Export Documentation - What We Provide

Complete Documentation for Your International Orders

As an established Nicaragua exporter, we handle all the complex paperwork required for legal agricultural exports to the USA. Here's exactly what documentation we provide with every shipment to ensure smooth customs clearance and regulatory compliance.

📋 STANDARD EXPORT DOCUMENTS (INCLUDED WITH EVERY ORDER)

Nicaragua Government Certificates:

✅ Phytosanitary Certificate

  • Issued by: IPSA (Instituto de Protección y Sanidad Agropecuaria) - Nicaragua's official plant health authority
  • What it certifies: Products are free from plant diseases and pests
  • Required for: All agricultural imports to USA under USDA regulations
  • Validity: Each certificate covers specific lots and shipment dates

✅ Certificate of Origin

  • Issued by: Nicaragua Ministry of Development, Industry and Commerce (MIFIC)
  • What it certifies: Products are grown, processed, and exported from Nicaragua
  • Benefits: Qualifies for any applicable trade preferences (when available)
  • Format: Official government letterhead with stamps and signatures

✅ Export Permit

  • Issued by: Nicaragua Customs Authority (DGA)
  • What it authorizes: Legal export of agricultural products from Nicaragua
  • Coverage: Specific products, quantities, and destination country
  • Tracking: Unique permit numbers for traceability

Commercial Documentation:

✅ Commercial Invoice

  • Complete product descriptions with scientific and common names
  • Detailed pricing breakdown matching our transparent cost structure
  • Weight and packaging information for customs valuation
  • Terms of sale and payment conditions
  • Consignee information for delivery

✅ Packing List

  • Item-by-item breakdown of shipment contents
  • Net and gross weights for each product
  • Package dimensions and markings
  • Lot numbers and production dates for traceability
  • Special handling instructions if required

✅ Certificate of Analysis

  • Quality specifications for each product
  • Test results from our quality control procedures
  • Batch information linking products to specific farms
  • Processing details and quality standards met
  • Shelf life and storage recommendations

🔬 QUALITY DOCUMENTATION

What We Test and Document:

Physical Properties:

  • Moisture content (critical for shelf stability)
  • Color and appearance (freshness indicators)
  • Particle size (for powdered products)
  • Foreign matter content (purity verification)

Basic Safety Testing:

  • Visual inspection for mold, damage, or contamination
  • Organoleptic evaluation (taste, smell, texture)
  • pH testing where applicable
  • Basic microbiological screening when possible

Processing Documentation:

  • Harvest dates and farm locations
  • Processing methods and temperatures used
  • Drying and storage conditions
  • Packaging dates and batch numbers

Additional Testing Available (Upon Request):

Advanced Laboratory Testing:

  • Heavy metals analysis (lead, cadmium, mercury)
  • Comprehensive microbiological testing (E.coli, Salmonella, total plate count)
  • Pesticide residue screening (should be zero with our organic practices)
  • Mycotoxin testing (aflatoxins, ochratoxin)
  • Nutritional analysis (protein, vitamins, minerals)

Third-Party Certifications:

  • Organic certification (can be arranged for large volume customers)
  • Fair trade verification (documentation of direct-trade practices)
  • ISO 22000 food safety (can be pursued for established customers)
  • HACCP documentation (hazard analysis for food safety)

Note: Advanced testing and certifications incur additional costs and processing time

🚢 SHIPPING DOCUMENTATION

For Air Freight:

✅ Air Waybill (AWB)

  • Master and house bills for shipment tracking
  • Consignee details and delivery instructions
  • Dangerous goods declaration (not applicable to our products)
  • Insurance documentation for shipment protection

For Sea Freight:

✅ Bill of Lading (B/L)

  • Ocean bill of lading for container shipments
  • Consignee and notify party information
  • Container details and seal numbers
  • Port of loading and discharge documentation

For All Shipments:

✅ Insurance Certificate

  • Marine cargo insurance covering full shipment value
  • Coverage details for damage, theft, or loss
  • Claims procedures and contact information

✅ Freight Documentation

  • Freight invoices with shipping costs breakdown
  • Routing information and carrier details
  • Estimated delivery schedules and tracking numbers

🇺🇸 USA IMPORT COMPLIANCE

FDA Requirements We Address:

Prior Notice Compliance:

  • Product descriptions using FDA-accepted terminology
  • Processing facility information with our registered details
  • Intended use and product classifications
  • Country of origin and manufacturer information

Food Safety Modernization Act (FSMA):

