A U.S. dealership selling a car to an overseas buyer needs more than a sales invoice. The parties must establish ownership, determine who is acting as exporter, provide the documents required by the carrier and U.S. authorities, and confirm what the destination-country importer needs. A missing title or late export filing can stop a shipment even after the vehicle has been paid for.
This page covers export paperwork dealers need for cars and other used self-propelled vehicles, while explaining the additional commercial documents often requested for machinery or wholesale cargo. Rules and procedures can change: consult official government requirements and confirm the applicable export port's instructions before submitting documents.
Start with ownership and the sales agreement
Before promising that a unit can leave the country, confirm that the dealership is authorized to sell it and can provide the correct ownership document. Record the full legal buyer and seller names, accurate VIN or equipment serial number, year, make, model, selling price, item condition and delivery location. Identify any lienholder, payoff or title-release timeline.
The bill of sale or commercial invoice should accurately describe the goods and price. It should also clarify which party will organize pickup, pay for export handling and arrange destination customs clearance. A freight quotation should not override the sale contract or change who is responsible for title delivery unless the parties agree in writing.
Vehicle title and proof of ownership
For a titled used vehicle, U.S. Customs and Border Protection generally requires the original certificate of title or a qualifying certified copy and supporting copies. Different procedures can apply to newly manufactured vehicles, vehicles with a manufacturer's statement of origin and vehicles issued junk or salvage documentation. A lien may require written authorization or release documents depending on the facts and applicable rules.
A photocopy sent by email may help a forwarder prepare a file, but it is not automatically a substitute for documents CBP must inspect. Ask the responsible exporter to confirm the documents needed for that specific vehicle and port. For the official detail, see CBP's vehicle export requirements and CBP information for vehicles without a standard title.
The 72-hour vehicle export requirement
CBP states that exporters of applicable used self-propelled vehicles generally must provide the required export documentation to the port at least 72 hours before export. Depending on the shipment, a vehicle may also require physical presentation at the designated export location for VIN verification. The timing and submission procedure should be checked with the specific port; a booking confirmation does not establish that the document review has been accepted.
Dealers should allow time for title processing before requesting a last-minute sailing. If an auction or lender has not released the original ownership document, the shipping date may need to change. The exporter should not assume that weekends and holidays count as normal processing time at every port.
Special cases and exceptions exist. This is an overview, not a legal determination for a specific shipment. Your broker, authorized agent or CBP port should confirm the current process.
Electronic Export Information: AES and the ITN
Electronic Export Information (EEI) is filed in the Automated Export System (AES), generally through ACE AESDirect, when the rules require a filing. Used self-propelled vehicle exports have specific filing requirements that can apply regardless of the vehicle's value. For other goods, EEI is generally required when the value under an individual Schedule B classification exceeds $2,500 or when a mandatory filing condition applies, such as an export license requirement. There are exemptions and special cases that must be reviewed by shipment type and destination.
After an accepted AES filing, the filer receives an Internal Transaction Number (ITN), which is provided where required on carrier documents. Agree beforehand whether the dealership, U.S. Principal Party in Interest or a duly authorized forwarding agent is responsible for preparing and filing the export information. Filing responsibility should never be inferred merely from who booked the ocean freight.
Official references: International Trade Administration — Electronic Export Information and AES filing instructions.
Commercial invoice, packing list and bill of lading
The commercial invoice describes the transaction, parties, merchandise, value, currency and agreed terms. The packing list records packages, quantities, weights and dimensions, especially for containerized goods and machinery accessories. The bill of lading is a transport document issued in connection with carriage by sea and is used in the destination-release process. The exact format and original-document requirements vary by carrier and arrangement.
A vehicle may be handled differently from palletized parts or a mixed commercial shipment. Avoid adding loose goods to a vehicle or container without declaring them. Unlisted spare parts, batteries or hazardous materials may require a revised booking, separate documentation or carrier approval.
The International Trade Administration has a useful overview of common export documents, including commercial invoices and bills of lading.
Extra considerations for equipment and commercial cargo
Heavy equipment may require serial numbers, a detailed commodity description, transport weight, dimensions, attachment details and proof that the seller can transfer it. Some machines contain batteries, fuel, chemicals or other regulated materials; carriers need accurate disclosures. Controlled products, end-use restrictions or destination sanctions may also affect whether an export is lawful.
For machinery that cannot fit inside a standard container, a flat rack or breakbulk booking may require lifting points, securing arrangements and a detailed cargo plan. These are logistics documents in addition to any government declarations. See heavy equipment shipping services for more information.
Dealer handover checklist
- Confirm exact legal seller, buyer and party authorized to release the unit.
- Check VIN, equipment serial number, title status and any outstanding lien.
- Provide an accurate invoice or bill of sale and disclose known damage and condition.
- Confirm the responsible exporter and authorized AES filer before the shipment is booked.
- Check CBP timing, export-port submission instructions and presentation requirements.
- Supply exact collection location, keys, dimensions, operating condition and pickup restrictions.
- Obtain a documented pickup receipt and record the unit's condition at handover.
- Confirm the buyer understands destination-country import permissions, taxes and release costs.
Common mistakes that delay export
- Mismatch between the title and the vehicle: even a single incorrect VIN digit can delay acceptance.
- Unresolved liens: an invoice does not by itself substitute for the applicable ownership or authorization documents.
- Late submissions: forwarding a title on the day of vessel loading may be too late to satisfy advance review requirements.
- Wrong exporter information: the filing party and transaction details must be established correctly.
- Incomplete cargo descriptions: the dimensions, accessories and hazardous components influence carrier handling and acceptance.
- Assuming destination compliance: U.S. export permission does not establish that the destination country will permit import or registration.
Frequently asked questions
Can a dealer export a car with a lien?
The answer depends on the ownership status, lienholder requirements and permitted documentation. Do not release or ship the vehicle until the appropriate authorization and title process have been confirmed.
Does every shipment require an AES filing?
No; rules differ by goods, values, destination and exemptions. Used self-propelled vehicle exports have specific EEI requirements. Other commodities may be subject to value thresholds or mandatory filing conditions.
Who provides the bill of lading?
The ocean carrier or authorized transport intermediary issues the relevant transport document under the booking arrangement. Confirm which party receives the document and what the consignee needs at arrival.
Is a U.S. title enough for destination customs?
Not necessarily. The importing country may require additional customs declarations, inspections, proof of origin, emissions documents or permits. The buyer should check with the destination customs authority.
Dealer next steps: Visit For U.S. Dealers, read How Export Sales Work or list eligible inventory. International buyers can check shipping costs before purchasing.