Doing business internationally: your export checklist

First of all, do some research into the local export market and find out whether there’s a good chance that your product will sell. Visit the export country and learn out about the rules/legislation and any economic and political developments. Market research will also help you determine your cost price. This includes the costs of packaging, transport or translations.

You may want to deploy a marketeer with experience in your export country and market, someone who can identify the opportunities for your product, knows the local culture and speaks the language.

Some products are banned from being exported (or imported). Access2Markets shows you whether you’re allowed to export your product and if there are any other import restrictions. You’ll also see whether international clients need an import licence.

Although the free movement of goods and services makes exporting within the EU easier, some products are still subject to restrictions. For example, products that may form a health risk.

Your product must be safe. EU countries impose both general and specific product requirements. You’ll find the product requirements for non-EU countries in Access2Markets.

You should also bear product liability in mind. If your product is faulty or causes damage, you will be liable. Protect yourself from this risk by taking out business liability insurance (in Dutch). You are also liable if you import products from outside the EU, as the law sees you as the producer and therefore responsible for any damage caused by, or arising from, the product.

Have you decided whether you’ll deliver directly or indirectly to your client? In other words, will you do everything yourself or will you engage an intermediary such as a distributor or commercial agent. An intermediary is familiar with the local market and has a network that you can use.

Visit and talk to several potential foreign business partners to get a good idea of who is best matched to you and your product. Check whether your intended foreign business partner is reliable.

The mode of transport depends on the product itself, the speed, dimensions and costs. If the transport involves several transfers (i.e. transferring your product from one mode of transport to the next), it may be sensible to engage a carrier. This intermediary can also deal with the customs formalities. Make good agreements about transport using the standard international Incoterms agreements.

In most EU countries, you don’t have to make a customs declaration. Clients pay VAT in their own EU country, so you can state 0% VAT on the invoice. However, outside the EU, if your client is a company, you may have to pay import duties. You can check this in Access2Markets.

Outside the EU, you’ll have to declare your consignment at customs and make a declaration at customs in the export country. The Incoterms rules are very important, particularly if the client wants extra service and convenience. As the exporter, you must make the customs declaration, and pay the import duties and import VAT. Make clear agreements about this.

It’s also important to prepare your export documents, which you should request from the Dutch Chamber of Commerce (KvK). You may need a Certificate of Origin or authentication of a signature.

A client who doesn’t pay. Nobody wants this. When trading internationally, make sure you do it with confidence. Bank Guarantees, (standby) Letters of Credit and Documentary Collections provide benefits and certainty for both importers and exporters, helping them to manage the risks and avoid the uncertainty of international trade.

If you have to trade in a foreign currency, trading internationally is much easier with a foreign currency account. You should also be aware of exchange rate fluctuations. A change in the exchange rate could form a risk for your business.

Differences in culture and language increase the chance of miscommunication with a foreign client while doing business internationally. Recording all your agreements provides extra clarity, so consider using a contract to avoid misunderstandings.