Required Documents for Shipping a Car from the USA to South Africa

When I first looked into shipping a car from the U.S. to South Africa, I thought the biggest hurdle would be the cost. Spoiler: it wasn’t. The real challenge was the paperwork. Honestly, nothing prepares you for just how many documents are required—some of which you wouldn’t think twice about until an official politely (or sometimes not so politely) points out that you’re missing one.

If you’re considering sending your vehicle across the Atlantic, the paperwork may feel like a bureaucratic labyrinth. But once you understand what’s needed and why, the process starts to look less like a headache and more like a series of manageable steps. Let’s unpack the required documents for shipping a car from the USA to South Africa—with a few stories and lessons I wish someone had told me earlier.

Why the Paperwork Matters More Than the Ship

It’s tempting to think that once your car is loaded on a vessel, you’re halfway there. Not true. Without the right paperwork, your car might not even make it onto the ship, let alone get released in South Africa. Shipping companies, port authorities, and customs officers on both ends all want assurances: proof of ownership, proof of value, proof that you’re not smuggling stolen property.

Think of the documents as your car’s passport, visa, and family photo album rolled into one. They tell the story of who owns it, where it’s coming from, and whether it’s even allowed to enter South Africa.

The Must-Have Documents (and Why They Matter)
1. Original Vehicle Title

This is the single most important piece of paper. The U.S. Customs and Border Protection (CBP) won’t allow your car to leave the country without the original title in hand. No title, no shipping—it’s that simple.

When I first handed mine in, I didn’t realize CBP often requires the title to be submitted at least 72 hours before export. A friend of mine found out the hard way when his car missed its sailing date because the title was submitted late. That mistake cost him not just time, but also storage fees at the port.

In some cases, if you financed your car and the bank still holds the lien, you’ll need a notarized lien release letter. Banks don’t love letting go of their collateral, so getting that letter can take weeks. Don’t wait until the last minute.

2. Bill of Sale or Purchase Invoice

South African authorities want proof of how much you paid for the car. This isn’t just about curiosity—it directly affects the import duties and VAT you’ll be charged on arrival.

If you bought the car second-hand from a private seller, make sure the bill of sale is clear, signed, and dated. Handwritten bills are accepted, but they should include the seller’s and buyer’s details, vehicle information, and sale amount. One of my readers once emailed me after customs in Durban questioned his invoice because it looked “too clean”—apparently printed in fancy font without signatures. The car sat in customs for weeks until he re-submitted a more “authentic” looking bill. Lesson: simple and clear beats fancy.

3. Photo Identification (Passport and Driver’s License)

Your passport (valid for at least six months) is a must, both for U.S. export and South African import. A driver’s license is often requested as supplementary ID.

This may sound obvious, but make sure the passport name matches the name on the vehicle title and bill of sale. A cousin of mine once tried to ship his dad’s old pickup in his own name—cue the confusion. Customs is suspicious of mismatched names, and rightly so. If someone other than the owner is handling the shipment, you’ll need an original notarized power of attorney authorizing the shipping agent.

4. Shipping Bill of Lading (BOL)

Think of the Bill of Lading as the receipt for your car’s international journey. Issued by the shipping line, it includes details of the vehicle, ports of departure and arrival, and the consignee (that’s you, the receiver).

Without the BOL, your car won’t be released in South Africa. It’s a bit like showing up at the airport baggage claim without your luggage tag. No proof, no car.

5. EPA and DOT Compliance (U.S. Side)

Now, here’s where things get tricky. The U.S. Environmental Protection Agency (EPA) and Department of Transportation (DOT) both require forms for vehicle exports. The EPA Form 3520-1 and DOT Form HS-7 confirm that your vehicle complies with U.S. regulations—or explain why it’s exempt.

In practice, many cars leaving the U.S. are exempt because they’re headed overseas permanently. But skipping these forms may cause delays at the port. Shipping agents often handle them, but it’s worth checking that they’re filed properly.

6. Import Permit from South Africa (ITAC Permit)

This is where the South African side steps in. The International Trade Administration Commission (ITAC) requires a permit for importing used vehicles. Without it, your car might sit at the dock indefinitely or, worse, get refused entry.

