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There are a number of documents, which have to be prepared by the exporter in order to arrange export of his consignments. hese documents can be mainly classified into two i.e. a) Commercial Documents and
b) Regulatory Documents
EXPORT DOCUMENTATION Export Documents Commercial Documents Principal Auxiliary Regulatory Documents .
Packing List 3. The eight principal documents are 1. Certificate of Inspection/Quality control 5. eight are principal and the rest are auxiliary. Shipment Advice 8. Certificate of origin 6. The Commercial Invoice.EXPORT DOCUMENTATION Out of the 15 commercial documents. Bill of Exchange and 7. Insurance Certificate . Bill of Lading/Air Waybill 4. 2.
Intimation for inspection 3. 6.EXPORT DOCUMENTATION The seven auxiliary documents are 1. Letter to bank of . Shipping instructions 4. Insurance Declaration 5. Proforma Invoice 2. Mate's Receipt 7. Application for certificate of origin.
For export of goods under claim of .For export of duty free goods . Bond .For export of dutiable goods . Shipping Bill/Bill of Export (for Customs) .EXPORT DOCUMENTATION Regulatory Documents There are seven regulatory documents associated with the pre-shipment stage of the export transaction. ARE Form ( for Central Excise) 2. They are: 1.For export of goods Ex.
EXPORT DOCUMENTATION 3. Insurance Premium Payment Certificate Port 4. Freight Payment Certificate Steamer Agents 7. Exchange Control Declaration/GR/PP forms RBI 6. Vehicle ticket . Port Trust Copy of Shipping Bill/ Export Application/Dock Challan Port 5.
Commercial Documents Documen t Functions Prepared by Quotatio An offer to sell goods and n should state clearly the price. Exporter Exporter An agreement between the Sales buyer and the seller stipulating and Contract every details of the transaction. . trade terms. details of quality. quantity. and payment terms. Importer It is a legally binding document. delivery terms. It is therefore advisable to seek legal advice before signing the contract.
Commercial Documents Documen t Pro Forma Invoice Functions Prepared by An invoice provided by a supplier prior Exporter to the shipment of merchandise. payment terms and trade terms. Exporter . their value. Commerc It is a formal demand note for payment issued by the exporter to the ial importer for goods sold under a sales Invoice contract. It is also used for the customs clearance of goods and sometimes for foreign exchange purpose by the importer. and importation specifications (weight. size and similar characteristics). It should give details of the goods sold. informing the buyer of the kinds and quantities of goods to be sent.
and/or price. A report issued by an Inspectio independent surveyor Inspection n Company or (inspection company) or Certificat Exporter the exporter on the e specifications of the shipment. required by certain buyer and . quantity.Commercial Documents Document Packing List Functions Prepared by A list with detailed packing Exporter information of the goods shipped. etc. including quality.
etc. Insurance Broker Product Testing Certificat e Accredited Laboratori es .Commercial Documents Document Functions Prepared by Insurance An insurance policy is an insurance Insurer or document evidencing insurance has Policy/ been taken out on the goods shipped. 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. such as product quality. A certificate to certify the products are conformed to a certain international/national technical standard. safety and specifications. Insurance Certificat and it gives full details of the Agent or e insurance coverage.
to certify that they comply with the relevant legislation in the exporter's country and were in good condition at time of inspection. prior to shipment and fit for human consumption. Phytosanit Frequently an international requirement that any consignment of plants or ary Certificate planting materials importing into a country shall be accompanied by a 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 Exporter/ Authority .Commercial Documents Document Functions Prepared by Exporter / Inspection Authority Health Document issued by the competent Certificate country when agricultural or food products are being exported.
Canada. samples and professional equipment.Commercial Documents 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. Australia. New Zealand and UK's customs on solid wood packing material. into the countries that are signatories to the ATA Convention. An international customs document used Exporter/ Authority to obtain a duty-free temporary ATA admission for goods such as exhibits for Carnet international trade fairs.
quantity and nature of the shipment. and value description. it is used by the country's customs officials to verify the value. Exporter .Commercial Documents Document Functions Prepared by Consular A document required by some Invoice foreign countries. Certified by a consular official of the importing country stationed in the foreign country. showing shipment information such as consignor. etc. consignee.
Bill of Lading (B/L) . It has no legal role regarding processing financial settlement. An evidence of contract between Shipping the shipper of the goods and the Company carrier. The customer usually needs the original as proof of ownership to take possession of the goods.Transport Documents Document Functions Prepared by Dock Receipt D/R or Mate's Receipt A receipt to confirm the receipt of Shipping cargo on quay/warehouse pendingCompany shipment. The dock receipt is used as documentation to prepare a bill of lading.
shipping marks / container number. . weight / volume of merchandise and the fullest details of the goods. buyer. consignee. including packing information. place of delivery. such as details of invoice. port/airport of discharge. port/airport of loading. This (AWB) serves as a receipt of goods for Airline delivery and states the condition of carriage but is not a title document or transferable/ Shipper Packing negotiable instrument. vessel/flight date. country of origin.Transport Documents Document Functions Prepared by A kind of waybill used for the Air Waybill carriage of goods by air. List A list providing information needed for transportation purpose.
Importer An unconditional written order. .Financial Documents Document Functions Prepared by Issuing Bank Documen A bank instrument began (issuing or opening bank). in Exporter Bill of Exchange which the importer addressed to (B/E) or and required by the exporter to pay on demand or at a future Draft date a certain amount of money to the order of a person or bearer. evidencing the bank's application Credit undertaking to the seller to pay a certainmade by the sum of money provided that specific requirements set out in the D/C are satisfied. at the request of the upon an tary buyer.
AFTER SHIPMENT. SUBMIT DOCUMENTS TO BANK FOR REALISING EXPORT PROCEEDS .
Doct with Rights. Contract Information Shipping Advice Insurance Policy Document Arrival Notice IMPORTER (Consignee) Printed Copies of B/L.EXPORT CUSTOM Flow Chart of Documents = Trade Chain CARRIER Dock Receipt Loading Office ( B/L Draft) Shipment Information Document with Original B/L Shipment Information Document (Copy) Export Application + Printed Copy of Invoice for Custom CARRIER Discharging Office Vessel Arrival Notice Request of Delivery Order = Surrender Printed Copy of B/L for Custom clearance (when required) FORWARDER Shipping Instruction Invoice for Custom Packing List Insurance Application INSURANCE Co. Invoice & Packing List FORWARDER Negotiation BANK <Payment> Collecting BANK <Payment> Import Application + Printed Copies of B/L & Invoice for Custom IMPORT CUSTOM . Invoice & Packing List <Payment> Shipment Information Doct with Rights. Invoice for Custom Clearance EXPORTER (Shipper) Application for Negotiation Shipment Information Doct with Rights Invoice & Packing List Covering letter Shipment Info.
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