A STUDY “ON CUSTOM HOUSING AGENTS DEPARTMENT

WITH REFERENCE TO SEA HAWK LINES PRIVATE

LIMITED”, CHENNAI.
Internship Report submitted

In partial fulfilment of the requirements for the award of the degree

MASTER OF BUSINESS ADMINISTRATION

Submitted by

MAHMOOD ALI. Y.J

REG NO: 712100334.

UNDER THE GUIDANCE OF

A. KHADEEJA BILQUEES (MBA, PHD)

ASSITANT PROFESSOR

MEASI INSTITUTE OF MANAGEMENT

(Approved by AICTE & Affiliated to University of
Madras)
#147, Peters Road, Royapettah, Chennai - 600 014.
September - 2022

1
 MEASI INSTITUTE OF MANAGEMENT
(Approved by AICTE & Affiliated to University of
Madras)
#147, Peters Road, Royapettah, Chennai - 600 014.

BONAFIDE CERTIFICATE
This is to certify that the internship report titled A STUDY ON CUSTOM HOUSING
AGENTS DEPARTMENT WITH REFERENCE TO SEA HAWK LINES PVT LTD
submitted by MAHMOOD ALI Y.J (REG NO: 712100334.) in partial fulfillment of the
requirements of the Post Graduate Degree course in MASTER OF BUSINESS
ADMINISTRATION (M.B.A) for the year 2021-2023 is the original work of the above
candidate.

Guide Name
Designation

PROJECT GUIDE
&
INTERNAL EXAMINER DIRECTOR

2
 DECLARATION

I, MAHMOOD ALI Y.J (REG NO: 712100334.) (Bonafide student of Master of Business

Administration, MEASI Institute of Management, affiliated to University of Madras hereby

declare that summer Internship report entitled “A STUDY ON CUSTOM HOUSING

AGENTS DEPARTMENT WITH REFERENCE TO SEA HWAK LINES PVT. LTD”

was prepared towards the partial fulfilment of Master of Business Administration (M.B.A)

second year Degree course from the University of Madras. The report was prepared by my

own effort and it has not been submitted earlier either to this university or to any other

university / Institution for the award of any degree or diploma.

STUDENT NAME

MAHMOOD ALI Y.J

3
 ACKNOWLEDGEMENT

I owe a great many thanks to almighty and also a great many people who helped and
supported me during the writing of project report.

I express my thanks to the director, Dr D Nisar Ahmed, for extending his support.

My deepest thanks to my professor, Ms. A. KHADEEJA BILQUEES the guide of the project for
guiding and correcting various document of mine with attention and care. He has taken pain
to go through the project and make necessary correction as and when needed.

My deep sense of gratitude to “Mr. Arun (mentor)”. Support and guidance. Thanks, and
appreciation to the helpful people at SEA HAWK LINES PVT LTD for their support.
I would also thank my institution and my faculty members without whom this project would
have been a distant reality. I also extend my heartfelt thanks to my family and well-wisher.

4
 TABLE OF CONTENT

S.NO TITLE PAGE NO

1. INTRODUCTION 6

2. INDUSTRIAL PROFILE 12

3. COMPANY PROFILE 28

4. OBJECTIVES OF THE STUDY 32

5. CONCLUSION 37

5
 INTRODUCTION

Logistics is the administration of the progression of products, data and assets between the
purpose of root and the purpose of utilization. It is a business idea that advanced during the
1950s because of the expanding multifaceted nature of providing organizations with
materials and shipping item in an undeniably globalized store network. The multifaceted
nature prompted a call for specialists in the process who are called logisticians
Logistics can be characterized as "having the correct thing in the ideal spot, at the perfect
time, in the correct amount, at the correct cost and in the correct condition, for the correct
clients.
There are two on a very basic level various types of Logistics: one advances consistent
progression of materials through a system of transport connections and capacity zones,
while different directions a successful grouping of assets so as to complete an undertaking.
Work in Logistics includes the combination of data, transportation, stock, warehousing,
material taking care of, bundling, HR and a few times security. The objective is to deal with
the existence pattern of a venture from birth to consummation.

As indicated by Council of Logistics the board:

"Logistics is the way toward arranging, executing and controlling the proficient, powerful
stream and capacity of merchandise, benefits and related data from purpose of starting
point to purpose of utilization to accommodate the client necessity".

