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To provide a clear, compliant process for exporting vehicles from Europe, ensuring that:
All legal, customs, and documentation requirements are met in each country involved.
Every export file is complete, consistent, and auditable.
Our operations remain transparent and aligned with applicable laws and regulations.
This SOP is written on the assumption that it may be reviewed by regulators, auditors, or law enforcement, and is intended to demonstrate lawful, structured conduct.
This procedure applies to all vehicles that are:
Purchased by our group or partners in:
Germany
Netherlands
Belgium
Poland
United Kingdom
and
Sold or shipped to buyers outside the exporting country, and where applicable, outside the European Union customs territory.
It covers:
Documentation and file standards.
Customs export declarations.
Coordination with carriers and freight forwarders.
Record-keeping and VAT/tax support.
Local law and customs rules in each exporting country must always be followed. This SOP is the internal framework; any country-specific legal requirements must be added on top of this.
Gathers vehicle, seller, and buyer information.
Ensures all purchase and sale documents are complete and accurate.
Submits required details and scanned documents to the Export Coordinator.
Confirms that:
The vehicle is eligible for export (no known export bans or dealer restrictions).
All representations made to dealers and buyers are truthful and consistent with this SOP.
Confirms the exporting country and port/terminal (Germany, Netherlands, Belgium, Poland, or United Kingdom).
Prepares the export file and arranges customs export declarations:
EX1 or equivalent for EU exports.
UK export declaration for exports departing from the UK.
Coordinates with carriers, freight forwarders, and customs brokers.
Ensures all documents are consistent and comply with local customs and export requirements.
Reviews export files for completeness and internal approval before vehicles are released for export.
Confirms:
Payments have been received or are appropriately secured.
Title/registration is ready for export and not encumbered, or any finance is properly settled.
Ensures records are stored, backed up, and available for audit, tax, or regulatory review.
Provides guidance on sanctions, restricted destinations, and higher-risk transactions.
Acts as a central coordination hub for international vehicle sales and exports.
Manages:
Pricing, offers, and commercial terms to international clients.
Export documentation standards, file structure, and internal approvals.
Communication with international buyers, brokers, and logistics partners.
Supports exports of:
Left-hand-drive (LHD) vehicles sourced from EU countries.
Right-hand-drive (RHD) vehicles sourced from the UK and other markets.
Ensures that the commercial side (offers, pro-formas, invoices) is aligned with the logistics and customs side (where the vehicle physically leaves and how it is declared).
Serves as the primary coordination point for international buyers.
Provides:
Central contact for quotations and sales discussions.
Standardized documentation and contractual templates.
Oversight of export files for quality and compliance.
International clients may receive offers and invoices from entities coordinated through the UK HQ, even when the vehicle is sourced and shipped directly from an EU port.
Vehicles are sourced from:
Germany
Netherlands
Belgium
Poland
United Kingdom
Vehicles may:
Be shipped directly from a port in the sourcing country, or
Be routed through agreed European or UK ports, depending on logistics, client requirements, and legal/tax considerations.
Commercial Side:
International clients receive offers, pro-forma invoices, and contracts issued by our group, centrally coordinated through the UK HQ.
Brokers and facilitators follow this SOP and internal training materials.
Logistics and Customs Side:
Vehicles may depart from ports in Germany, Netherlands, Belgium, Poland, or the United Kingdom.
Customs export declarations are filed in the country where the vehicle physically leaves, using local customs brokers or logistics partners where required.
The UK HQ ensures that:
Commercial invoices align with export declarations and transport documents.
Each file is supported by appropriate proof of export and can withstand external review.
Brokers may state to dealers and buyers that:
We operate a European sourcing network (Germany, Netherlands, Belgium, Poland, UK).
We have a headquarters in the UK that coordinates international clients and exports.
Brokers must not:
Misrepresent who the buyer or seller is.
Disclose internal corporate structures, banking setups, or profit arrangements.
