Banking, logistics & trade

Import & Export Stamp Maker

Make the stamps an exporter puts on its trade documents and cartons: a company stamp with registration and tax numbers for invoices and packing lists, ORIGINAL and COPY marks, carton shipping marks, and a RECEIVED stamp for incoming papers.

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Trade paperwork travels in sets: commercial invoice, packing list, bill of lading or air waybill, certificate of origin, insurance certificate. On the documents an exporter issues itself, buyers and banks in many Gulf, Asian and African markets expect the company stamp next to the signature, carrying the legal name and the registration or tax number. Cartons carry shipping marks that let the warehouse at the other end match each box to the paperwork without opening it. Incoming originals, from courier envelopes to bank documents, get a RECEIVED stamp with a date.

This import export stamp maker opens a round exporter's company stamp in the editor above. Replace the sample name, legal form and city with your registered details, add the registration or VAT number, and switch to a received stamp or another company layout from the templates below. The online stamp maker exports a proof to check against your trade license and a vector file for the stamp vendor, and an Arabic, French or Chinese line can go on its own layer.

Keep one boundary in mind. Your stamp identifies your company on documents you issue. Certificates of origin, customs endorsements, phytosanitary certificates and consular legalizations are stamped by the chamber, customs office, ministry or embassy that issues them, and those stamps are never yours to reproduce.

Stamps on export and import paperwork

Most of these sit on documents the exporter issues itself; the shipping marks go on the cartons those documents describe.

Company stamp with registration and tax numbers
NORTH CAPE TRADING LLC · C.R. 1234567 · TRN 100123456700003 · DUBAI, U.A.E.
On commercial invoices, packing lists and quotations beside the authorized signature. The legal name must match the invoice header and the trade license exactly.
Authorized signatory stamp
For and on behalf of NORTH CAPE TRADING LLC · Authorized Signatory
Above or below the signature on contracts, documents presented under a letter of credit and bank forms, showing that the signer acts for the company.
ORIGINAL and COPY marks
ORIGINAL · DUPLICATE · TRIPLICATE · COPY
One stamp per word, to tell the documents in a set apart. Under UCP 600, the rules most letters of credit follow, a bank treats a document as original when it bears an apparently original signature, mark, stamp or label of its issuer.
Main shipping mark
ALMA FOODS · JEBEL ALI · PO 7781 · C/NO. ___ OF 48 · MADE IN KENYA
Stamped or stenciled on at least two sides of every carton. The same mark is typed on the invoice and packing list so the receiver can match boxes to documents.
Side mark
G.W. ___ KG · N.W. ___ KG · MEAS. 60 × 40 × 35 CM
Weights and dimensions on a side panel, filled in by hand for each carton. Freight forwarders use them to check the shipment against the packing list.
Documents received
RECEIVED · Date ______ · B/L ☐ Invoice ☐ Packing list ☐ · By ______
For originals arriving from couriers, banks and suppliers. Ticking what came in shows at once when a set is incomplete and the vessel is due.

Import and export stamp templates

The template you pick loads into the editor above. The company names, countries and numbers are samples only, so type your own registered name and numbers over every one of them.

Circle stamp · 38 mm
Custom Round Rubber Stamp
Round exporter stamp with city, country and legal form lines, a good fit when your registered form, such as SA de CV, must appear in full.
Template details
Circle stamp · 38 mm
Lukka Food Export Company Stamp
Two-line round stamp with the company name and a signatory title such as CEO or Director, for signing invoices and contracts.
Template details
Circle stamp · 38 mm
Ghana England Trade Company Seal
Trade-company seal with a registration number field and a two-country line, for firms registered in one country and trading with another.
Template details
Circle stamp · 38 mm
USA Trading License Company Seal
General trading layout with a license number field, matching the way Gulf trade licenses present the company name and license number.
Template details
Stamp size · 38 mm
Trade Company Stamp
Decorative frame with founding year, initials and city, suited to an established trading house that wants its stamp recognized at a glance.
Template details
Rectangle stamp · 47x21 mm
Received Stamp Signature and Date
Rectangular RECEIVED block with signature and date lines for logging incoming originals, bank documents and courier envelopes.
Template details