This definition unmistakably brings up the innate idea of Logistics and it passes on that
Logistics is worried about getting items and administrations where they are required at
whatever point they are wanted. In exchange Logistics has been performed since the start
of human advancement: it's not really new. Any way actualizing best act of Logistics has
gotten one of the most energizing and testing operational regions of business and open part
the board. Logistics is remarkable, it never stops! Logistics is going on around the world 24
hours per days Seven days per week during fifty fourteen days every year. Barely any
territories of business include the multifaceted nature or length the geology common of
Logistics.

Logistics has picked up significance because of the accompanying patterns

• Raise in transportation cost.

6
• Production productivity is arriving at a pinnacle
• Fundamental change in stock way of thinking
• Product line multiplied
• Computer innovation
• Increased use or PCs
• Increased open worry of items Growth of a few new, enormous retail chains or mass
product with huge requests and refined Logistics administrations, by pass conventional
channel and conveyance.
• Reduction in monetary guideline
• Growing intensity of retailers
Because of these turns of events, the chief has various decisions to work out the best
advertising Logistics framework. Basically, this framework suggests that individuals at all
degrees of the board think and act as far as incorporated capacities and selection of an all
out way to deal with accomplish pre-decided Logistics targets,
Logistics is additionally significant on the worldwide scale. Effective Logistics frameworks all
through the world economy are reason for exchange and exclusive expectation of living for
us all. Terrains, just as the individuals. Who possess them? are not similarly gainful. That is,
one district regularly has a point of interest over all others in some creation extraordinarily.
An effective Logistics framework permits a topographical locale to abuse its inborn points of
interest by practicing its profitable to different areas. The framework permits the items'
landed cost (creation in addition to Logistics cost) and quality to be serious with those
structures some other locale.
Furthermore Logistics has picked up significance in the global promoting with the
accompanying reasons:
1. Change in the client disposition towards the all out cost approach as opposed to
coordinate cost approach.
2. Mechanical headway in the fields of data handling and correspondence.
3. Mechanical improvement in transportation and material taking care of.
4. Organizations are incorporating creation to pick up economies of scale.
5. The majority of the MNC associations are rebuilding their creation offices on a worldwide
premise.

7
6. In numerous enterprises, the worth included by assembling is declining as the expense of
materials and circulation climbs.
7. High volume information handling and transmission is reforming Logistics control
frameworks.
8. With the progression of new advancements, chiefs would now be able to refresh deals
and stock arranging quicker and all the more every now and again, and production lines can
react with greater adaptability to unpredictable economic situations.
9. Item life cycles are contracting. Organizations that have gone all out to cut expenses by
going to enormous scope bunch creation normally end up burdened with out of date stocks
and can't stay up with competitors‟ new-item presentations.
10. Product offerings are multiplying. Increasingly more product offering assortment is
expected to fulfil the developing scope of client tastes and necessities, and stock levels in
both field and industrial facility unavoidably rise.
11. The perceived leverage in circulation chain is moving from the makers to the merchant.
There are some unmistakable goals to be accomplished through a legitimate Logistics
framework. These can be depicted as follows:
1. Improving client assistance:
As we probably are aware, the promoting idea accepts that the definite method to amplify
benefits over the long haul is through expanding the consumer loyalty. All things
considered, a significant goal of all showcasing endeavors, including the physical circulation
exercises, is to improve the client care.
A productive administration of physical circulation can help in improving the degree of client
care by building up a compelling arrangement of warehousing, snappy and monetary
transportation, all keeping up ideal degree of stock. Be that as it may, as talked about prior,
the degree of administration straightforwardly influences the expense of physical
appropriation. Consequently, while choosing the degree of administration, a cautious
examination of the customers‟ needs and the arrangements of the contenders is important.
The clients might be keen on a few things like auspicious conveyance, cautious treatment of
product, unwavering quality of stock, economy in activities, etc. In any case, the general
significance of these components in the brains of clients may change. Subsequently, an
exertion ought to be made to discover whether they esteem opportune conveyance or
economy in transportation, etc. One the relative loads are known, an examination of what
the contenders are offering in such manner ought to likewise bemade. This, together with a
gauge the expense of giving a specific degree of client care, would help in choosing the
degree of client assistance.

