Export Documentation in India

National Institute of Agriculture Extension Management(MANAGE), 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. Export documentation requirements often depends on the Incoterms used. . internationally recognized trade terms used in sales contracts to help traders in different countries understand one another.

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. Insurance Certificate . 2. Packing List 3. Shipment Advice 8. Bill of Exchange and 7. Certificate of origin 6. Certificate of Inspection/Quality control 5. Bill of Lading/Air Waybill 4.1.

Proforma Invoice 2. Letter to bank of collection/negotiation of documents . Insurance Declaration 5. Mate's Receipt 7. Shipping instructions 4. 6. Application for certificate of origin. Intimation for inspection 3.1.

Port Trust Copy of Shipping Bill/ Export Application/Dock Challan-Port 4.1.For export of dutiable goods . . Vehicle ticket -Port 5.For export of duty free goods . Exchange Control Declaration/GR/PP forms-RBI 6. Freight Payment Certificate-Steamer Agents 7.For export of goods Ex.Insurance Co. ARE Form ( for Central Excise) 2. Insurance Premium Payment Certificate. Bond . Shipping Bill/Bill of Export(for Customs) .For export of goods under claim of drawback -For export of goods under claim of DEPB 3.

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

. size and similar characteristics). It should give details of the goods sold. It is also used for the customs clearance of goods and sometimes for foreign exchange purpose by the importer. Prepared by Exporter 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.Document Pro Forma Invoice Functions An invoice provided by a supplier prior to the shipment of merchandise. and importation specifications (weight. their value. informing the buyer of the kinds and quantities of goods to be sent. payment terms and trade terms.

quantity. and/or price. Inspection Company or Exporter . including quality. etc. Exporter Inspection Certificate A report issued by an independent surveyor (inspection company) or the exporter on the specifications of the shipment.Document Functions Prepared by Packing List A list with detailed packing information of the goods shipped. required by certain buyer and countries.

etc. An insurance 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. A certificate to certify the products are conformed to a certain international/national technical standard. such as product quality. safety and specifications. and it gives full details of the insurance coverage.Document Insurance Policy/ Certificate Functions An insurance policy is an insurance document evidencing insurance has been taken out on the goods shipped. Prepared by Insurer or Insurance Agent or Insurance Broker Product Testing Certificate Accredited Laboratories .

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

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

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

It has no legal role regarding processing financial settlement. The dock receipt is used as documentation to prepare a bill of lading. Two types • Straight bill(non-negotiable) • Shipper’s order bill(negotiable) Prepared by Shipping Company Bill of Lading (B/L) Shipping Company . An evidence of contract between the shipper of the goods and the carrier. The customer usually needs the original as proof of ownership to take possession of the goods.Document Dock Receipt D/R or Mate's Receipt Functions A receipt to confirm the receipt of cargo on warehouse pending shipment.

vessel/flight date. shipping marks / container number. Prepared by Airline Packing List A list providing information needed for transportation purpose. including packing information. weight / volume of merchandise and the fullest details of the goods. buyer. country of origin. place of delivery. port/airport of loading. 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. Shipper .Document Air Waybill (AWB) Functions A kind of waybill used for the carriage of goods by air. such as details of invoice. port/airport of discharge. consignee.


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.   Export documentation is subject to frequent change and amendment. You may also wish to consult a professional export counselor. and requirements vary from country to country. . up to date information. For accurate.





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