  • Supplier verification documentation
  • Hazard analysis for applicable products
  • Preventive controls in our processing
  • Traceability records from farm to export

Labeling Compliance:

  • Common and scientific names for all botanical products
  • Net weight declarations in metric and US units
  • Country of origin marking requirements
  • Allergen information (not applicable to our current products)

Customs Documentation:

✅ Entry Documentation Support

  • Detailed product descriptions for tariff classification
  • Harmonized System (HS) codes for each product
  • Value declarations for duty calculation
  • Supporting documentation for any duty exemptions

📊 DOCUMENTATION EXAMPLES

Sample Certificate of Analysis:

CERTIFICATE OF ANALYSIS
NICA SALE - Premium Nicaragua Natural Products

Product: Nicaragua Arriba Cacao Beans
Lot Number: NAB-2024-156
Harvest Date: November 15, 2024
Processing Date: November 22, 2024
Export Date: December 10, 2024

Physical Analysis:
- Bean Size: 24-26mm average
- Moisture Content: 6.8%
- Shell Content: 11.2%
- Fat Content: 54.3%
- pH: 5.6

Quality Assessment:
- Color: Dark brown, uniform
- Aroma: Rich chocolate, fruity notes
- Fermentation: 75% well-fermented beans
- Defects: <2% (within premium standards)

Farm Source: Finca El Volcán, Matagalpa
Coordinates: 12°55'N, 85°54'W
Elevation: 1,200 meters

Certified by: [Quality Manager Signature]
Date: December 10, 2024

Sample Phytosanitary Certificate:

REPUBLIC OF NICARAGUA
PHYTOSANITARY CERTIFICATE No. PC-2024-5847

Consignor: NICASALE
Consignee: [Customer Name and Address]
Product: Dried Hibiscus Flowers (Hibiscus sabdariffa)
Quantity: 50 kg
Treatment: None required
Additional Declarations: Product grown under organic practices

This is to certify that the plants and plant products described above have been inspected according to appropriate official procedures and are considered free from quarantine pests and other injurious pests.

Place of Issue: Managua, Nicaragua
Date: [Export Date]
Authorized Officer: [IPSA Inspector Signature and Stamp]

⚠️ IMPORTANT DISCLAIMERS

What We Can and Cannot Certify:

We CAN provide:

  • Official government export documentation (phytosanitary, origin, permits)
  • Basic quality testing and specifications
  • Processing documentation and traceability
  • Commercial paperwork for customs clearance
  • Insurance and shipping documentation

We CANNOT provide (without additional arrangements):

  • Formal organic certification (requires third-party certifier)
  • Advanced laboratory testing (requires external lab - additional cost)
  • FDA facility inspection certificates (requires FDA inspection)
  • USDA organic equivalency (requires USDA-approved certifier)
  • Kosher or Halal certification (requires religious authority)

Custom Documentation Requests:

For customers requiring specific certifications or additional testing:

  • Advance notice required (30-60 days depending on requirements)
  • Additional costs apply for third-party services
  • Minimum order quantities may apply for certified products
  • Extended processing times for complex certifications

📞 DOCUMENTATION SUPPORT

Questions About Our Documentation?

Contact our export documentation specialist:

📱 WhatsApp: +505 5707-7624
📧 Email: documents@nicasale.com
📞 Phone: Available during business hours (8 AM - 5 PM CST)

Common Documentation Requests:

  • Specific certificate formats required by your customers
  • Additional testing for your quality requirements
  • Custom lot tracking for traceability systems
  • Regulatory compliance for your target markets
  • Documentation timing to meet your deadlines

Documentation Review Process:

  1. Discuss requirements before placing orders
  2. Review sample documentation to ensure compatibility
  3. Confirm all details during order processing
  4. Receive complete package with shipment
  5. Archive for compliance and future reference

🚀 RELIABLE DOCUMENTATION PROCESS

Our Documentation Promise:

  • ✅ Complete paperwork with every shipment
  • ✅ Accurate information verified before export
  • ✅ Timely processing to meet your deadlines
  • ✅ Professional presentation for smooth customs clearance
  • ✅ Digital copies provided for your records

NICASALE - Your Documentation Partner

We understand that proper documentation is crucial for successful international trade. Our experienced team ensures every shipment includes complete, accurate paperwork for hassle-free customs clearance and regulatory compliance.

Ready to review our documentation process? Contact us to discuss your specific requirements and see sample documents for your evaluation.