New to Exporting? Start Here.
A step-by-step guide to clearing your first shipment from New Zealand.
Your First Export Doesn't Have to Be Stressful
Exporting from New Zealand for the first time can feel overwhelming. There are documents to prepare, regulations to navigate, and government agencies to coordinate with. But here's the truth: thousands of Kiwi businesses export successfully every year—and with the right guidance, you can too.
This guide breaks down the entire export process into simple, manageable steps. Follow this roadmap, and you'll clear your first shipment with confidence.
⚠️ Common First-Timer Mistakes to Avoid:
- ✗ Waiting until the last minute to start documentation (start 5-7 days before shipment)
- ✗ Using vague product descriptions like "Samples" or "Parts" on invoices
- ✗ Guessing HS codes instead of getting professional classification
- ✗ Forgetting to check if your destination requires specific certificates
- ✗ Not keeping copies of all documents for future audits
The 8-Step Export Process
Follow these steps in order for a smooth, compliant first export shipment.
Product Classification (HS Codes)
📋 Start Here: Before anything else, you need to classify your products.
What You Need to Do:
- Get the correct HS Code (Harmonized System Code) for each product you're exporting
- This 6-10 digit code determines import duties, restrictions, and required documentation
- Using the wrong code can result in fines, delays, or shipment rejection
💡 Pro Tip: Don't guess! Even experienced exporters get HS codes wrong. Professional classification costs $25 and can save you thousands in incorrect duties.
Prepare Your Commercial Invoice
📄 Core Document: The most important export document.
What Your Invoice Must Include:
- Product descriptions: Detailed, specific (not "Samples" or "Gift")
- HS Codes: From Step 1
- Accurate values: Actual transaction price (customs can verify)
- Country of Origin: Where goods were manufactured
- Incoterms: FOB, CIF, EXW, etc. (defines who pays for what)
Create Your Packing List
📦 Physical Details: Weight, dimensions, and packaging breakdown.
What Your Packing List Must Include:
- Gross and net weights (total and per carton)
- Dimensions (L×W×H) for freight calculation
- Number of packages (pallets, cartons, crates)
- Container or shipment number (if applicable)
Certificate of Origin (COO)
🏷️ If Required: Check if your destination needs this.
When You Need a COO:
- FTA Benefits: To claim reduced tariffs under Free Trade Agreements (China, Australia, UK, EU, etc.)
- Destination Requirement: Some countries require it for all imports (e.g., Middle East, parts of Asia)
- Buyer Request: Your customer's customs broker may require it
⚠️ Important: COOs must be certified by the NZ Chamber of Commerce. Processing takes 1-2 business days (or same-day with urgent service).
Health Certificates & MPI Certification
🩺 For Food & Animal Products: Required for most food exports.
Which Products Need MPI Certificates:
- Meat, Dairy, Seafood: Veterinary Health Certificates
- Processed Foods: MPI Trade Certificates (honey, beverages, etc.)
- Plant Products: Phytosanitary Certificates
⏱️ Processing Time: MPI certificates typically take 3-5 business days. Start early!
Check for Special Requirements
⚠️ Product-Specific: Some goods need additional documentation.
Book Freight & Coordinate Logistics
🚢 Transportation: Work with your freight forwarder.
What Your Freight Forwarder Handles:
- Booking cargo space on vessels or aircraft
- Issuing the Bill of Lading (BOL)
- Customs clearance in NZ and destination country
- Insurance (if not arranged separately)
💡 Tip: We coordinate with freight forwarders to ensure your Bill of Lading instructions match your other documents perfectly—avoiding costly amendments.
Final Compliance Check (Recommended)
✅ Peace of Mind: Catch errors before customs does.
Before your shipment departs, have a professional review your entire documentation package for compliance issues, HS code errors, and document inconsistencies.
- Prevents costly penalties and border delays
- Identifies errors you may have missed
- Starting at just $50
📅 Typical Timeline for First Export
Product classification, get HS codes, prepare draft documents
Finalise invoices, book freight, apply for certificates
Receive certified documents, coordinate with forwarder
Final compliance check, shipment departs
⚠️ Allow 3-4 weeks for your first export. Once you're familiar with the process, you can reduce this to 5-7 days.
Common First-Timer Questions
Do I need to register as an exporter with NZ Customs?
How much does documentation cost for a first shipment?
- • HS Code Classification: $25
- • Commercial Invoice & Packing List: $40-60
- • Certificate of Origin: $65 (if needed)
- • MPI Certificate: $120+ (if applicable)
Total: $130-$270 depending on requirements. Our Export Documentation Package bundles core documents at a discount.
Can I prepare documents myself?
What happens if my documents have errors?
Major errors: Your shipment can be held, rejected, or destroyed. You may face fines, duty reassessments, and your buyer's customs broker will charge amendment fees ($100-500).
This is why we recommend a Pre-Shipment Compliance Check for your first few exports.
Do I need export insurance?
Still Unsure? We're Here to Help.
Book a free 15-minute discovery call. We'll assess your product, destination, and documentation needs—and give you a clear roadmap and quote.
Or call us at 021 025 15316