carriage, but may also serve as a title document. Freight documents are issued by the carrier or carrier's agent. One of these documents, as appropriate to the means of transport used, must be completed and presented to customs authorities to obtain clearance of the imported goods. The documents are explained below.

Bill of Lading (B/L)

While "Bill of Lading" may refer generically to any freight document, the term is generally applied to freight documents covering carriage by water. Different types of B/Ls may be used to cover particular arrangements. For example, an On Board Bill of Lading indicates the goods have been received on board the transport vessel; a Negotiable Bill of Lading serves as a negotiable title document and can be used to transfer ownership of the shipment by an endorsement, much as a bank check.

Road Waybill

The Road Waybill is a freight document for the transport of goods by road. Four copies are issued and signed by the consignor and the carrier. The first copy is intended for the consignor; the second remains in the possession of the carrier; the third accompanies the goods and is delivered to the consignee, and the fourth is signed and stamped by the consignee at delivery and then returned to the consignor. The Road Waybill is not a document of title and is nonnegotiable.

Air Waybill (AWB)

The Air Waybill (AWB) is a freight document for the transport of goods by air. It is issued by the carrier or the carrier's agent. The AWB contains three originals and several extra copies. One original is kept by each of the parties involved in the transport: the consignor, the consignee, and the carrier. The additional copies may be required at the airport of departure and the airport of destination, for delivery, and in some cases, for onward carriage.

Rail Waybill

A Rail Waybill is a freight document for the transport of goods by rail. One original and five copies of the Rail Waybill are generally issued: the original accompanies the goods, the duplicate of the original is kept by the consignor, and the three remaining copies are kept by the carrier for internal purposes.

FIATA Bill of Lading (for multimodal shipments)

The FIATA Bill of Lading is a multimodal or combined transport document with negotiable status, which has been developed by the International Federation of Freight Forwarders Associations (FIATA).

Packing List (P/L)

The packing list (P/L) is a document that accompanies a shipment and provides information on the items shipped, including quantities, dimensions, and weight. It is useful for customs clearance as an inventory of the cargo. Both commercial stationers and freight forwarders carry packing list forms. Information that must be on the P/L includes:

• The name and address of the consignor
• The name and address of the consignee
• The name and address of the carrier
• The quantity, description, and total net and gross weight (in kg) of the goods
• The date of shipment, invoice number, and bill of lading or other freight document number
• Mode of transport and the carrier
• The type of package (e.g., box, crate, drum, or carton) the quantity of packages, total net and gross weight (in kg)
• Package marks and dimensions, if appropriate

Explanation of Special Documents

As in every country, special document requirements for Mexico are too numerous to list comprehensively. They depend on the type of product, country of origin, international treaties and agreements, or temporary measures put in place by government agencies. A few common categories are listed here. As always, check with a customs broker, freight forwarder, or Mexico's customs authorities for documents required for a particular shipment.

Insurance Document

An insurance document is required for customs clearance only when the relevant data do not appear on the CI indicating the premium paid to insure the merchandise.

Insurance is an agreement by which a company, in exchange for the payment of a premium, guarantees compensation to the insured in the event of loss or damage covered by the insurance policy. Insurance protects the insured against damage caused by common risks during handling, storing, loading, or transporting cargo and, depending on the policy, by other rare risks such as riots, strikes, or terrorism.

Note that basic insurance provided by a carrier is generally limited by regulation. Depending on the means of transport, indemnity is limited by the weight and value of the goods, not their value. As a result, it is common for the seller or buyer, depending upon insurable interest, to take out insurance for additional coverage.

International conventions dictate the standard extent of the transporter's responsibility, as follows:

• The Convention for the Contract of the International Carriage of Goods by Road (CMR Convention) for road freight
• The Convention Concerning Intercarriage by Rail (CIM Convention) for rail transport
• International Convention on Bill of Lading, better known as the Hague Rules or Brussels Convention, for shipping
• The 1929 Warsaw Convention, as well as the Montreal Draft Treaty of 1975, for air freight

Inspection Certificates

An inspection certificate confirms that goods have been inspected for conformity to a set of industry, customer, or government specifications prior to shipment. The certificates are usually obtained from independent, neutral testing organizations. Various kinds of inspection certificates are required when importing plant products, meat products, and industrial equipment.

