Gold Export Documents Checklist: Every Paper You Need
Gold Export Documents Checklist: A legal gold export needs about 12 core documents. They fall into four groups:
- Seller documents:
- a valid mining or dealer licence
- company registration
- tax registration
- Gold documents:
- a certificate of origin
- an assay certificate
- a refining record, where local refining is required
- an ICGLR certificate, where it applies
- Export and customs documents:
- proof that royalties and levies were paid
- the government export permit
- the commercial invoice
- the packing list
- the customs export declaration under HS code 7108
- Transport documents:
- the air waybill
- the insurance certificate
- the sales contract or purchase order
The exact list depends on the exporting country. The issuing authority for the export permit and origin documents is:
- Uganda:the Directorate of Geological Survey and Mines
- Ghana:the Ghana Gold Board (GoldBod)
- DR Congo:CEEC
- Tanzania:the Mining Commission
If even one document is missing or doesn’t match, customs can stop the shipment. So can the airline, the refinery or your bank.
The Complete Gold Export Documents Checklist
A. Seller documents (who is exporting)
| ✔ | Document | Issued by | What it proves |
| ☐ | Certificate of incorporation | Company registry | The seller is a legally registered business |
| ☐ | Mineral dealer’s or export licence | Mining ministry or gold authority | The seller may legally buy, sell or export gold |
| ☐ | Tax registration (TIN) | Revenue authority | The seller is registered for tax |
| ☐ | Customs or exporter registration | Customs or revenue authority | The seller can lodge export declarations |
| ☐ | Directors’ IDs and KYC file | The seller | Who owns and controls the company, for buyer and bank checks |
B. Gold documents (what is being exported)
| ✔ | Document | Issued by | What it proves |
| ☐ | Certificate of origin | Mining authority or chamber of commerce | Where the gold was mined or produced |
| ☐ | Assay certificate | Government or accredited assay laboratory | Weight and purity (fineness) of each bar or lot |
| ☐ | Refining certificate or record | Licensed refinery | The gold was refined as required. Many African countries now require local refining before export |
| ☐ | ICGLR certificate | National mining authority in member states that issue them | The shipment comes from a conflict-free source (Great Lakes region) |
| ☐ | Bar list | Seller or refinery | Serial numbers, weights and purity of each bar |
| ☐ | Mine or supplier records | Seller | Where the seller bought the gold, for traceability and due diligence |
C. Export and customs documents (permission to leave)
| ✔ | Document | Issued by | What it proves |
| ☐ | Proof of royalty and levy payment | Mining authority or revenue authority | Royalties and export levies were paid |
| ☐ | Gold export permit | Mining ministry or gold authority | This specific shipment may legally leave the country |
| ☐ | Commercial invoice | Seller | The buyer, value, quantity, Incoterm and HS code |
| ☐ | Packing list | Seller | Number of boxes, seal numbers, gross and net weight |
| ☐ | Customs export declaration | Customs (lodged by the seller or a clearing agent) | The export was declared to customs |
| ☐ | Security seal and inspection record | Customs or mining officials | The consignment was inspected and sealed |
D. Transport and buyer documents (getting it there)
| ✔ | Document | Issued by | What it proves |
| ☐ | Sales contract or purchase order | Buyer and seller | Agreed price basis, quantity, purity, Incoterm and payment terms |
| ☐ | Air waybill (AWB) | Airline or secure logistics company | Carriage of the consignment to the destination airport |
| ☐ | Insurance certificate | Insurer | The shipment is insured in transit. See shipping and insuring gold |
| ☐ | Proof of payment or payment instrument | Bank | For example a letter of credit or a bank transfer confirmation |
| ☐ | Import permit or licence (if the destination requires one) | Buyer’s country | The buyer may legally import gold |
Gold Export Documents by Country
| Country | Key authority | Points to note |
| Uganda | Directorate of Geological Survey and Mines (Ministry of Energy and Mineral Development) | Export permit under the Mining and Minerals Regulations. Gold must be refined before export. A per-kilogram export levy applies. The dealer licence must be valid for the current year. ICGLR member |
| Ghana | Ghana Gold Board (GoldBod) | GoldBod controls artisanal gold buying and exports. Local refining and assay rules apply. Foreign buyers deal through GoldBod-licensed channels |
| DR Congo | CEEC, Ministry of Mines | CEEC assay and valuation, and an ICGLR certificate for eligible shipments. Check current security and sanctions risks |
| Tanzania | Mining Commission | Gold is traded through licensed mineral markets. An export permit and royalty payment are required |
| Kenya | State Department for Mining | A mineral dealer licence and an export permit are required. Royalty paid before export |
| Rwanda | Rwanda Mines, Petroleum and Gas Board (RMB) | Export licence and ICGLR certificate for designated minerals |
Rules change often in Africa’s gold sector. Always confirm the current list with the authority or your clearing agent before shipping.