8
2. Fast Response:
Fast reaction is worried about a company's capacity to fulfill client care necessities in an
auspicious way. Data innovation has expanded the capacity to defer calculated activities to
the most recent conceivable time and afterward achieve fast conveyance of required stock.
The outcome is end of exorbitant inventories customarily loaded fully expecting client
necessities. Quick reaction ability shifts operational accentuation from an expectant stance
dependent on gauging and stock stocking to reacting to client prerequisites on a shipment-
to-shipment premise. Since stock is regularly not moved in a time sensitive framework until
client prerequisites are known and execution is submitted, little resilience exists for
operational lacks.
3. Lessen all out appropriation costs:
Another most normally expressed target is to limit the expense of physical appropriation of
the items. As clarified before, the expense of physical dissemination comprises of different
components, for example, transportation, warehousing and stock upkeep, and any decrease
in the expense of one component may bring about an expansion in the expense of different
components. Therefore, the goal of the firm ought to be to decrease the all out expense of
conveyance and not simply the expense acquired on any one component. For this reason,
the all out expense of elective conveyance frameworks ought to be investigated and the one
which has the base absolute circulation cost ought to be chosen.
4. Producing extra deals: Another significant target of the physical circulation/Logistics framework in
a firm is to create extra deals. A firm can draw in extra clients by offering better administrations at
most reduced costs. For instance, by decentralizing its warehousing activities or by utilizing financial
and effective methods of transportation, a firm can accomplish bigger promoting the out 0f stock
circumstance, the loss of faithful clients can be captured.

4. Producing extra deals:

Another significant target of the physical circulation/Logistics framework in a firm is to
create extra deals. A firm can draw in extra clients by offering better administrations at most
reduced costs. For instance, by decentralizing its warehousing activities or by utilizing
financial and effective methods of transportation, a firm can accomplish bigger promoting
the out 0f stock circumstance, the loss of faithful clients can be captured.
5. Making time and spot utilities:
The strategic framework additionally targets making time and spot utilities to the items.
Except if the items are truly moved from the spot of their source to where they are required
for utilization, they don't fill any need to the clients. Likewise, the items must be made
accessible at the time they are required for utilization. Both these reasons can be
accomplished by expanding the quantity of distribution centres situated at places from
where the products can be conveyed rapidly and where adequate stocks are kept up to
satisfy the crisis needs of the clients. In addition, a snappier method of transport ought to be
chosen to move the items starting with one spot then onto the next in the most limited

9
conceivable time. Consequently, time and spot utilities can be made in the items through a
productive arrangement of physical dispersion.
6. Value adjustment:
Logistics likewise target accomplishing adjustment in the costs of the items. It very well may
be accomplished by controlling the progression of the items to the market through a
prudent utilization of accessible vehicle offices and perfect stockroom tasks. For instance, on
account of enterprises, for example, cotton material, there are overwhelming changes in the
stock of crude materials. In such cases if the market powers are permitted to work
uninhibitedly, the crude material would be modest during gathering season and
exceptionally dear during slow time of year. By loading the crude material during the time of
abundance supply (collect season) and made accessible during the times of short stockpile,
the costs can be settled.
7. Quality improvement:
The drawn out target of the calculated framework is to look for nonstop quality
improvement. Complete quality administration (TQM) has become a significant
responsibility all through all aspects of industry. By and large responsibility to TQM is one of
the significant powers adding to the calculated renaissance, if an item gets inadequate or if
administration guarantees are not kept, close to nothing, assuming any, esteem is included
by the Logistics. Calculated expenses, once consumed, can't be switched. Indeed, when
quality comes up short, the strategic presentation ordinarily should be turned around and
afterward rehashed. Logistics itself must perform to requesting quality norms. The
administration challenge of accomplishing zero imperfection calculated execution is
amplified by the way that strategic tasks regularly should be performed over a tremendous
geological region consistently of the day and night. The quality test is amplified by the way
that most strategic work is performed out of a chief's vision. Revising a client's organization
because of mistaken shipment or in-travel harm is unquestionably more expensive than
performing it right the first run through. Logistics is a prime piece of creating and keeping up
ceaseless TQM improvement.
To moving huge amounts of products the nation over and around the globe , countries rely
upon their transportation framework a tremendous system of street spans rail tracks, air
terminal, seaport, safe conduits, pipelines, and hardware,
A Freight forwarder is an individual or organization that dispatches shipments by means of
advantage based bearers and books or in any case masterminds space for those shipments,
normal bearers types could incorporate waterborne vessels, planes, trucks, or railways, the
snapshots of worldwide Freight among countries depends on a perplexing exhibit of
significant distance transportation benefits, the procedure includes numerous members,
including shippers, business for – recruit transporter, outsider Logistics suppliers and agents,

