Exporting From Japan: Incoterms and Documents You'll Actually See

Why EXW shows up by default

Unless you specify otherwise, a first quote from a Japanese manufacturer is often priced EXW (Ex Works) — the price covers the goods made available at the factory, and everything from there (loading, domestic trucking, export customs, ocean or air freight, import clearance at destination) is on the buyer. This isn’t evasiveness; it’s simply the default a manufacturer quotes from when a buyer hasn’t stated a preference, because it’s the version of the price they control most directly.

If you don’t already have a freight forwarder relationship, ask the supplier to also quote FOB (they arrange export customs and delivery to the named port) — it’s a small step up in what they handle and makes the freight portion much easier to shop separately. Some manufacturers, particularly larger ones with export departments, will also quote CIF, bundling ocean freight and insurance into the price.

Documents you should expect to review

• Commercial invoice — the core document for customs valuation at destination; check that the described goods, quantity, and value match your PO.
• Packing list — carton or pallet breakdown and weights, used by your forwarder and destination customs alongside the invoice.
• Certificate of origin — confirms the goods were made in Japan; relevant to your own import duty calculation and, where one applies, to claiming a preferential tariff rate under a trade agreement.
• EPA/FTA certificate, if applicable — a separate certificate needed specifically to claim a reduced tariff under an economic partnership agreement between Japan and your destination country, where one exists — not automatic, and worth asking about explicitly if your country has one with Japan.
• Bill of lading or air waybill — issued by the carrier, not the manufacturer, once freight is arranged; this is where a forwarder relationship becomes necessary regardless of Incoterm.

Who handles what

It’s worth being clear about scope. A sourcing agent’s core work — finding suppliers, RFQs, quotes and the ongoing correspondence covered across this guide series — is different from freight and customs. Customs clearance, import licensing, and the freight itself are normally handled by a freight forwarder and customs broker, usually arranged by you or by the supplier depending on the Incoterm. An agent can still help in practice — asking the supplier for the right documents in Japanese, or coordinating dates between the factory and your forwarder — but confirm that division up front rather than assuming logistics is included. If you’re importing into India, see importing from Japan to India for the destination side.

A practical starting point

If this is your first order with a new Japanese supplier, ask for an FOB quote to the nearest major port (Yokohama, Nagoya, Osaka, or Kobe, depending on the supplier’s location), request the certificate of origin and commercial invoice up front rather than after shipment, and confirm separately with your own forwarder what they need to clear the goods at your destination before the order ships.