Key Documentation for Importing Oil & Gas Equipment into Colombia

Commercial Invoice
A detailed invoice outlining the transaction, including buyer/seller information, a full description of the oil and gas equipment, quantities, and declared value in the relevant currency (typically USD or COP).

Bill of Lading (BOL)
A legal transport document between the shipper and carrier specifying the type, quantity, and final destination of the oilfield equipment, required for port entry and customs clearance.

Packing List
An itemized list of all cargo, including equipment descriptions, packaging details, dimensions, and gross/net weights — essential for Colombian customs clearance (DIAN).

Certificate of Origin
Certifies the country of manufacture. This may be necessary to apply for preferential tariffs under Colombia’s trade agreements, such as those under the Andean Community (CAN), US-Colombia TPA, or MERCOSUR.

Import License (if applicable)
Certain oil and gas machinery (e.g., pressurized equipment, electrical generators, or units with environmental impact) may require prior licensing through the Ministry of Commerce, Industry and Tourism (MinCIT) or other applicable bodies.

Customs Declaration (Declaración de Importación)
Formal submission of the customs entry to DIAN (Dirección de Impuestos y Aduanas Nacionales), detailing classification, origin, value, and applicable duties. Must be processed through Colombia’s VUCE system (Ventanilla Única de Comercio Exterior).

Technical Documentation
Include product manuals, engineering drawings, safety certifications, technical sheets — necessary for INMETRO/ICONTEC recognition, and inspection by Colombian authorities.

Insurance Certificate
Proof of insurance covering the cargo during international transport (maritime, air, or overland), mandatory for securing high-value oilfield equipment during transit.

Harmonized System (HS) Codes
Correct HS codes (with Colombia’s specific sub-classifications) are crucial for accurate duties, VAT, and regulatory assessment. Colombia uses the NANDINA and DIAN Tariff databases for code validation.

Pro-forma Invoice
Used in advance of shipment for quoting, budgeting, and preliminary customs validation. Often required to initiate approval processes or financing.

Environmental and Safety Certifications
Demonstrates compliance with Colombian environmental standards — particularly important for drilling equipment, gas compressors, and generators. May be reviewed by ANLA (Autoridad Nacional de Licencias Ambientales) and UPME (Unidad de Planeación Minero Energética).

Letter of Credit or Payment Terms Agreement
Outlines the payment terms between buyer and seller. Often required for banking documentation, L/C issuance, and foreign exchange control.

Import Duties and Taxes Payment
Proof of payment for applicable import duties, 19% VAT, and any industry-specific levies. May vary based on item classification and trade agreement eligibility.

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Compliance and Regulatory Requirements for Oil & Gas Equipment Imports into Colombia

Registration with Colombian Customs (DIAN)
Importers must be registered with DIAN and hold a valid RUT (Registro Único Tributario). This includes declaring importer activities and tax obligations under Colombian law.

Compliance with Colombian Technical Standards
All oil and gas equipment must comply with Colombian technical regulations set by ICONTEC (Colombian Institute of Technical Standards), and where applicable, meet the certification requirements of ONAC (National Accreditation Body of Colombia).

Coordination with Relevant Energy & Environmental Authorities
For regulated oil & gas equipment (e.g., drilling, refining, combustion), coordinate with:

• ANH (Agencia Nacional de Hidrocarburos)

• UPME (Unidad de Planeación Minero Energética)

• ANLA (Autoridad Nacional de Licencias Ambientales)

Engage with a Licensed Customs Broker (Agente de Aduanas)
Due to regulatory complexity, it is highly recommended to work with a certified Agente de Aduanas familiar with Colombia’s energy and industrial sectors to streamline import permits, DIAN procedures, and ensure legal compliance.

Commercial Invoice (for Oil & Gas Equipment) – Colombia

Exporter Information

• Name and Address: Full legal name and registered address of the oilfield equipment supplier/exporter.

• Contact Details: Phone number, email, and fax (if applicable).

Importer Information

• Name and Address: Legal name and registered location of the oil & gas company or buyer in Colombia.

• Contact Details: Email and phone for local coordination.