Promise structures that conflict with customs, tax, or regulatory rules.
All communications must be professional, accurate, and consistent with this SOP.
No export steps begin until all pre-export checks are passed.
Vehicle is legally allowed to be exported from the specific exporting country.
Destination country accepts the vehicle:
Age limits.
Emissions standard.
Safety requirements.
Left-hand-drive or right-hand-drive rules.
No export restrictions, embargoes, or relevant prohibitions apply to the destination.
Valid registration/title documents are available or committed by the seller (e.g., national registration certificate, logbook, title).
Any finance, lien, or lease is:
Identified and verified, and
Paid off as part of the transaction, or confirmed clear in writing.
Internal file includes, as applicable:
Bill of Sale or purchase invoice from the seller to our group.
Evidence of lien/finance settlement or written confirmation of clear title.
Proof of payment (wire transfer, bank confirmation, escrow release).
Correct VIN, make, model, year, and trim confirmed against documents.
Odometer reading documented.
Condition (new, used, demo, rebuilt, damaged) recorded.
Any suspicion of:
VIN tampering,
Stolen status,
Document forgery,
results in immediate escalation and suspension of the transaction until resolved.
Full legal name and address of the foreign buyer or importing company.
Country of final destination clearly identified.
For RHD exports, confirm target markets (e.g., UK domestic, specific RHD markets).
Sanctions and restricted-party screening completed where applicable.
Any concerns (inconsistent details, refusal to provide basic company information, high-risk jurisdictions) must be escalated to Controller / Compliance.
Each export file (per vehicle or shipment group) must contain at least the following categories.
Bill of Sale or purchase invoice from the seller to our group.
Any internal Bill of Sale or assignment between group entities (if used for internal structuring).
Proof of payment to the seller.
Original or certified copies of the national registration/title documents, for example:
Germany: national registration certificates.
Netherlands: RDW registration documents or export certificate.
Belgium: DIV registration documents.
Poland: registration certificate and vehicle card (where applicable).
United Kingdom: V5C registration document (logbook).
Any finance/lien release letters or dealer statements confirming clear title.
Commercial invoice to the foreign buyer/importing entity, clearly showing:
Seller/exporter name and address.
Buyer name and address.
Vehicle details (VIN, make, model, year, specification).
Price, currency, and Incoterms.
Sales contract or pro-forma invoice where requested or required.
Buyer contact details (contact person, phone, email) and, where available, tax or company identification numbers.
Customs export declaration for the country of exit:
EX1 or equivalent for EU exports.
UK export declaration for exports leaving the United Kingdom.
Booking confirmation from carrier/forwarder.
Transport documentation:
Bill of Lading (sea).
Air Waybill (air).
CMR consignment note or equivalent (road).
Multimodal transport document if applicable.
Packing list or unit list where multiple vehicles are shipped together.
Insurance certificate or policy schedule if insurance is arranged.
Photographs of:
Exterior (all sides).
Interior.
VIN tag or plate.
Odometer.
Condition report at pickup, signed by the carrier or inspector, capturing any visible damage or issues.
The Export Coordinator, working with local customs brokers where required, is responsible for ensuring that export declarations are filed correctly.
Each export declaration must include, at a minimum:
Exporter legal name and address (entity responsible for the export from that country).
Exporter EORI number and VAT number, where applicable.
Buyer/consignee name and address.
Country of final destination.
Description of goods (vehicle details and VIN).
HS code applicable to the vehicle.
Statistical value, invoiced value, currency, and Incoterms.
Mode of transport (road, sea, air, rail).
Customs office/point of exit and estimated date of departure.
The export declaration is lodged before export, following the timing rules of the exporting country.
Any required changes to vehicle, value, destination, or port are updated and, if necessary, corrected in the declaration.
The export declaration reference (e.g., MRN or equivalent) and any “export release” or “exit confirmation” are saved in the file.