How to make an export company stamp

1
Copy the registered details
Take the legal name, registration number and tax or VAT number from your trade license or company register extract, letter for letter. Your invoice header should use the same spelling.
2
Choose round or rectangular
A round 38–42 mm stamp suits the company stamp; rectangles suit RECEIVED and ORIGINAL marks; larger plates or stencils suit cartons.
3
Give each script its own layer
Put the legal name around the edge and the numbers in the center. For bilingual stamps, give each language its own text layer and have the second script checked by someone who reads it.
4
Compare against a real document
Print the proof at full size on a sample invoice next to your signature. Check every digit against the license, then export the files and keep the approved proof with your company records.

Size, ink and files for trade documents

Size: Company stamps are usually 38–42 mm round, and ORIGINAL or COPY marks fit 47 × 18 mm. Carton marks are often rectangles of around 100 × 70 mm, or stencils for very large boxes. The corporate stamp templates show more round layouts.
Ink color: Blue for stamps on documents, so an original stands apart from a photocopy. Black, water-resistant ink for cartons, which may sit in humid containers for weeks.
Readability: Registration and tax numbers should be at least 2 mm high, because bank and customs staff compare them digit by digit. Carton marks need capitals of 8 mm or more to be read inside a dim container.
Bilingual layout: In the Gulf, Arabic and English on the same stamp is common, with Arabic on top or on the right. Arabic letters need a little more height than Latin ones, so give that line extra space.
Files: Send the PNG proof to your forwarder or bank if they ask to see the stamp before shipment, and the SVG to the vendor. The PNG and SVG stamp downloads are described on the pricing page.

Official stamps you must not copy

Certificates of origin are issued or certified by a chamber of commerce or another authorized body, customs endorsements by the customs authority, phytosanitary certificates by the national plant protection organization, and legalizations by ministries and embassies. Each applies its own stamp. Never create, imitate or reuse those stamps, and never add a mark suggesting that an authority has seen a document when it has not.

Your company stamp supports your own declarations, such as the exporter's signature on a certificate of origin application. It does not certify origin, value or quality by itself. Origin marks such as MADE IN on cartons must be true; false origin marking can lead to seizure and penalties.

Whether a stamp is required at all varies by country, buyer, bank and consulate. Check the letter of credit terms and the importer's instructions before you ship.

Import and export stamp questions

Does a commercial invoice need a company stamp?

Many countries' invoicing rules do not ask for one, but buyers, banks and consulates in many Gulf, Asian and African markets expect it next to the signature, and some letters of credit call for a signed and stamped invoice. When the credit or the importer says so, the stamp becomes a condition of payment, so follow the exact wording.

What should shipping marks on cartons include?

Usually the consignee's name or abbreviation, the destination port, the order or contract number, the carton number out of the total, and the country of origin. Weights and dimensions go on a side mark. Use exactly the same marks on the invoice and packing list, and follow any marking instructions in the letter of credit.

Can I stamp my own certificate of origin?

You sign and stamp the exporter's declaration on the application, but the certificate itself is issued or certified by the chamber of commerce or other body your country designates, which adds its own stamp. For preferential origin, some trade agreements let registered exporters make an origin statement on the invoice instead; use that scheme's exact wording.

Should the VAT or tax number be on the stamp?

The invoice itself must show whatever numbers your tax rules require, so the stamp is extra. Adding the tax number is common in the Gulf states that charge VAT, where it appears on most business documents. Leave it off if you trade under several registrations, so that one stamp never shows the wrong number.

How do I mark originals and copies in a document set?

Stamp ORIGINAL on the signed originals and COPY on the rest, or number extra originals DUPLICATE and TRIPLICATE if the buyer asks. Keep the stamp clear of printed text and of the signature so a bank examiner can read both. If a credit asks for a set number of originals, count them before the courier leaves.