Permits are usually issued only for specific cases—like South African residents returning home, immigrants with permanent residency, or vehicles for special purposes (e.g., vintage cars, racing cars). Randomly importing just any used car “to resell” is often not approved.

It may sound restrictive, and honestly, it is. South Africa has protective policies designed to support local car manufacturers and dealers.

7. Import Duties and SARS Documentation

On arrival, the South African Revenue Service (SARS) steps in. You’ll need documents showing the car’s value (bill of sale, valuation report) to calculate duties, VAT, and ad valorem tax (a luxury tax applied to higher-value cars).

If you’ve ever wondered why a second-hand Toyota costs more in Johannesburg than in New Jersey, this is part of the answer. Taxes can easily add 30–40% to the cost of your car.

8. Clearance Documents from U.S. Customs

Before your car leaves, U.S. Customs will stamp and clear the title. This clearance document travels with your shipment. Without it, South African authorities won’t trust that the vehicle was legally exported.

9. Insurance Certificate

Not mandatory in all cases, but highly recommended. Shipping lines offer marine insurance that covers damage or loss during the voyage. Personally, I wouldn’t risk sending a $20,000 asset across the ocean without coverage. One client I worked with skipped insurance to “save money,” only to have his SUV arrive with a giant scrape across the side panel. The repair bill ended up costing more than the insurance premium would have.

Documents That Often Catch People Off Guard

Beyond the essentials, there are a few documents that regularly trip up first-time shippers:

Power of Attorney (if you’re not handling the shipment yourself)

Residency or immigration documents (if applying for import permit under special conditions)

Original shipping instructions from your freight forwarder

Police clearance certificates in some cases, especially for older or classic vehicles

These aren’t always needed, but when they are, missing them can cause frustrating delays.

A Step-by-Step Story: How the Paperwork Actually Plays Out

To give you a sense of how the process unfolds, let me tell you about when I helped a friend ship his Ford F-150 from Houston to Cape Town.

First, we submitted the vehicle title to U.S. Customs three days before sailing. Then we scrambled to get the lien release letter from his bank (which took longer than expected—banks move at their own pace). Once the car was cleared for export, the shipping line issued the Bill of Lading.

Meanwhile, on the South African side, we had to secure the ITAC permit. That took almost a month because his residency documents weren’t updated. Customs in Cape Town wasn’t shy about pointing out the delay either—storage fees at the port started piling up daily.

When the truck finally arrived, SARS hit us with duties and VAT that added almost 35% to the cost. Painful, yes, but expected. What we didn’t expect was a minor spelling error on the Bill of Lading—his surname was off by one letter. That tiny mistake held up clearance for nearly a week. Moral of the story: check every line of your documents, even the “boring” parts.

Common Mistakes (and How to Avoid Them)

Submitting photocopies instead of originals – Customs hates copies. Originals are king.

Ignoring deadlines – U.S. Customs’ 72-hour rule for titles is not flexible.

Mismatch of names – Everything needs to line up: passport, title, bill of sale, permit.

Assuming all cars are eligible – Many aren’t, unless you qualify under specific import categories.

Forgetting about translations – If any document isn’t in English, it usually needs a certified translation.

Final Thoughts: Paperwork Is the True Journey

People often focus on shipping routes, container vs. roll-on/roll-off, or port fees. But honestly, the paperwork is where the real journey lies. Each document is a piece of a larger puzzle—miss one, and the entire process can stall.

Yes, it may feel tedious. At times, it borders on absurd (why three different offices need three copies of the same paper, I’ll never know). But if you prepare the documents early, check for accuracy, and work with a freight forwarder who knows South Africa’s quirks, the process becomes manageable.

When I think back to that first car I helped ship, I remember the stress of missing documents more vividly than the car itself. If you’re planning to ship, do yourself a favor: create a checklist, double-check it, and then—because Murphy’s Law loves international shipping—triple-check it.

After all, your car can’t cross the ocean without its “paper passport.”

Published on: Sep 11, 2025

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