Comprehensive Export Management Services

Our Outsourced Export Department service is designed for businesses looking to export goods internationally but do not have an in-house export team, as well as companies that already have an export team but need additional support with documentation, shipment coordination, and export procedures within the agreed scope of services.

KTC Global Logistics acts as your external export department, coordinating the entire process from assessing export readiness, preparing and reviewing documentation, and liaising with freight providers, customs brokers, certification authorities, and other relevant parties to monitoring shipments according to the agreed scope of each assignment.

Our services can be arranged on a per-shipment, per-task, or per-document basis, or as ongoing support tailored to your company’s workload and requirements. Government fees, certificate and permit fees, freight charges, and third-party service costs are quoted separately for each assignment unless explicitly included in the quotation.

What Is an Outsourced Export Department?

An Outsourced Export Department is a service in which an external provider handles some or multiple export-related functions, offering an alternative to hiring a dedicated in-house export team.

A single export shipment may involve multiple parties, including suppliers, buyers, freight forwarders, carriers, customs brokers, trucking providers, warehouses, and authorities responsible for issuing certificates or permits. Having a central coordinator helps reduce the workload of sales, administrative, and other teams whose primary responsibilities are not export operations.

However, an Outsourced Export Department does not mean that the external service provider becomes the holder of export licenses or certificates. Instead, the provider assists with reviewing information, preparing documentation, and coordinating export procedures within the agreed scope of services.

What Do KTC’s Export Management Services Cover?

KTC can support your export operations from pre-booking preparation through shipment tracking, with the scope of services tailored to your company’s specific requirements.

Export Readiness Assessment

Before initiating a shipment, our team can assist in reviewing key information, including:

• Commodity and Product Details
• Existing HS Code
• Destination Country
• Importer / Consignee
• Incoterms
• Number of Packages
• Weight and Dimensions
• Cargo Ready Date
• Suitable Mode of Transport
• Potentially Required Documents or Certificates

If the goods are subject to specific regulatory requirements, we can help identify the relevant authorities to coordinate with and any additional information or documentation needed before booking.

Export Documentation Preparation and Review

KTC can assist with preparing or reviewing export documentation within the agreed scope of services, including:

• Commercial Invoice
• Packing List
• Shipping Instruction
• Shipper and Consignee Information
• Cargo Description
• Quantity, Weight, and Packaging Details
• Country of Origin, if applicable
• Information Required for the Bill of Lading (B/L) or Air Waybill (AWB)
• Supporting Documents for Customs Clearance

All documentation must be based on the actual shipment details and information provided by the cargo owner. KTC can assist in checking consistency and coordinating corrections. However, commercial information and product details must still be verified and confirmed by the exporter.

Certificate and Permit Coordination

Required documentation varies depending on the product, destination country, and importer’s requirements. Therefore, the requirements must be reviewed for each shipment.

Depending on the shipment, we can assist in reviewing requirements and coordinating the following documents, where applicable:

• Certificate of Origin
• Preferential Certificates of Origin under Applicable Trade Agreements
• Pink Form for Food Products, Where Required
• Health Certificate, Depending on the Product Type and Destination Country
• Other Certificates or Permits Required for Specific Products

The Department of Foreign Trade (DFT) provides Certificate of Origin issuance services through the DFT SMART C/O system and other relevant platforms. The applicable certificate forms and eligibility criteria vary depending on the trade agreement and destination country. Therefore, the appropriate certificate should not be determined solely by the product name.

Government fees and charges for certificates, permits, translation, testing, or third-party services are not automatically included in the shipment management fee. Please refer to the quotation and agreed scope of services for each assignment.

Freight and Booking Coordination

Our team can assist in planning and coordinating suitable transportation solutions based on the type of cargo, shipment volume, and required timeline, including:

• Air Freight
• Sea Freight – Less than Container Load (LCL)
• Sea Freight – Full Container Load (FCL)
• Cross-Border Trucking
• Cargo Pickup from Factories or Warehouses
• Delivery According to Agreed Terms

Freight rates, schedules, space availability, and equipment availability must be confirmed for each shipment and are subject to change depending on the carrier and booking period.

Export Customs Clearance Coordination

KTC can assist in preparing information and coordinating export customs clearance within the agreed scope of services. This includes reviewing the Commercial Invoice, Packing List, transport documents, and relevant cargo information before preparing the export customs declaration.

For controlled goods or products requiring permits, the relevant documentation must be reviewed before proceeding with customs clearance, in accordance with the requirements applicable to each shipment.

Shipment Monitoring and Coordination

During shipment operations, KTC serves as a central point of coordination among the various parties involved, including:

• Factory or Production Team
• Client’s Sales / Customer Service Team
• Buyer or Importer
• Carrier or Co-loader
• Airline
• Trucking
• Customs
• Overseas Agents
• Certificate Issuing Authorities or Relevant Documentation Service Providers

Our team monitors documentation, shipping schedules, cut-off times, bookings, and any issues arising during shipment operations, within the agreed scope of responsibilities.

How Is This Service Different from Traditional Freight Forwarding?

Traditional freight forwarding primarily focuses on transportation arrangements, while an Outsourced Export Department extends its role to managing and coordinating the client’s export processes before and during shipment operations.

For example, when using freight services alone, the client may be responsible for preparing the Commercial Invoice, Packing List, and certificates, as well as coordinating with the buyer, before providing the necessary information to the freight forwarder for vessel or flight booking.

With our Outsourced Export Department service, KTC can assist from the initial stage by identifying required documentation, coordinating with the factory, reviewing shipment requirements, and following up on documentation and freight arrangements within the agreed scope of services.

