Exporting Your Goods

Export Documentation

The requirements for export documentation are complex and need to be researched carefully. The following 25 questions and answers can help you identify the export documentation requirements that apply to your business:

What do export documents include?
What is the Business Number that we need for exporting?
How do we get a Business Number?
What do we need to do with our Business Number?
Where can we find the latest information on what export declarations we will need to submit?
How do we report our exports?
What is the Canadian Automated Export Declaration (CAED)?
What is G7 Electronic Data Interchange (EDI) Export Reporting?
What is Form B13A?
What is Summary Reporting?
How do we get an export declaration stamped?
What is a proof of report?
What is an ATA Carnet?
What exchange rate should we use in converting currencies for the declared value of goods?
What if we need to cancel or amend an export declaration?
What is the Administrative Monetary Penalty System (AMPS)?
When do we need an export permit?
What is the difference between a General Export Permit (GEP) and an Individual Export Permit (IEP)?
How do we apply for an export permit?
Are there any special documentation requirements if we are exporting under a Free Trade Agreement?
What is a Certificate of Origin?
Where can we get the form for the Certificate of Origin?
How long do we need to keep our books and records related to export activity?
Where do we report our exports?
When do we need to report our exports?

What do export documents include?

Export declarations
Export licenses
Export permits

What is the Business Number that we need for exporting?

The Business Number (BN) is a numbering system that simplifies and streamlines the way businesses deal with the federal government regarding export activities. It is a 15-digit account number that is issued by Canada Revenue Agency, which consists of the nine digit BN, the RM letters which represent the import/export program, and four digits that represent your unique program account identifier activated for exports, e.g., 123456789RM0003.

How do we get a Business Number?

Call 1-800-959-5525
Complete Form RC1, Request for a Business Number

What do we need to do with our Business Number?

You must include your BN on all of your export declarations, no matter what reporting method you choose. If your customs service providers are completing export declarations on your behalf, they need to use your BN on the declarations. You must complete Form RC59, Business Consent Form for your service providers so that they can contact the CRA to obtain information on your behalf. Further information on the RC59 is available in Customs Notice N-586.

Before you start to export, you must activate your BN with its account identifier by calling 1-800-959-5525. You must ensure that you are using the correct BN and RM account identifier so that you will not be subject to penalties under the Administrative Monetary Penalty System (AMPS).

Where can we find the latest information on what export declarations we will need to submit?

The Canada Border Services Agency (CBSA) has the latest requirements, summarized in Publication RC4116, Exporting Goods from Canada.

How do we report our exports?

You must report in writing all goods that are exported using one of the following reporting methods:

Canadian Automated Export Declaration (CAED)

G7 Electronic Data Interchange (EDI) Export Reporting

Form B13A, Export Declaration

Summary Reporting

What is the Canadian Automated Export Declaration (CAED)?

It is an online method for quickly reporting exports directly to the Government of Canada. The CAED software is available free of charge, along with a demonstration of CAED.

What is G7 Electronic Data Interchange (EDI) Export Reporting?

This is another electronic method that was created to allow you to report exports to G7 (i.e., Britain, France, Italy, Japan, Germany, and the United States); however, the government of Canada has expanded this reporting method to include the report of goods that are being exported to any country for which an export declaration is required. To register for G7 EDI Export Reporting, you must have a valid Business Number and complete the G7 application form in the G7 EDI Export Participants' Requirement Document (PRD). The completed registration form must be submitted to Statistics Canada by facsimile or mail at:

Facsimile: 1-888-269-5305 or (613) 951-6823
Mail:
International Trade Division
Statistics Canada
9th floor, Jean Talon Building
Tunney’s Pasture
Ottawa ON K1A 0T6

What is Form B13A?

This is a paper-based reporting method in which you complete an Export Declaration Form (B13A) , which is available with completion instructions on the CBSA website.

You, or the person acting on your behalf, must stamp and distribute three copies of Form B13A as follows:

copy 1 - to the CBSA, including other documents, permits, licences, etc.
copy 2 - to your carrier to provide proof that you reported the exports
copy 3 - to be kept by you to prove that you have reported your exports

It is imperative that only three copies of the B13A are stamped and that each of the three copies shows the identical customs proof of report number. If you require an additional copy for the exportation of restricted goods, you may be required to photocopy the B13A with the CBSA stamp imprinted on it.

What is Summary Reporting?

This program is reserved for exporters of low-risk goods who export on a regular basis and who have met specific CBSA requirements. It enables exporters to summarize required export data and submit it monthly in writing five business days after the end of the month in which the goods are exported. To report in this manner, you need prior written authorization from the CBSA. You can contact your local export reporting office for an application form or for additional information. Restricted goods generally do not qualify for this program.

How do we get an export declaration stamped?

You may have a CBSA officer manually stamp your documents or use the stamp machine provided in the export reporting office in order to provide proof that your exports have met the time reporting requirements. The stamp will include the date, time, export reporting office port code, and a reference number specific to that export.

What is a proof of report?

