Have these ready before you start
- A clear photo or scan of your passport’s picture page
- Your credit card details
- Your flight itinerary, with airports and dates
- Your overseas address, phone number and email
- An EIN from IRS.gov, if you are exporting with a U.S. passport
- A list of the items you want insured and their values, if you choose all-risk insurance
What the video covers
Each step below starts the video at that point: press its time or its title. The pages are your Ruby International documentation packet, in the order you will fill them in.
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Welcome, play from 0:00
What the video covers. Accurate paperwork is processed without delays, so follow each step carefully.
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Pages 1–5: cover letter, quotation and initials, play from 0:14
Page 1 is your cover letter and page 2 is your quotation. Initial everywhere a page says “Initial here”, including on pages 3 and 5.
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Pages 7–8: passport photo and card details, play from 0:34
On page 7, choose Upload File and attach a clear photo or scan of your passport’s picture page.
On page 8, fill in every card field: cardholder name, card number, expiration date, security code and billing address. The details are for security and verification, and your card is not charged without your prior authorization.
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Getting an EIN (U.S. passport holders only), play from 1:03
The packet explains how to get an EIN from IRS.gov. You need one only if you are exporting with a U.S. passport.
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Customs Power of Attorney and terms and conditions, play from 1:14
Tick Individual in the top right corner. With a U.S. passport, enter the EIN you obtained. With a foreign passport, enter 000.
Below that, Shipper of Record is your name, Origin State is the U.S. state you are moving from, and Pickup Address is where your goods will be collected.
On the next page, sign, type your name and enter today’s date. Then read the terms and conditions, and sign and date at the bottom.
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Client contact and travel information, play from 1:56
At the top, your name and your order number, which is highlighted on page 1.
Then your travel details from your flight itinerary: passport number, departure airport and date, and arrival airport and date.
Below that, your overseas contact details: full name, destination address, city, country and zip code, overseas phone number, best email, and how you prefer to be contacted after pickup.
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Letter of Acceptance: type of move and insurance, play from 2:32
Fill in your name, order number, corporate account (write NA if it does not apply), origin address, phone number and email. Then tick the type of move:
- Residence to Residence
- full door-to-door service.
- Residence to Destination Port
- you handle the services at destination.
- Origin Services Only
- we handle the pickup only.
- Port to Residence
- you deliver to our warehouse and we deliver to your residence abroad.
- Terminal to Port
- you deliver to our warehouse and receive your goods at the destination port.
Enter the value you want your goods insured for, or tick the box if you choose not to buy insurance, and initial on the right-hand side.
If you choose all-risk insurance, you also complete the valued inventory list on page 25.
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Shipping instructions, storage and CBP inspection, play from 3:28
Initial the shipping instructions page where required. On the next page, print your name, sign and date.
On the storage authorization, select Yes if you arranged storage in the U.S. or at destination, then print your name, sign and date.
Sign and date the U.S. Customs and Border Protection (CBP) inspection page and the coronavirus transportation industry acknowledgement.
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Valued inventory list (all-risk insurance), play from 3:57
Only if you chose all-risk insurance. List the items you want insured, give each one an insurance value, and sign and date at the bottom.
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Shipment details and transportation method, play from 4:08
In the Transfer box, enter your name, origin state and country, destination city and country, and the transportation method: sea, air or truck.
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Ready for submission, play from 4:22
Once every field is completed, signed and dated, your documentation is ready to submit.
Questions about your documents?
Call, message or email us, and we will go through it with you.
Haven’t asked for a price yet? Ask for a quote and a specialist will reply within one business day.