The invoice, the packing list, the transport waybill, the certificate of origin and the customs declaration are the documents that accompany a consignment across the border, and one inconsistency among them stops the consignment at customs, makes the bank refuse payment under a letter of credit or hinders the recognition of an expense during a tax audit. Customs document translation must be fast, exact and, above all, consistent across every document: the product name in the invoice, the contract, the certificate and the declaration must match word for word. Our bureau in Tbilisi serves exporters and importers, brokerage and logistics companies and prepares a customs package within one working day, and within a few hours where needed. Detailed guide: translation of customs and import documentation in the financial and business translation section: terminology, format, who asks for it and how it is certified.
The customs documents we translate
- Commercial and pro forma invoice. The main document of the seller, buyer, goods, quantity, price, currency and delivery terms.
- Packing list. The number of packages, weight, volume and marking.
- Transport documents. The international consignment note (CMR), the bill of lading, the air waybill, the rail waybill.
- Certificate of origin. The general-form certificate from the Chamber of Commerce and Industry and preferential certificates (EUR.1, Form A) for free trade agreements.
- Customs declaration and customs authority decisions. Foreign customs declarations on import, customs inspection reports and dispute documents.
- The supply contract and specification. The contract that customs and the bank compare with the invoice.
- Quality and safety certificates. Certificates of conformity, phytosanitary, veterinary and analysis certificates accompanying the consignment.
When a customs document needs a translation
The Georgian customs authority is entitled to require a Georgian translation of a document drawn up in a foreign language, and in practice this happens during a physical inspection of the consignment, when the customs value is clarified or in a dispute. Foreign customs, in turn, ask for a Georgian exporter's documents in the language of the destination country or in English: in the export of wine, mineral water, hazelnuts, honey and agricultural products to Europe, China and the post-Soviet countries the invoice and certificates are often prepared bilingually. In settlements under a letter of credit the bank checks the documents word for word under the UCP 600 rules, and even one different letter is grounds for rejecting the documents. During a tax audit the Revenue Service asks for a Georgian translation of foreign-language primary documents in order to recognise the expense and the VAT credit. And in a customs dispute the court or the customs authority accepts evidence only with a certified translation.
What matters when translating customs documents
Product name and code
The product name must be written identically in the invoice, the contract, the certificate and the declaration and correspond to the customs nomenclature code (HS code). The code stays unchanged, while the name is rendered in the customs terminology of the target language and not as a free description: "natural mineral water, carbonated" and "soft drink" are different codes and different duties. Trademarks, models and article numbers stay transliterated or in their original form.
Incoterms, currency and units
The delivery terms (EXW, FCA, FOB, CIF, DAP, DDP) are not translated, because they are international standard abbreviations which customs and banks recognise in that form. Currency codes, amounts, weight and volume stay unchanged, while the decimal separator follows the standard of the target language, so that "1,250.50" is not read as "1 250 500" at a European customs office. Units of measurement are rendered with their international designations.
Details and signatures
The names of the seller and buyer, identification codes, addresses, bank details, the invoice number and date are identical to the original. Seals, signatures, customs stamps and security features are described in square brackets, because for customs and the bank they are exactly what proves the document's authenticity.
What certification a customs document needs
For the customs authority, a logistics company and a foreign partner a translation certified on the bureau's cover sheet with the translator's signature and seal is enough in most cases: this is a fast option and does not hold up the movement of the consignment. A notarized translation is needed in a customs dispute, in court, during a tax audit and at the request of some banks. An apostille is rarely required on customs documents; for a certificate of origin and state certificates, if the destination country asks for it, we agree the scheme in advance. We confirm the requirement as soon as we take the order, so that your consignment is not delayed.
Regular shipments and logistics companies
For an exporter who ships every week, translating every invoice from scratch makes no sense. To such clients we offer a bilingual invoice and packing list template which the company fills in itself, and an approved glossary of product names used identically in every document. We work with logistics and brokerage companies on monthly invoicing, with a priority queue and a dedicated manager: a standard customs package delivered during the day is returned the same day, so that the consignment does not sit at customs waiting for a translation.
Translating foreign customs documents into Georgian
On import, invoices, waybills and certificates drawn up in Turkish, Chinese, German, Italian and other languages are translated into Georgian for customs clearance, tax accounting and disputes. Our translators know the customs forms of the target countries and choose the Georgian terminology in accordance with the customs nomenclature, so that the declarant and customs have no difficulty comparing the documents.
Turnaround
A standard customs package (invoice, packing list, waybill, certificate) is ready within one working day, in urgent cases within a few hours.
Frequently asked questions
Does an invoice need notarization for customs?
Usually not. For customs clearance a translation certified by the bureau is enough. A notarized translation is needed in a customs dispute, in court and during a tax audit.
Are Incoterms and HS codes translated?
No. The Incoterms abbreviations and customs codes are an international standard and stay unchanged. Only the description of the goods and the accompanying text are translated.
How long does a customs document translation take?
A standard package within one working day, an urgent case within a few hours. Regular clients have a priority queue.
Can an invoice be drawn up in two languages from the start?
Yes, and for regular export it is the most effective route. We prepare a bilingual template and a glossary of product names which the company uses itself.
Does the Revenue Service ask for a translation of a foreign invoice?
During a tax audit the Revenue Service is entitled to require a Georgian translation of a foreign-language primary document. In that case a notarized or bureau-certified translation is usually submitted.