Invoice Number and Date

• Invoice Number: Unique reference number for tracking and recordkeeping.

• Date of Issue: Date the invoice was generated.

Purchase Order Number

• Reference Number: Buyer’s purchase order number, if issued, for internal tracking.

Description of Goods

• Detailed Description: Include part numbers, model numbers, serial numbers, pressure ratings, power specifications, and oil & gas application (e.g., drilling, refining, gas compression).

• HS Codes: Accurate Harmonized System codes (e.g., 8431.43 for drilling equipment parts), validated against DIAN’s Tariff Database.

Quantity and Unit of Measure

• Quantity: Number of units per item.

• Unit: E.g., units, kilograms, meters, barrels.

Unit Price and Total Price

• Unit Price: Per-unit cost.

• Total Price: Total per line item and overall invoice total.

Currency

• Type: USD, EUR, or COP — clearly specified.

Terms of Sale (Incoterms)

• Example: CIF Cartagena, FOB Houston — defining responsibility for costs and risk transfer.

Shipping and Delivery Info

• Port of Loading/Destination: E.g., Houston → Cartagena, or Vancouver → Buenaventura.

• Estimated Shipping Date: Anticipated departure date.

Payment Terms

• Method: Letter of Credit (L/C), Telegraphic Transfer (TT), Net-30, etc.

Signature

• Authorized Representative: Signature and printed name of the exporter’s representative.

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Bill of Lading (BOL) for Oil & Gas Equipment – Colombia

Shipper Information

• Full name and address of exporter or freight forwarder.

Consignee Information

• Legal name and address of the Colombian buyer or their customs agent.

Carrier Information

• Name: Shipping line or logistics provider.

• Vessel Details: Include vessel name and voyage number.

Description of Goods

• Use specific terms like “mud pumps,” “subsea manifolds,” “gas turbines,” “compressors,” etc., consistent with the commercial invoice.

Gross Weight and Dimensions

• Exact total weight and dimensions (CBM) per cargo unit.

Freight Charges

• Terms: Indicate prepaid or collect, and who is financially responsible.

BOL Number

• Unique tracking reference.

Date of Shipment

• Date equipment was loaded onboard.

Terms and Conditions

• Mention standard shipping conventions (e.g., Hague-Visby Rules, CMR, etc.) and liability clauses.

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Packing List (Specific to Oil & Gas Equipment)

Exporter and Consignee

• Complete contact details aligned with the invoice and BOL.

Shipment Details

• Invoice Number and BOL Reference

• Shipment Date

Itemized Contents

• Technical descriptions, part numbers, intended use

• Packaging form: crates, skids, drums, custom-built steel containers

Package Identification

• Markings: e.g., SKID 1/4, BOX A — consistent across documents

Total Weight and Volume

• Gross and net weights

• Cubic meters (CBM) for all packages

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Certificate of Origin (Oil & Gas Equipment – Colombia)

Exporter and Consignee

• Contact details of both exporter and Colombian importer.

Goods Description

• Product names, HS codes, and industrial use (e.g., offshore drilling, LNG compression).

Origin Criterion

• Statement confirming origin (e.g., “Manufactured in the United States”).

Certification

• Signature and official stamp from a Chamber of Commerce or Trade Association.

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Key Considerations for Oil & Gas Imports into Colombia

Technical Accuracy

• Ensure item descriptions match engineering specs and manuals — especially for customs classification and technical reviews.

Regulatory Compliance
Imported machinery may be subject to compliance with Colombian authorities such as:

• ANH (Agencia Nacional de Hidrocarburos – National Hydrocarbons Agency)

• UPME (Unidad de Planeación Minero Energética)

• ANLA (Autoridad Nacional de Licencias Ambientales)

• ICONTEC for technical norms and ONAC for accredited certifications.

Language Requirements

• Spanish documentation may be required for customs declarations, technical manuals, and safety data sheets.

Work with Experts

• Collaborate with a certified Agente de Aduanas experienced in the Colombian oil and gas sector to handle import permits, VAT, HS codes, and DIAN (Colombian Customs) procedures efficiently.