Canada Documents

Documentation is a critical part of international shipping, and while it is entirely the responsibility of the shipper, Con-way Freight is here to help. As a carrier, we cannot correct errors that may occur on the customer’s shipping papers. However, our expert advisors can help you avoid common mistakes that could otherwise result in costly delays. We offer the following information to help customers understand the intricacies of international documentation procedures. If you have additional questions about the required documentation for less-than-truckload (LTL) shipments between Canada and the United States, please contact us.

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General Information

When shipping between the U.S. and Canada, each piece of freight should be clearly marked to show:

Shipper’s name
Origin address (include country of origin)
Consignee’s name
Destination full address
Shipper’s or consignee’s order number
Shipment gross weight
Number of each piece in the consignment
Also, an exporter’s certificate of origin is required if goods are to qualify for reduced duty rates under the NAFTA (North American Free Trade Agreement).

Shipping to Canada

Shipper’s Bill of Lading

A properly completed shipper’s bill of lading (BOL) is necessary for the safe and timely movement of cargo into Canada. It should include complete consignment information and the location where the goods are to be cleared by customs. The name, address and telephone number of the consignee’s broker should also be included.

Commercial/Customs Invoice

If a shipment’s value is less than $1,000 CAD, the only document needed is the commercial invoice. A copy should be attached to the bill of lading. If a shipment’s value is over $1,000 CAD, the shipper must complete the Canada Customs Invoice. Three copies should be attached to the BOL, and copies sent by mail or fax to the consignee and/or the consignee’s broker.

U.S. Shipper’s Export Declaration

The U.S. Shipper’s Export Declaration (U.S. form 7525-V) is no longer required for shipments to Canada unless goods are in transit through, or being stored in, Canada for ultimate re-export to another country. A U.S. Department of Commerce or U.S. State Department license is required to export from the U.S. The goods are subject to U.S. international arms traffic regulations.

Preparing Documents Properly

Documents required for international traffic should be placed in an envelope that clearly identifies the contents and destination of the goods. The envelope should be attached to the BOL. Do not attach this envelope to the freight itself.

Shipping to the United States

Shipper’s Bill of Lading

A properly completed shipper’s bill of lading (BOL) is necessary for the safe and timely movement of cargo into the U.S. It should include complete consignment information, and the location where the goods are to be cleared by customs. The name, address and telephone number of the consignee’s broker should also be included.

Commercial Invoice

U.S. Customs requires a completed invoice, which is necessary for assessing duty. It must be accurate and include the supplier’s name and address; a detailed description of the merchandise, including quantity, weights and measurements; and the purchase price and terms of sale. The commercial invoice should show the country of origin and should be in English.

Export Declaration

Generally, an Export Declaration form (Canada form B-13A) is no longer required for shipments to the U.S. unless the value of the goods is over $2,000 CAD and the goods will be in transit through the U.S., or are being stored in the U.S. for ultimate re-export to another country.

Exporter's Certificate of Origin

Shipper's Export Declaration

Under the NAFTA (North American Free Trade Agreement), duties or taxes on certain goods made in the U.S. or Canada have been, or soon will be, reduced or eliminated. To benefit from this agreement, exporters/manufacturers must determine whether their goods qualify under the rules of origin. These agreed-upon rules of origin define those goods and materials that are entitled to free trade agreement (FTA) benefits.

The exporter must complete a U.S./Canada FTA Exporter’s Certificate of Origin and send a copy to the importer. This is not a transportation document, and is not required to accompany the shipment. However, to claim benefits under the FTA at the time of entry, the importer must possess the exporter’s certificate of origin. It must be available if requested by customs. Customs officials in Canada and the U.S. will accept either country’s certificates, but, if the certificate is not available, the FTA benefits will not be applied and the appropriate most favored nation tariff will be applied.

If you have any questions about the FTA or the use of the certificate of origin, contact your local CCX service center or your customs broker.

PARS/INPARS

PARS stands for "pre-arrival review system" and INPARS stands for "inland pre-arrival review system." This innovative service allows Canada Customs to review shipments while they are still in transit, which reduces overall transit time. Shipments moving into Canada from other countries are typically delivered to a highway sufferance warehouse, where they are held for clearance by Canada Customs. When using INPARS, the shipment documentation is submitted by the customs broker to Canada Customs in advance of the actual arrival of the shipment. Canada Customs then reviews the documentation and decides whether to clear or inspect the shipment when it arrives. Upon reaching the highway sufferance warehouse, INPARS-cleared shipments are free to travel to their destination. The same process is used for border clearances with PARS.