Export Documentation In India

Export Documentation in India

National Institute of Agriculture Extension Management(MANA GE), Hyderabad, India

Export documentation is used to  keep shipment and delivery on schedule  to describe cargo  for customs clearance  to indicate the ownership of goods for collection purposes or in the event of dispute  to obtain payment.

 Incoterms

are standard, internationally recognized trade terms used in sales contracts to help traders in different countries understand one another.  Export documentation requirements often depends on the Incoterms used.

There are a number of documents, which have to be prepared by the exporter in order to arrange export of his consignments.

EXPORT DOCUMENTATION

Export Documents Commercial Documents Principal(8)

Auxiliary(7)

Regulatory Documents(7)

. The Commercial Invoice,

. Packing List

. Bill of Lading/Air Waybill

. Certificate of Inspection/Quality control

. Certificate of origin

. Bill of Exchange and

. Shipment Advice

. Insurance Certificate

1. Proforma Invoice 2. Intimation for inspection 3. Shipping instructions 4. Insurance Declaration 5. Application for certificate of origin. 6. Mate's Receipt 7. Letter to bank of collection/negotiation of documents

1. ARE Form ( for Central Excise) 2. Shipping Bill/Bill of Export(for Customs) - For export of goods Ex. Bond - For export of duty free goods - For export of dutiable goods - For export of goods under claim of drawback - For export of goods under claim of DEPB 3. Port Trust Copy of Shipping Bill/ Export Application/Dock Challan-Port 4. Vehicle ticket

-Port

5. Exchange Control Declaration/GR/PP forms-RBI 6. Freight Payment Certificate-Steamer Agents 7. Insurance Premium Payment Certificate- Insurance Co.

Document

Functions

Prepared by

Quotation An offer to sell goods and should state Exporter clearly the price, details of quality, quantity, trade terms, delivery terms, and payment terms. Sales Contract Exporter and An agreement between the buyer and Importer the seller stipulating every details of the transaction. It is a legally binding document. It is therefore advisable to seek legal advice before signing the contract.

Document

Functions

Prepared by

Pro Forma Invoice An invoice provided by a supplier prior Exporter to the shipment of merchandise, informing the buyer of the kinds and quantities of goods to be sent, their value, and importation specifications (weight, size and similar characteristics). Commercial Invoice Exporter It is a formal demand note for payment issued by the exporter to the importer for goods sold under a sales contract. It should give details of the goods sold, payment terms and trade terms. It is also used for the customs clearance of goods and sometimes for

Document

Functions

Packing List A list with detailed packing information of the goods shipped.

Prepared by Exporter

Inspection Certificate A report issued by an independent Inspection surveyor (inspection company) or the Company or exporter on the specifications of the Exporter shipment, including quality, quantity, and/or price, etc; required by certain buyer and countries.

Document

Functions

Prepared by

Insurance An insurance policy is an insurance Insurer or Policy/ document evidencing insurance has Insurance Certificate been taken out on the goods shipped, Agent or and it gives full details of the Insurance insurance coverage. An insurance Broker certificate certifies that the shipment has been insured under a given open policy and is to cover loss of or damage to the cargo while in transit. Product Accredited Testing A certificate to certify the products Laboratories Certificate are conformed to a certain international/national technical standard, such as product quality,

Document Health Certificate

Functions

Prepared by

Document issued by the competent country Exporter / when agricultural or food products are being Inspection exported, to certify that they comply with the Authority relevant legislation in the exporter's country and were in good condition at time of inspection, prior to shipment and fit for human consumption. Frequently an international requirement that any consignment of plants or planting materials importing into a country shall be accompanied by a Exporter/ Phytosanita Authority ry Certificate Phytosanitary Certificate issued by the exporting country stating that the consignment is found substantially free from diseases and pests and conforms with the current phytosanitary regulations of the

Document

Functions

Prepared by

Fumigatio A pest control certificate issued to certify Exporter or n that the concerned products have been Inspection Certificate undergone the quarantine and preCompany shipment fumigation by the approved fumigation service providers. It is mainly required by the US, Canada, Australia, New Zealand and UK's customs on solid wood packing material. Exporter/ ATA An international customs document used Authority Carnet to obtain a duty-free temporary admission for goods such as exhibits for international trade fairs, samples and professional equipment, into the countries that are signatories to the ATA

Document Consular Invoice

Functions

Prepared by

A document required by some foreign Exporter countries, showing shipment information such as consignor, consignee, and value description, etc. Certified by a consular official of the importing country stationed in the foreign country, it is used by the country's customs officials to verify the value, quantity and nature of the shipment. Required for countries like •Kenya •Uganda •Australia •Fiji etc

Document

Functions

Prepared by

Dock Receipt D/R or Mate's Receipt

A receipt to confirm the receipt of cargo Shipping on warehouse pending shipment. The Company dock receipt is used as documentation to prepare a bill of lading. It has no legal role regarding processing financial settlement.

Bill of Lading (B/L)

An evidence of contract between the shipper of the goods and the carrier. The Shipping customer usually needs the original as Company proof of ownership to take possession of the goods. Two types • Straight bill(non-negotiable) • Shipper’s order bill(negotiable)

Document

Functions

Air Waybill A kind of waybill used for the carriage (AWB) of goods by air. This serves as a receipt of goods for delivery and states the condition of carriage but is not a title document or transferable/ negotiable instrument. Packing List

Prepared by Airline

A list providing information needed for transportation purpose, such as details Shipper of invoice, buyer, consignee, country of origin, vessel/flight date, port/airport of loading, port/airport of discharge, place of delivery, shipping marks / container number, weight / volume of merchandise and the fullest details of the goods,

AFTER SHIPMENT, SUBMIT DOCUMENTS TO BANK FOR REALISING EXPORT PROCEEDS

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Export documentation is subject to frequent change and amendment, and requirements vary from country to country. For accurate, up to date information, contact the  International Chamber of Commerce  International Trade Association  Trade Information Center  Export Assistance Centers  An embassy  Consulate of the country to which you’re exporting goods. Freight forwarders usually offer assistance with packing and documentation along with their services for physical transportation of goods. You may also wish to consult a professional export counselor.

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