IT Export File to West Africa: Complete Customs Checklist

Preparing a complete export file is 90% of success. A missing or poorly filled document = customs blockage, penalties, and extended delays. Here is the exhaustive checklist.

Commercial Documents (Seller → Buyer)

• Proforma Invoice: official signed quote, in EUR, with Incoterm specified. Used by the import intention applicant.
• Final Commercial Invoice: amount paid, currency, payment terms, complete references.
• Purchase Order: buyer's internal reference (useful for accounting reconciliation).

Customs Documents (Transit + Clearance)

• Packing List: number of boxes, dimensions, gross/net weight, detailed contents by box.
• Certificate of Origin: Form A (GSP countries), EUR.1 (EU-ECOWAS if applicable), or simple seller declaration. Enables preferential duty rates.
• Bill of Lading (BL): maritime (Bill of Lading) or air (LTA / Air Waybill).
• Detailed Customs Declaration (DAU): filled in by local customs declarant.

Technical Documents

• Serial Numbers of equipment (security + traceability)
• Manufacturer Datasheets (useful for customs valuation and compliance)
• CE / RoHS / FCC Compliance as applicable by equipment category

Financial Documents

• Proof of Payment: confirmed SWIFT transfer, letter of credit, etc.
• Bank Domiciliation on importer side (mandatory procedure in certain WAEMU countries)

Country-Specific Documents

• Burkina Faso: prior import declaration (DPI) if value exceeds 500,000 FCFA, certificate of compliance (BIVAC or COTECNA verification depending on products)
• Côte d'Ivoire: DPI mandatory from 500,000 FCFA, quality control (Bureau Veritas) for certain products
• Senegal: COTECNA declaration for equipment exceeding 1,000,000 FCFA
• Mali / Niger / Chad: variations according to regulatory changes, verify with freight forwarder

Common Pitfalls

• Undervalued Amount → customs investigation + adjustment + penalty
• Missing Certificate of Origin → maximum rate applied without TEC benefit
• Absent Serial Numbers → risk of blockage for second-hand / counterfeit equipment
• Forgotten Certificate of Compliance → port blockage until regularization
• Wrong Incoterm → dispute over who pays unloading / customs clearance

Conclusion

A well-prepared export file takes 2–3 days to assemble but prevents weeks of blockage. KOLOSALTech systematically integrates this preparation into every export quotation.