10
In addition worldwide exchange relies upon seaport and air terminal administrations to
move enormous volumes of product over significant distances through an assortment of
transportation modes, the communication of these administrations and members is crucial
to fruitful worldwide exchange, Freight forwarders ordinarily mastermind load development
to a global goal, Also alluded to as International Freight forwarders, they have the skill that
permits them to get ready and procedure the documentation and furthermore perform
related exercises relating to universal shipments.
A portion of the regular data checked on by a Freight forwarder is the business receipt
shippers trade presentation, bill of filling and different reports required by the transporter
or nation of fare, Import, or transhipment. A lot of this data is currently prepared in a
paperless domain.

11
 INDUSTRY PROFILE

FREIGHT FORWARDING
Freight sending operators Business Dictionary characterizes a Freight forwarder as a 'firm
spend significant time in masterminding and delivery of product for the benefit of
shippers .it is generally gives a full scope of administrations of including following of inland
transportation, arrangement of delivery and fare reports, warehousing, booking payload
space, arranging Freight charges, Freight combination, load protection and filling of
protection claims.
LOGISTICS
Logistics is characterized by fears on as the all out administration of the key operational
capacities in the store network. It is the way toward overseeing both the development
stockpiling of &goods materials from the wellspring of the purpose of extreme utilization
the related data stream. It is a piece of the inventory network process that plans, executes
&controls the proficient and powerful stream and successful stockpiling of products,
administrations of related data of from the purpose of cause in the purpose of utilization so
as to the meet clients necessities .In military science, Logistics is worried about keeping up
armed force supply lines while disrupting those of the foe, since an equipped power without
assets and transportation is unprotected. Military Logistics was at that point rehearsed in
the old world and as the cutting edge military has a critical requirement for strategic
arrangements, progressed on usage have been created. In military Logistics, Logistics
officials oversee how and when to move assets to the spots they are required. Logistics the
executives is the piece of production network designing that plans, actualizes, and controls
the proficient, compelling forward, and turn around stream and capacity of merchandise,
benefits, and related data between the purpose of inception and purpose of utilization to
meet Customers necessities. The multifaceted nature of Logistics can be displayed, broke
down, envisioned, and advanced by committed reproduction programming. The
minimization of the utilization of assets of normal inspiration in all Logistics fields. An expert
working in the field of Logistics the executives is known as a logistician. The expression
"Business Logistics'' has developed since the 1960s because of the expanding multifaceted
nature of providing organizations with materials and delivery out items is an undeniably
globalized production network, prompting a call for experts called "inventory network
Logisticians''
PRODUCTION NETWORK
Inventory network is the system of Organization of that are associated with the upstream
&downstream linkages in the various procedures and exercises that produce an incentive as
items and administrations in the hands of a definitive client or shopper. Upstream methods
against the current and relates the to the connection between an Enterprise and its

