What documents do I receive with the excavator?
When you buy a used excavator from ExcaYard, you receive a full set of export documents: a commercial invoice, packing list, bill of lading, and certificate of origin. Depending on your destination country, we also arrange the required conformity certificates such as SONCAP, SABER, PVoC, or GSA. Every machine comes with a 150-point pre-shipment inspection report including photos and video, so you know exactly what you are getting before it leaves China.
Core Export Documents You Always Receive
No matter which used excavator you choose — Caterpillar, Komatsu, Hitachi, Volvo, Doosan, Hyundai, Kobelco, Sany, XCMG, SDLG, LiuGong, or Sunward — the following documents are prepared as standard:
- Commercial invoice: Details the machine, price, and terms of sale. Required for customs clearance in both China and your country.
- Packing list: Lists the machine and any included accessories or spare parts, with dimensions and weights.
- Bill of lading: The transport document issued by the shipping line. It proves the machine has been loaded and is your key to collecting the cargo at the destination port.
- Certificate of origin: Confirms the machine's origin, which may affect import duty rates in some countries.
These four documents are the backbone of any used excavator import. We prepare them in English and, where required, in the language of your destination country. Copies are sent to you by email before the original set is couriered or released through the bank, depending on your payment method.
Destination-Specific Certifications We Handle
Many countries require an additional conformity certificate before they will release a used excavator at the port. ExcaYard manages these certifications for you as part of the export service. The most common ones are:
- SONCAP (Nigeria): Standards Organisation of Nigeria Conformity Assessment Programme. Without it, your machine may be stuck at the port.
- SABER (Saudi Arabia): Saudi Arabia's online conformity platform. We arrange the required certificates through approved bodies.
- PVoC (Kenya, Tanzania, Ghana): Pre-Export Verification of Conformity. Required for customs clearance in these countries.
- GSA (Ghana): Ghana Standards Authority conformity assessment.
- KEBS (Kenya): Kenya Bureau of Standards certification, often linked to PVoC.
If your country requires a different certificate, tell us at the time of enquiry. We will confirm what is needed and include it in your quotation. Certification costs and processing time vary by destination and are typically added to the final invoice.
Inspection Report and Condition Documentation
Every used excavator we export undergoes a 150-point pre-shipment inspection. You receive a detailed report with photos and video covering the engine, hydraulics, undercarriage, cabin, and major components. We also verify the working hours and use paint-thickness checks to detect any repainting or body repairs. This documentation is your proof of condition before shipping. If you want to understand how we check for repainting, see our guide on repainting checks.
The inspection report is not a certificate of warranty — it is a factual record of the machine's condition at the time of loading. We encourage you to review it carefully and ask questions before the machine is shipped.
Payment Terms and How They Affect Documents
We accept T/T USD wire, L/C through Bank of China, and Wise. Your payment method determines how and when you receive the original documents:
| Payment Method | Document Release | Typical Use |
|---|---|---|
| T/T USD wire | Originals couriered after full payment | Most common for used excavators |
| L/C through Bank of China | Documents released via bank against L/C terms | Larger orders or first-time buyers |
| Wise | Originals couriered after full payment | Smaller machines or spare parts |
With T/T, we send scanned copies of all documents by email as soon as they are ready, then courier the originals. With L/C, the bank handles the document exchange according to the letter of credit terms. In both cases, you receive the full set needed for customs clearance.
Shipping Methods and Lead Time
We ship FOB or CIF from default ports Shanghai, Ningbo, Qingdao, and Tianjin. You can choose RoRo, container, or flat-rack shipping depending on machine size and your budget. Typical CIF lead time is 28–45 days port-to-port. For smaller machines, container sharing can reduce costs — see our guide on container sharing for mini excavators. The bill of lading is issued once the machine is loaded, and we send you a copy immediately.
What to Check When You Receive the Documents
When the document set arrives, check that the machine model, serial number, and description match your order. Verify the consignee name and address are correct. For destination-specific certificates, confirm the certificate number and expiry date. If anything looks wrong, contact us immediately — before the vessel arrives — so we can correct it. We serve buyers in Africa, Southeast Asia, the Middle East, Latin America, and the CIS, and we are familiar with the common document pitfalls in each region.
Frequently asked questions
Do I get original documents or copies?
You receive scanned copies by email first, then the original set by courier or through the bank, depending on your payment method. The originals are what you present to customs.
Are certifications like SONCAP or PVoC included in the price?
They are not automatically included. We arrange them for you, but the cost and processing time depend on your destination. We will quote them separately or add them to your invoice.
What if my country requires a certificate you have not listed?
Tell us your destination country at the time of enquiry. We will confirm the exact requirement and handle it as part of the export process. We have experience with many African, Middle Eastern, and Asian markets.
Ready to review the documents for a specific machine? Message us on WhatsApp at +86 193 9277 7259 or email yuhua0095@gmail.com. We will send you a sample document set and inspection report so you know exactly what to expect. You can also browse our available machines to start your search.