Sanitary Certificates

Sanitary certificates attest to the safety of plants, animals, and their products. Inspection and certification are carried out by specified agricultural, food safety, or animal health agencies in the country of origin prior to shipment. 

Phytosanitary Certificate

A phytosanitary certificate officially states that regulated plants, plant products, or sometimes other articles meet specified requirements for import. The purpose is generally to avoid contamination with pests. Fruit, vegetables, grain, flowers, agricultural goods, and forestry products that are subject to regulation require a phytosanitary certificate. The certificate may also be needed for other articles that could carry pest contamination, such as empty containers.

The exporter is responsible for applying to the domestic agricultural agency in advance of shipment to request certification and inspection.

Health Certificate

A health certificate attests that a live animal, or any animal products, have been visually or comprehensively tested and have been found free of evidence of disease and pests. Mexico requires that it be presented to Secretariat of Agriculture and Rural Development (Secretaría de Agricultura y Desarrollo Rural or SAGARPA) officials at the port of entry for live animals and for hides, furs, and animal byproducts. The certificate is issued by a competent veterinarian in the country of export and must be countersigned by agricultural or quarantine authorities, also in the country of export.

Certificate of Free Sale

A Certificate of Free Sale attests that the product is sold on the domestic market of the exporting country. The Comisión Federal para la Protección contra Riesgos Sanitarios, or COFEPRIS (Federal Commission for the Protection against Sanitary Risk) requires this certificate for some goods as documentation of the product's safety. In some cases, it is accepted interchangeably with other sanitary certificates. The certificate is used for some processed foods and for animal feed and pet foods containing meat. 

Certificate of Conformity or Certificate of Compliance

This document certifies that the article has been tested, checked, and verified for compliance with the norms and directives stated on the certificate, showing that the article complies with standards in the country of import. The certificate identifies the product by serial number, year of production, and manufacturer. 

The certificates are usually obtained from independent, neutral testing organizations. The issuing body of the certificate is an important element of the document, as the reputation of the certifying body is the importer's assurance of quality. Certifying bodies may be national or international in scope; they are in turn monitored by national or international accreditation bodies. 

Certificate of Conformity (Constancia de Conformidad)

Customs requires a Certificate of Conformity (Constancia de Conformidad) certificate when the product crosses the Mexican border. The document certifies that product labeling meets the official Mexican standard requirements. A certificate can be issued on the basis of pre-inspection of the label prior to product packaging or application of stickers.

Certificate of Weight 

A Certificate of Weight or Volume issued by a certifying company authorized by the Secretaría de Hacienda y Crédito Público (SHCP) is required in case of merchandise clearing in bulk in customs offices of maritime traffic and in other cases established by customs law.

Certificate of Alcoholic Strength

A certificate stating alcoholic strength, as determined by the Gay-Lussac Scale, is required for alcoholic beverages. A certificate of age may be required for spirits.

Import Licenses, Permits, Certifications

Import licenses and permits show the licensee's permission to import a specified quantity of a commodity. Some form of license, permit, or certificate is required to import all restricted goods (see Restricted and Prohibited Articles). Licenses and permits are issued by ministries responsible for controlling commodities that are subject to import restrictions.

Certificates show acceptability of the goods for import. Acceptability may depend upon international agreements or national standards for goods to be imported.

Note: Please note that this information is subject to change. Importers and exporters are advised to obtain the most current information from a customs broker or freight forwarder or from the local customs authorities.

Source: National Customs Agency of Mexico (Agencia Nacional de Aduanas de México or ANAM)

Article written for World Trade Press by Felicia Topp, Jennifer Goheen, and Nina Bellucci.
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