I Am Chemicals logo
I Am Chemicals
  • Executive Insights
South African chemical export documents checklist
A practical checklist of the documents South African chemical exporters need, from the SARS export declaration to SDS, certificates of origin and transport papers.
I Am Chemicals Team
October 22, 2026
South African chemical export documents checklist

By I Am Chemicals Team

Key numbers

15%
Standard VAT rate in South Africa
90 days
General time limit for direct exports to leave SA (VAT 404)
6 digits
Shared international HS code; the rest is national
Section 14
Where the SDS gives transport (DG) classification

Exporting chemicals from South Africa is routine for many manufacturers and traders, but small paperwork gaps are costly. A wrong tariff code, a missing origin certificate or the wrong VAT treatment can delay a load or leave the seller liable for 15% VAT later. This checklist sets out the documents most chemical exports need, in general terms. Always confirm the details for your product with your clearing agent and the official sources listed at the end.

1. Start with the tariff (HS) code

Almost every document depends on the tariff code. The first six digits follow the international Harmonized System; the extra digits are national. The South African code on your export entry and the code your buyer uses for import may therefore not be identical.

  • Use the current SARS tariff (Schedule 1, Part 1), not an old invoice.
  • Use the South African code on the South African export entry, and agree with the buyer how the invoice shows their import code if they need it.

2. Register as an exporter with SARS

SARS states that any person, local or foreign, who wishes to export goods from South Africa must register with Customs as an exporter. You apply through the Registration, Licensing and Accreditation (RLA) function on SARS eFiling. Most exporters then use a licensed customs clearing agent to submit the export declaration electronically; if you do, you do not need to register as an EDI user yourself.

3. The SARS export declaration

The export declaration (customs clearance declaration) is submitted electronically, usually by your clearing agent, before the goods leave South Africa. Keep the customs release and the proof of exit on file. SARS uses the export scan at the point of exit as proof that the goods left the country, and you will need it for VAT and audit purposes.

4. Commercial invoice and packing list

  • Commercial / tax invoice: seller and buyer details, Incoterm (for example FCA or DAP, Incoterms® 2020), a clear product description, HS code, quantity, unit and total value, currency, country of origin and the VAT basis (see section 7).
  • Packing list: number and type of packages, net and gross mass, marks and batch numbers. It must match the invoice and the physical load.

5. Certificate of origin and the SADC certificate

  • A general certificate of origin may be requested by the buyer or their bank to show where the goods were made.
  • A SADC Certificate of Origin is needed only when the importer wants to claim preferential duty under the SADC Protocol on Trade, and only when the goods originate in SADC under the SADC rules of origin. The origin criterion is shown as "P" (wholly produced) or "S" (produced using imported inputs that meet the product-specific rule). Goods imported from outside SADC and resold unchanged generally do not qualify; the invoice should simply state the true origin.
  • The exporter must be registered with SARS (the designated authority in South Africa) for the products concerned. A certificate is completed for each shipment and attached to the export declaration. If the exporter is not the producer, the producer must give the exporter a declaration that the goods are originating.
  • The certificate needs a Customs stamp. Since 30 June 2023 (Notice R.3620, Government Gazette 48862), exporters without a binding origin determination must submit it with the export declaration and supporting documents at the prescribed customs office nearest to their place of business. SARS confirmed this in August 2026.

6. SDS, CoA and dangerous goods documents

  • Safety Data Sheet (SDS): current, for the exact product, in the format the buyer requires. Section 14 gives the transport classification.
  • Certificate of Analysis (CoA): for the batch being shipped. Check that the SDS and CoA refer to the same product name and batch, and that the remaining shelf life meets the buyer's requirement.
  • Dangerous goods: if section 14 classifies the product as dangerous goods, you need a dangerous goods declaration (transport document) showing the UN number, proper shipping name, class and packing group, correctly marked and labelled packaging, and a carrier and driver compliant for dangerous goods. In South Africa, road transport of dangerous goods falls under Chapter VIII of the National Road Traffic Regulations and the SANS 10228-series standards; cross-border road loads generally follow ADR-based rules, sea freight the IMDG Code and air freight the IATA Dangerous Goods Regulations.

7. VAT: direct or indirect export

The SARS VAT 404 Guide for Vendors separates two situations:

  • Direct export: the seller delivers the goods to the buyer at an address outside South Africa, either in its own vehicle or through a transporter the seller contracts and pays. The supply may be zero-rated if the seller obtains and keeps the documents listed in SARS Interpretation Note 30, including the zero-rated tax invoice, the buyer's order or contract, the transport and customs export documents, proof of payment of the transport costs, proof of receipt by the buyer and proof of payment for the goods. As a general rule the goods must leave South Africa within 90 days of the earlier of the invoice date or the date any payment is received.
  • Indirect export: the buyer collects the goods, or hands them to their own transporter in South Africa. The default is 15% VAT, and a qualifying foreign buyer may claim a refund from the VAT Refund Administrator. The seller may instead elect to zero-rate under Part Two of the Export Regulations, but only if all its conditions are met.

In both cases the goods must leave South Africa through one of the designated commercial ports listed in VAT 404. Your clearing agent will confirm which applies to your load.

8. Transport documents

  • Road: a consignment note or road manifest from the carrier, plus the dangerous goods documents where relevant.
  • Sea: a bill of lading or sea waybill.
  • Air: an air waybill.

Check that the consignee, description, package count and mass on the transport document match the invoice and packing list.

9. Insurance

The Incoterm decides who insures the goods and from which point. Under CIF or CIP the seller must arrange cover (Incoterms® 2020 sets a higher minimum cover for CIP). Under other terms, agree in writing who insures each leg, keep the insurance certificate with the export file, and make sure the policy covers dangerous goods if your product is classified.

10. The buyer's import requirements

Import rules are set by the buyer's country. Before you quote, ask the buyer to confirm any import permit, licence, product registration or pre-shipment inspection needed for the product, and the importer's customs details. These requirements change from time to time, so check them for every new product or buyer.

Quick checklist

Document or step Done?
HS code checked against the current SARS tariff (buyer's code agreed) ☐
Exporter registered with SARS Customs; clearing agent appointed ☐
SARS export declaration submitted; release and proof of exit filed ☐
Commercial invoice and packing list match each other and the load ☐
Certificate of origin / SADC certificate, only if requested and the goods qualify ☐
SDS and CoA for the same product and batch; shelf life confirmed ☐
Dangerous goods check from SDS section 14; DG documents and compliant carrier ☐
VAT treatment decided (direct or indirect) and documents planned ☐
Transport document matches invoice and packing list ☐
Insurance responsibility agreed under the Incoterm ☐
Buyer's import requirements confirmed ☐

I Am Chemicals is a South African-based supplier of industrial and speciality raw materials. If you have questions about export paperwork for chemical products, email adele@iamchemicals.co.za, call +27 74 524 8671 or use our contact page (https://iamchemicals.co.za/contact/).

General information only, not tax, legal or customs advice. Please confirm the details for your product with your clearing agent and SARS.

Sources

post categories
Market Updates
Recent Posts
Share on Linkedin
Share on Twitter

Powered by