Proper documentation is one of the key pillars in international overland transportation, especially for shipments between Mexico, the U.S., and Canada. An error in the documents can delay shipments, lead to additional costs, or even result in legal penalties. Here are the best practices to ensure your documentation is always in order and your operations run smoothly.
1.- Keep a Complete List of Required Documents
Each country has its own documentation requirements, but there are certain documents that are universal in international overland trade. These include:
- Commercial Invoice
- Certificate of Origin (for USMCA)
- Cargo Manifest
- Detailed Packing List
- Special Licenses or Permits (if the cargo requires them)
Best practice: Create a standard checklist for each shipment, detailing all necessary documents based on the type of goods and destination. Ensure all documents are ready before the cargo reaches the border crossing.
2.- Verify Data Accuracy
A small discrepancy on the commercial invoice or packing list can cause major delays at the border. It’s essential that data is properly aligned across all documents, including values, quantities, item descriptions, and weights.
Best practice: Implement a two-step verification system within your team, where at least two people review all documents before sending them to customs authorities or the carrier.
3.- Leverage Technology to Automate Documentation
Nowadays, Transportation Management Systems (TMS) can automate the creation and submission of essential documents like cargo manifests, invoices, and packing lists. These systems can also integrate with customs platforms for quicker processing.
Best practice: Use a TMS to automate document preparation and minimize human errors. Additionally, ensure that documents can be sent electronically, which speeds up the process and prevents paperwork from being lost.
4.- Keep Both Electronic and Physical Records
Although most customs authorities accept electronic documents, it’s always advisable to have a physical backup, especially at border crossings.
Best practice: Store all documents digitally on a cloud platform accessible to both your employees and logistics partners. Having electronic copies allows for quick reference in case of an audit or unexpected request.
5.- Ensure Compliance with USMCA Regulations
The United States-Mexico-Canada Agreement (USMCA) has simplified many regulations, but it’s essential for businesses to be aware of the specific benefits and requirements this treaty provides.
Best practice: Stay updated with USMCA regulations, and ensure that your documents, such as Certificates of Origin, meet the criteria to avoid additional tariffs and facilitate free trade between the three countries.
6.- Work with a Specialized Customs Broker
A good customs broker is your best ally to ensure that all documentation is in order and ready for processing. They know the specific regulations of each country and can advise you on the best methods to avoid delays and penalties.
Best practice: Work closely with a customs broker experienced in international overland transportation. Make sure they are familiar with processes in both Mexico, the U.S., and Canada, and that they can quickly manage any documentation issues.
7.- Plan Ahead for Special Cargo
Transporting hazardous materials (Hazmat), perishable goods, or heavy machinery requires special documentation, and obtaining the proper permits may take longer than expected.
Best practice: Plan your shipments well in advance if they involve special cargo. Make sure all permits and licenses are ready before the cargo reaches the border to avoid costly delays and fines for non-compliance.