US export documents: B/L, ISF, AES — what you need to know
Every ocean shipment between the United States and Poland travels with a set of documents, and acronyms like B/L, ISF and AES can look intimidating the first time you see them. In reality, each one has a single, specific job — and once you know what it does, the whole process stops feeling like a bureaucratic maze.
This guide walks through each document in plain language: what it is, who files it, when, and what happens if it is missing. The best part: as a licensed NVOCC registered with the U.S. Federal Maritime Commission, Leśniewski prepares and files all of them on your behalf — you only supply the basic details from our checklist.
1. The Bill of Lading (B/L) — the single most important document
The Bill of Lading is the cornerstone of every ocean shipment. It does three jobs at once: it confirms the carrier received your cargo, it serves as the contract of carriage, and it entitles the holder to collect the goods at the destination port. Without a proper B/L, nobody will release your container.
A B/L is issued by the ocean carrier or by an NVOCC — a licensed carrier without its own vessels, which is exactly what Leśniewski is. Registered with the U.S. FMC and working under direct carrier contracts with no middlemen, we issue our own Bills of Lading and control the paperwork along the whole route, from our New Jersey warehouse all the way to Gdynia.
2. ISF — the security filing due before the ship even sails
ISF stands for Importer Security Filing, often called the "10+2". U.S. Customs and Border Protection requires it for every ocean shipment heading to the United States, and it must be submitted before the container is loaded onto the vessel at the foreign port — in practice, days before departure. It covers data such as the buyer, the seller, the manufacturer and the final ship-to party.
A late or missing ISF is a real risk: it can trigger penalties, cargo holds and inspections, all of which mean extra cost and delay. Leśniewski files the ISF for its clients well ahead of the deadline — all you need to do is send us the checklist information on time.
3. AES/EEI — the electronic export filing for goods leaving the USA
AES, the Automated Export System, is the U.S. government platform where Electronic Export Information (EEI) is filed for goods leaving the United States. It therefore applies to US-to-Poland shipments above a certain value threshold and to specific categories of goods, such as vehicles. Once the filing is accepted, the system issues an ITN number, without which the cargo cannot be loaded onto the vessel.
The filing is made by the exporter or, far more often, by their agent. As a licensed NVOCC, Leśniewski completes the AES/EEI filing on the client's behalf for every shipment that requires it and makes sure the ITN is ready before loading.
4. Commercial invoice and packing list — the customs basics
The commercial invoice describes what is being shipped, in what quantity and at what value. Customs authorities on both sides of the Atlantic use it to assess any duties and taxes, so the details must be complete and accurate.
The packing list is a detailed inventory of every box, pallet or container. It speeds up any customs inspection and makes delivery easier, because everyone knows exactly what is inside each package. For household relocations, its counterpart is the inventory of personal effects — a free template is available at lesniewski.com/formularze.
5. What you actually need to provide — the client checklist
Here is the good news: you never file customs documents yourself. You provide the basic facts, and our bilingual team turns them into a complete document set. Have the following ready:
- An accurate cargo description — what you are shipping, how many pieces or packages, approximate weight and dimensions
- The value of the goods — ideally backed by a purchase invoice or receipt
- Shipper details: full name or company name, address, phone, email
- Consignee details in the destination country — the same scope of information
- The tax identification number required for customs clearance on the U.S. and Polish side
- For a vehicle: the title document and the VIN
- For household relocations: the inventory list — template at lesniewski.com/formularze
- Prefer to type it once? Enter everything in the online wizard at lesniewski.com/formularze/wypelnij-online
Leave the paperwork to us — you plan the shipment
We have been moving freight between the USA and Poland since 1994 as a licensed NVOCC with our own New Jersey warehouse. Send us the basic details of your cargo and we take care of the rest — Bill of Lading, ISF and AES included. You will receive a fixed, individual quote within 24 hours.
+1 (973) 372 1100Frequently asked questions
What exactly is the ISF?+
The ISF (Importer Security Filing, also known as the "10+2") is a security declaration required by U.S. Customs for ocean cargo bound for the United States. It is filed electronically before the container is loaded onto the vessel at the port of origin. Leśniewski files it for you as part of every shipment.
Do I have to prepare the export documents myself?+
No. As a licensed NVOCC registered with the FMC, we prepare and file the complete set: the Bill of Lading, ISF, AES/EEI filing, commercial invoice and packing list. All we need from you is the checklist information — cargo description, values and consignee details.
What happens if the ISF is filed late or not at all?+
U.S. Customs can impose financial penalties, order the cargo held for inspection or delay its release — all of which cost time and money. That is why we file the ISF well in advance and tell clients up front when we need their data.
What is the difference between a Bill of Lading and a commercial invoice?+
The Bill of Lading is a transport document: it confirms the cargo was received and entitles the holder to collect it at the destination port. The commercial invoice describes the goods and their value for customs purposes. A complete document set needs both.