12
providers &.Downstream is with the current &relates to the connection between the
endeavor as its clients Nichols hand field (1999), call attention to that the production
network compasses all exercises related with the stream &transformation of merchandise
from the crude material stage (extraction), through to the client, just as the related data
streams. Production network Management (SCM) is the precise key coordination of the
conventional business capacities and the strategies over these capacities inside a specific
organization and over the business with Supply chain, for the motivations behind improving
the long haul of execution of the individual organizations and the store network all in all.
Hines characterizes (SCM) as a store network methodologies expecting of all out
frameworks perspectives on the linkages in the chain that cooperate productively to make
of consumer loyalty costs must be brought down over the chain by driving out superfluous
expenses and concentrating consideration on including esteem . Worldwide Freight
forwarders can stream SCM to address issues in circulation organize designs, dispersion,
system; exchange offs in Logistics exercises, data and in incomes and instalments exchange.
SCM involves store network execution, with, which means and planning development of
materials, data and assets over the production network. The reason for SCM to improve and
trust and cooperation of among store network accomplices, therefore improving the speed
of stock development responsiveness flexibility. Because of globalization and the expansion
of worldwide organizations and business associations, associations progressively find that
they should depend on powerful inventory fastens or systems to finish as a worldwide and
arranged economy and along these lines solid interest for Freight sending administrations.
FREIGHT SENDING
SPECIELIST Business Dictionary characterizes a Freight forwarder as a firm having some
expertise in organizing stockpiling and delivery of product for the benefit of shippers. it as a
rule gives a full scope of administrations including following inland transportation,
arrangement of transport and fare reports warehousing booking load space, arranging
Freight charges, Freight combination, payload protection and filling of protection claims.
OBLIGATION OF GOVERNMENT REGULATORS
• Collection of assessments related with; expenses of arrangement of some transporter get
to framework (i.e.) streets by means of fuel charge vehicle enrolment) guideline and in
certain conditions more extensive expenses related with improving the effects of Freight
transport;
• Regulating Freight transport administration arrangement for reasons wellbeing,
productivity, and pleasantry;
• Planning for future land use and transport framework provision (via) integrated transport
plans and passageway designs) and executing is arrangement;
Guaranteeing Freight transport is conveyed by government social natural and financial
targets which are created in setting of network desires.
CUSTOM BROKER

13
Customs financier is a calling that includes the freeing from merchandise however customs
obstructions for merchants and fares (for the most part business) This includes the
readiness of record as well as electronic entries, the computation and installment of
assessments, obligations and extracts and encouraging correspondence between
government specialists and merchants and exporters customs agents might be utilized by or
associated with Freight forwarders autonomous organizations, or transportation lines,
shippers, exporters, exchange specialists and customs financier firms.
The Freight forwarder is the gathering whose job guarantees that the Following Big
Problems will never be looked by the exporter or Importer;
• Missed flights or sailings of the shipments.
• Failure to arrange Competitive Air or ocean Freight Rates.
• Mis-estimation of Air or ocean Freight rates.
• Misdelivered or Misrouted load.
• Failure to insure load or organize sufficient Coverage
• Late introduction of Documents on letters of credit
• Failure to appropriately Legalize Documents.
Additionally is the gathering to guarantee That Intermediately Traded Goods Move from
purpose of source to purpose of Destination to Arrive:
- At the ideal spot, At the Right Time - In Good Order and conditions, At the most Economic
expense.
BASIC ISSUES
Cultural and political differences are the main reasons for the seemingly weird customs laws
of some countries. In most cases, however certain customs laws are perfectly rational. For
instance quarantine laws, may apply to certain Food products. These may also apply to live
animal plants and even people. The main purpose of quarantine is to prevent the spread of
infectious diseases.
Aside from the Logistical and legal challenges, Freight forwarding operations faces potential
losses due to civil unrest, bad weather and other natural disasters. The risks involved in the
business are usually covered by insurance. The insurance coverage varies depending on the
value and quantity of the items. The cost of insurance will also vary depending on the
specific risks is such as volatile political situation in a particular destination.
The varying and sometimes conflicting jurisdictional and international regulations are
problematic issue for the freight forwarders and their respective clients. As the staying goes,
the devil in the details some countries may ban certain items that are typically legal in other
countries.

14
Spite of the free trade agreements and globalization, there are still many countries that
have protection a list laws. These laws may prevent the importation or exportation of
certain items at commercialized or large scale level. However, these items might be
perfectly legal at small -scale or personal levels. Other customs laws are either outdated or
plainly weird.