This service is designed for companies seeking dedicated export operations support rather than simply obtaining freight rates.

Who Can Benefit from an Outsourced Export Department?

This service is suitable for businesses with export operations that do not yet require a full in-house export team, as well as companies with existing teams that need additional operational support.

• Companies New to Exporting
• Manufacturers with Overseas Customers but No In-House Export Department
• SMEs with Occasional Export Shipments
• Companies Where Sales or Administrative Teams Handle Export Operations Alongside Their Primary Responsibilities
• Businesses Seeking Outsourced Export Documentation and Coordination
• Companies Requiring Pre-Shipment Documentation Review
• Companies with Existing Export Staff That Need Additional Support During Peak Workloads
• Businesses Testing International Markets Before Establishing a Dedicated Export Team

What Service Options Are Available?

You do not need to outsource your entire export operation. The scope of services can be tailored to your shipment volume and your company’s existing team structure.

Per-Document or Per-Task Service

Suitable for companies that manage their own shipments but need assistance with preparing or reviewing specific documents, such as Commercial Invoices, Packing Lists, or information required for shipping documents.

Per-Shipment Service

Suitable for companies that need export management support on a shipment-by-shipment basis, covering documentation preparation, booking coordination, customs clearance coordination, and shipment tracking.

Ongoing Outsourced Export Department Services

Suitable for businesses with regular shipments that require KTC to act as an external export department within the agreed scope of services. Together, we can establish workflows for information sharing, approval processes, documentation, and points of contact.

How Are Outsourced Export Department Service Fees Calculated?

Service fees are determined based on the scope of services and workload. Pricing is tailored to each company, as the complexity of export processes varies from one business to another.

Available pricing options may include:

• Per-Document Fee
• Per-Shipment Fee
• Monthly Retainer for Ongoing Support
• Additional Service Fees for Specific Tasks, Such as Certificate and Permit Processing or Coordination with External Authorities

Freight charges, customs clearance fees, trucking, insurance, certificate fees, government fees, and third-party expenses are not included in the management fee unless explicitly stated in the quotation.

What Information Does KTC Need Before Getting Started?

For an initial assessment of the scope of services, please provide details of your products, destination countries, estimated shipment volume, and the specific export-related tasks you would like KTC to handle.

• Product Type / Commodity
• HS Code, if available
• Destination Country
• Buyer / Importer
• Current Incoterms
• Primary Mode of Transport
• Estimated Number of Shipments per Month
• Documents Currently Prepared In-House
• Documents Requiring Preparation by KTC
• Existing Certificates or Permits
• Internal Person in Charge
• Challenges in the Current Workflow

This information helps clearly define the responsibilities of both your company and KTC from the outset, reducing potential misunderstandings about which tasks are included in or excluded from the agreed scope of services.

How Does KTC Get Started with Your Export Operations?

The first step is to define the workflow and scope of services before handling actual shipments according to the agreed procedures.

1. Gather Business Information – Understand the products, destination countries, and sales terms.
2. Review the Existing Workflow – Assess the company’s current procedures and available documentation.
3. Define the Scope of Services – Clarify which responsibilities will be handled by KTC and which will remain with the client.
4. Review Requirements – Check customs regulations, documentation, certificates, and shipment requirements.
5. Assign Points of Contact – Designate a person in charge (PIC) for each party.
6. Begin Shipment Operations – Execute shipments according to the agreed workflow.
7. Monitor and Refine the Workflow – Identify areas for improvement and coordinate adjustments for future shipments.

Frequently Asked Questions About Outsourced Export Department Services

Can We Use This Service Without Any In-House Export Staff?

Yes. This service is designed for companies without an in-house export team. KTC can help establish the workflow and manage export-related tasks within the agreed scope of services. However, your company should designate an authorized representative or internal contact to confirm commercial information and approve relevant documentation.

Does KTC Have to Handle Every Shipment?

No. You can engage KTC on a per-shipment basis or outsource specific tasks, such as documentation, coordination, or other selected export-related functions.

Are C/O and Other Certificate Fees Included in the Service Fee?

Not automatically. Management fees, freight charges, customs clearance fees, and certificate processing or issuance fees should be specified separately according to the scope of services and quotation for each assignment.

Can KTC Issue a Certificate of Origin (C/O) Directly?

No. KTC can assist with reviewing information and coordinating the application process. However, Certificates of Origin are issued or certified in accordance with the procedures and requirements of the relevant authorities, such as Thailand’s Department of Foreign Trade (DFT). The DFT SMART C/O system is available for applicable certificate forms and cases.

Can We Use This Service If We Already Have an Export Team?

Yes. KTC can provide additional support for your existing export team, including documentation, freight coordination, customs clearance, and certificate-related tasks. We can also handle selected shipments during periods of high workload.

Can KTC Communicate with Overseas Buyers on Our Behalf?

Yes. Communication with overseas buyers can be included in the agreed scope of services, such as coordinating shipping details and shipment-related documentation. However, pricing, sales contracts, credit terms, and other commercial decisions should remain clearly assigned to your company’s sales team or authorized representatives.

How Does KTC Handle Documentation Errors?

KTC assists in reviewing documentation based on the information and details provided. However, product information, declared values, sales terms, and other commercial details must be verified and confirmed by the client. Any discrepancies should be reported and corrected before submitting documents to the carrier or relevant authorities.

Can We Try the Service Before Committing to a Monthly Contract?

Yes. You can start with a single shipment to evaluate the workflow and determine the appropriate scope of services before considering an ongoing service arrangement based on your company’s workload.