In What Order Do You Get the Documents?
- Check the seller:company documents, licence and KYC file.
- Sign the sales contract:price basis, purity, quantity, Incoterm and payment terms.
- Assay and refinethe gold (where required), and receive the assay and refining certificates.
- Get the certificate of origin,plus the ICGLR certificate where it applies.
- Pay the royalties and levies,and get receipts.
- Apply for the export permit,with the documents above attached.
- Prepare the invoice and packing list.
- Lodge the customs declaration.The consignment is inspected and sealed.
- Book secure transportand insurance, and receive the air waybill.
- Send copies to the buyerand their bank, and to the receiving refinery or vault.
Never pay in full before you’ve seen the export permit and assay certificate. Our Incoterms for gold shipments guide explains when risk passes to you.
Documents the Buyer Needs on Arrival
The importing country has its own rules. Typically you’ll need:
- the commercial invoice, packing list and air waybill
- the assay certificateand bar list
- the certificate of origin, for customs and due diligence
- an import declaration(and an import licence, if required)
- due diligence records, if you’re in the EU or supply US-listed companies (see our conflict-free goldguide)
Refineries and vaults will also ask for the full document set before they accept the gold.
Common Mistakes That Hold Up Gold Shipments
- Weights don’t match:the invoice, packing list, assay and export permit show different weights.
- Wrong HS code,or doré declared as refined gold. Use the right subheading under 7108.
- Expired dealer licence.Many licences run for a calendar year.
- Missing levy or royalty receipts.
- The seller’s name differsbetween the licence, invoice and permit.
- No insurancefor the full value in transit.
- Documents sent only as photos,when originals or certified copies are required.
How to Spot Fake Gold Export Documents
- Verify the licence and permitdirectly with the issuing authority, not through contacts the seller gives you.
- Check the assay labis real and accredited, and contact it yourself.
- Watch for:spelling errors, wrong logos, no serial numbers, or documents dated before the gold was supposedly mined or refined.
- Be wary of sellerswho send documents only after an “upfront fee”.
- Be cautious of “diplomatic” or “consignment held at customs” stories.These are common scams.
More: how to avoid gold scams in Africa.
FAQs: Gold Export Documents
What documents are needed to export gold from Africa? Usually: – the seller’s licence and company documents – a certificate of origin, assay certificate and refining record, plus an ICGLR certificate where it applies – royalty receipts and an export permit – the invoice, packing list and customs declaration – the air waybill and insurance
Who issues a gold export permit? The national mining authority or gold board. Examples include the Directorate of Geological Survey and Mines in Uganda, GoldBod in Ghana, and the Mining Commission in Tanzania.
What HS code is used for gold exports? Heading 7108. Unwrought gold bars are usually 7108.12, and semi-manufactured gold is 7108.13. Check the national tariff for local subheadings.
Do I need an assay certificate to export gold? Yes. Almost every country requires one to confirm purity and weight, and to calculate royalties and levies.
Can I export gold without a licence? No. Exporting without a licence and permit is illegal, and the gold can be seized.
How long does it take to get gold export documents? It varies by country and shipment. Assay, refining and permits can take from a few days to several weeks. Plan ahead and work with a licensed exporter.
Does the buyer need documents too? Yes: import declarations, sometimes an import licence, and due diligence records for the destination country.
Export Gold With Complete Documents
Africa Gold Suppliers Ltd works with buyers who want legal, fully documented gold shipments. Before you pay, we’ll show you which documents come with your shipment and explain each step of the export process.