If you are using a carrier or service provider that has signed a Memorandum of Understanding (MOU) with the CBSA indicating that they will transport “for export only” goods you have reported or will report (in the case of goods reported under Summary Reporting) to the CBSA, then you must provide that party with proof that you have reported your goods. This proof of report may be in the form of any one of the following:

Canadian Automated Export Declaration (CAED) licence, authorization and form ID numbers
(e.g., 12X543SC123420050300546);

licence number - 2 numeric, 1 alpha, 3 numeric digits
(e.g., 12X543);
authorization ID - 2 alpha, 4 numeric digits
(e.g., SC1234); and
form ID - year/month/system generated five-digit sequential transaction number
(e.g., 20050300546)

G7 EDI Export Reporting authorization and form ID numbers
(e.g., SC123420050300546);

authorization ID - 2 alpha, 4 numeric digits
(e.g., SC1234); and
form ID - year/month/system generated five-digit sequential transaction number
(e.g., 20050300546).

Summary Report - SUM ID number

the letters SUM plus a four-digit number
(e.g., SUM0567)

Form B13A, Export Declaration - customs proof of report transaction number

stamp machine or manual CBSA stamp: year/month/day/time-24 hour clock/port number in smaller font/unique six-digit reference number
(e.g., 2005/04/23/13:00 497 000235).
See Appendix 2 for information on stamping your export declaration to obtain the proof of report.

No Declaration Required (NDR)

Certain goods do not have to be reported to the CBSA. For a list of goods that are exempt from being reported on an export declaration, see the section entitled "Exceptions to exporter reporting".
If the goods to be exported are exempt from being reported on an export declaration, you must specify to your MOU carrier that there is No Declaration Required (NDR).

What is an ATA Carnet?

An ATA Carnet is an international, unified customs document that, under a series of Customs Conventions, simplifies customs procedures for the temporary duty free admission of three main categories of goods traded internationally: commercial samples; goods for presentation or use at trade fairs, shows, exhibitions, or similar events; and professional equipment. It is issued by theCanadian Chamber of Commerce.

What exchange rate should we use in converting currencies for the declared value of goods?

The Bank of Canada publishes monthly and yearly average exchange rates as well as daily rates on its website.

What if we need to cancel or amend an export declaration?

You will need to submit an amended declaration that clearly identifies the changes. How you do this depends on your original method of reporting:

CAED: Use the “amend” feature in the program.
G7 EDI Export Reporting: Use the “amend” feature in the program.
Form B13A: Submit an amended Export Declaration to the export reporting office where you presented your original export document.
Summary Reporting: Notify Statistics Canada.

What is the Administrative Monetary Penalty System (AMPS)?

AMPS is a system of penalties, applied against the holder of the BN recorded on the export declaration, issued for failing to comply with the Regulations and submitting the appropriate export documentation within the required time frames.

When do we need an export permit?

You will need an export permit, either general or individual, if you are exporting goods on the Export Control List (ECL) or are exporting to a country that is on the Area Control List (ACL). The Lists are maintained by the Department of Justice Canada under the Exports and Imports Permit Act.

What is the difference between a General Export Permit (GEP) and an Individual Export Permit (IEP)?

A GEP allows you to export certain goods to eligible destinations without having to submit individual export permit applications each time you ship the goods. The GEP export permit number must be indicated on the Customs Export Declaration B13A form. If a GEP cannot be used, an IEP must be obtained.

How do we apply for an export permit?

You complete an “Application for Permit to Export Goods” (Form No. EXT 1042) through the Export and Import Controls Bureau.

Are there any special documentation requirements if we are exporting under a Free Trade Agreement?

You will need to complete a Certificate of Origin so that the importer in the foreign country can claim preferential tariff treatment under the relevant Free Trade Agreement. You should forward a copy of the certificate to the foreign importer and keep a copy on file to provide to the CBSA if requested.

What is a Certificate of Origin?

It is an official document, required in some countries, that provides a signed statement as to the origin of the goods being exported as well as their component parts item. A certificate of origin does not mean the country the goods are shipped from, but the country where there goods are actually made.

Where can we get the form for the Certificate of Origin?

The CBSA provides the form of the Certificate of Origin. There is a specific form for a NAFTA Certificate of Origin.

How long do we need to keep our books and records related to export activity?

You have to keep accurate books and records for six years after the end of the calendar year in which you export the goods, including copies of permits or other documents, in either paper or electronic form.

Where do we report our exports?

You must report export goods at a designated export reporting office that is open for business for the purposes of reporting goods to be exported. A list of these offices is found in Memorandum D20-1-1, Export Reporting

When do we need to report our exports?

The required time frames vary based on the mode of transportation used to export the goods from Canada

Vessel - not less than 48 hours before being loaded on the vessel.
Aircraft - not less than two hours before being loaded on the aircraft.
Rail - not less than two hours before the railcar containing the goods is assembled to form part of the train for export.
Mail - not less than two hours before being delivered to the post office where the goods will be mailed.
Any other mode - immediately prior to the exportation of the goods.

Note: Live animals, perishable goods, bulk goods, homogeneous goods or time-sensitive goods, which are not controlled, regulated, or prohibited goods, must be reported immediately before the exportation of the goods.