Truck export outside the EU: complete guide to export documents, customs & transport

Exporting trucks outside the European Union often sounds simple on paper: you buy a truck in the Netherlands and it “just” goes to another country. In practice, exporting outside the EU involves much more. Think of 0% VAT export, customs procedures, export documents, transport planning, and dealing with country-specific import requirements.

At TMH, we deliver new and unused trucks to customers worldwide. We export a lot to regions such as Africa, the Middle East, Central Asia, South America, and the Caribbean. In these markets there is often still demand for Euro-3 vehicles, while in other regions Euro-5 or Euro-6 is the standard.

The biggest difference? Within the EU, a delivery is mostly a logistical step. Outside the EU, it becomes a complete process with multiple links: administration, customs, transport, compliance, and clear payment agreements.

In this blog, we explain step-by-step how truck export outside the EU works, with clear real-life examples.

Tommy Schapendonk X - Junior Sales TMH

1.) What does “Exporting trucks outside the EU” actually mean?

Truck export outside the EU means that a vehicle leaves the European customs territory and is then imported into a non-EU country. This means different rules apply compared to deliveries within Europe.

Short practical excample

A customer buys a new Euro-3 truck from TMH for use in West Africa. In the Netherlands this is a sales transaction, but once the truck leaves the EU, the following must happen:

- an export procedure must be started (EX-A)

- a transport booking must be made (e.g., RoRo) (Delivery details)

- a document set must be prepared for the destination (information below combined)

- proof of export must be provided for invoicing 0% VAT (B/L or closed T1)

Documents:

- EXA (export declaration) Official export declaration to customs with MRN.

- CMR (pre-carriage) Waybill for road transport to the port/terminal.

- Delivery details (export instructions) Basic info such as VIN/chassis number, vehicle details, value, Incoterm, and destination.

- T1 (if required) Transit document for “non European-Union goods”.

- CvO or EUR.1 (depending on the country) Certificates of origin for customs clearance; can help the customer import at a lower rate.

- B/L (Bill of Lading) or closed T1 Proof of shipment/handling and part of the export evidence.

Can TMH help you throughout the whole process?

The simple answer is ‘’Yes’’ we are willing to help you out with all of your questions, special requests and everything that is required. With more then 50 years of experience we know the whole process and every ins and outs. In the following blog we will share you our knowledge. We really hope it helps you out, and it might clear up some of the questions you have.

2) Step-by-step: how exporting trucks works at TMH

The process TMH follows is showing below, this can be different from company to company but this is the way we like to do business. Open and clear.

Step 1: Inventory

We make sure the following information is all clear. After these questions we know the mandatory information to proceed:

- final destination of the vehicles

- required emission class ( EURO-III / V / VI )

- company name + address

- use and working conditions

- any country-specific requirements

- quantity of the vehicles

- Incoterms shipping conditions

- which port for discharge the truck

Step 2 – Payment agreements

An important part of exporting are the payment terms. This has to be crystal clear for both sides. Agreements can differ from client to client but have to be 100% clear for both parties.

Step 3 – Quotation + transport options

After we’ve received approval on the steps above, we can proceed with making our client an quotation / sales-contract here we discuss the following:

- shipping prices and insurances

- expected delivery date

- transit times

Step 4 – Prepare documentation to ship from EU port

The last steps we can help you with are documentation this is extremely important. Ensuring all documentation is correct is a requirement:

- EX-A (Official export declaration to customs with MRN)

- CMR (Waybill for road transport to the port/terminal)

- T1 (Transit document for transport under customs supervision or for non-Union goods)

- Delivery Details (shipment details about the truck for workers in the port)

Step 5 – Delivery at the port of discharge

This has been arranged with the incoterms. We can help with all documentation which is required. Once the vehicle has arrived in the port you are able to pick it up with the BL, Telex Release or Sea Waybill provided by us after importing the vehicle.