The Export Coordinator must:
Use reputable carriers and freight forwarders with experience in vehicle exports and the relevant ports/terminals.
Confirm in writing:
Pickup date, time, and location.
Port or terminal of loading, and if known, vessel name and estimated departure or flight details.
Any special handling requirements (enclosed transport, containerization, Ro-Ro, high-value protocols).
The Export Coordinator must provide carriers/forwarders with:
Commercial invoice.
Export declaration details (reference number and any supporting documents required).
Vehicle and VIN list, as well as container/unit numbers where applicable.
Clear written instructions for:
Inspection and condition reporting at pickup.
Photo documentation.
Delivery location at port/terminal or warehouse.
At pickup:
Carrier completes and signs a condition report.
Photos are taken and stored in the file.
At delivery to port/terminal:
Carrier provides proof of delivery (e.g., stamped CMR, terminal gate-in or receipt).
This documentation is added to the export file.
At the port, airport, or land border, customs, port authorities, or other regulators may inspect vehicles and documentation.
The Export Coordinator ensures that:
All necessary originals or copies are available to the carrier and customs, including:
Purchase invoice or Bill of Sale.
Commercial export invoice.
Export declaration.
Registration/title documents as required.
The VIN on the vehicle matches the VIN on all documents.
After departure:
Final transport documentation is obtained:
Bill of Lading, Air Waybill, CMR, or multimodal document.
Showing shipper/exporter, consignee, destination, vessel/flight, date of dispatch, and vehicle details/VIN.
These documents are stored in the export file.
Once the vehicle has physically left the exporting country (and, where relevant, the EU customs territory):
The export file must include:
Customs export declaration and any available exit confirmation.
Final transport document (Bill of Lading, Air Waybill, CMR, etc.).
Where available, proof of delivery to the buyer, such as:
Import customs clearance documentation.
Warehouse or yard receipts.
Buyer’s written acknowledgment or receipt.
For VAT and tax purposes:
Maintain sufficient evidence that the vehicle left the exporting country and was shipped to a foreign destination.
Follow local requirements in each country (Germany, Netherlands, Belgium, Poland, United Kingdom) regarding:
Zero-rating exports for VAT.
Time limits and evidence standards for proof of export.
For higher-value or complex cross-border structures, Controller / Compliance coordinates with local tax advisers before treating any sale as zero-rated or export under VAT rules.
All export records must be stored and retained for audit, tax, and legal purposes.
Minimum retention period:
At least seven (7) years, or longer if:
Required by law in the exporting country, or
Required by internal policy.
Files should be organized by:
Vehicle Identification Number (VIN).
Buyer name.
Year of export and, where helpful, exporting country and port.
Digital storage:
Use a clear folder structure (for example, “EXPORTS / YEAR / COUNTRY / VIN – Buyer”).
Ensure data is backed up and access-controlled.
Records must be easily retrievable for:
Internal reviews and quality control.
Accounting and VAT audits.
Customs, tax, or law enforcement inquiries.
Exports must not proceed, and any ongoing process must be paused, if any of the following occur:
Unresolved title, registration, or finance/lien concerns.
Suspicion of stolen vehicles, altered or cloned VINs, or fraudulent documents.
Buyer, end user, or destination is subject to sanctions, embargoes, or relevant legal restrictions.
Requested documentation or transaction structure would:
Misrepresent the true buyer, seller, origin, or destination; or
Breach customs, tax, or regulatory obligations in any relevant jurisdiction.
In such cases:
The broker and Export Coordinator immediately stop progressing the transaction.
The matter is escalated to Controller / Compliance.
The issue is investigated and documented.
The transaction is either:
Cleared and approved with written justification and corrective steps, or
Cancelled, and where necessary, relevant parties and authorities are informed in line with legal obligations.
Under no circumstances will documents be altered or structured in a way that intentionally misleads customs, tax authorities, banks, or law enforcement.