The legal aspect of Freight Forwarding includes both domestic and international regulations.
Some regulations are highly specific to a particular country. Other regulatory provisions,
however, are international in scope. These pose problems for freight forwarders in several
ways.
Factors which hinders the success of the freight forwarding Industry in India.
Factors that influence a shipper’s mode of transport are based on the total product Concept
(TPC) which affects the efficiency in distribution of goods. This is also include reliability,
frequency, transit time, capital tied up in stock, quality of service, packaging, warehouse
charges, permits and licenses, import duty and insurance.
Customer loyalty is lost due to inefficiency in distribution of goods. Customers except to
benefit through consumption of goods imported, thus creating a value chain. Goods have to
reach the point of consumption with the shortest possible time.
• Use of unqualified and inexperienced clearing agents contributes to delays in clearing of
goods.
• Mistakes done by inexperienced staff are costly in terms of demurrage charges, damage to
customer goodwill and relations to in upstream and downstream linkages in supply chain.
• Poor infrastructure has a negative impact on the efficiency and effectiveness in
distribution of Freight. Poor transportation and communication network influences the bad
performance of freight forwarders.
• Poor Management of roads, railways, airports, waterways, and bonded warehouses
negatively impact on the efficiency of the supply chain hence there is a need for the
government to invest heavily in infrastructural development.
• Strictly Regulatory Environments
• Cumbersome clearing procedures at the border posts
Moreover, the credit crunch has had a negative impact on the freight forwarding industry.
This has led to reduced activity in terms of trade hence a low season of freight companies.
During the economic crunch the level of trade significially reduced across national borders
meaning that there was a little that could be transported from one country to another. This
was worsened by the weakening of the dollar meaning that the freight forwarding industry
had to receive less in terms of payments advanced to them by their customers. If the price
for a certain consignment was fixed at certain price, the weakening dollar impacted
negatively on the exchange rate to be those who conducted business internationally.

15
Key issues
Road freight
• Poor quality of roads and network connectivity
• Stoppage of vehicles a state border check posts are a major cause of delays.
• It is estimated by that40% of the time lost are the due to stoppages.
• No stringent requirement or regulations for starting a trucking business
• Large number of small and unorganized players with no industry consolidation and intense
competition.
Rail freight
• Freight tariffs in India are among the highest in the world.
• Rail freight lacks reliability and track ability
• It is deficient in terms of quality of operations, speed, and customers orientation.
Air freight
• There is absence of integrated Freight infrastructure.
• There are inadequate in gateway are hinterland connectivity through rail and road;
• There is a need for streamlining of customs procedures in air Freight.
• There is a need for technological up-graduation of Freight handling processes;
• There is a need to formulate a performance based service.
Port freight
• There are inefficiencies in berthing and delays in loading and unloading i.e. high
turnaround time of vessels.
• There are delays in co-ordination between the ports and the customs authorities
• There is a poor hinterland connectivity and poor port-and land -side infrastructure and
outdated equipment
• Navigation channel restrictions do not allow bigger vessels to be berthed.
EXPORT PROCESS:
Therefore, it seems pertinent now to make you learn the various steps’ involved in the
process of an export order.
These are listed as follows:
1. Having an Export Order:

16
Processing of an export order starts with the receipt of an export order. An export order,
simply stated, means that there should be an agreement in the form of a document,
between the exporter and importer before the exporter actually starts producing or
procuring goods for shipment. Generally an export order may take the form of preformed
invoice or purchase order or letter of credit. You have already learnt these just in the
preceding section

2. Examination and Confirmation of Order:

Having received an export order, the exporter should examine it with reference to the terms
and conditions of the contract. In fact, this is the most crucial stage as all subsequent actions
and reactions depend on the terms and conditions of the export order.
The examination of an export order, therefore, includes items like product description,
terms of payment, terms of shipment, inspection and insurance requirement, documents
realising payment and the last date of negotiation of documents with the bank. Having
being satisfied with these, the export order is confirmed by the exporter.
3. Manufacturing or Procuring Goods:
The Reserve Bank of India (RBI), under the export credit (interest subsidy) scheme, extends
pre - shipment credit to exporter to finance working capital needs for purchase of raw
materials, processing them and converting them into finished goods for the purpose of
exports. The exporter approaches the bank on the basis of laid down procedures for the
pre-shipment credit. Having received credit, the exporter starts to manufacture / procure
and pack the goods for shipment overseas.
4. Clearance from Central Excise:
As soon as goods have been manufactured/ procured, the process for obtaining clearance
from central excise duty starts. The Central Excise and Sale Act of India and the related rules
provide the refund of excise duty paid. There are two alternative schemes whereby 100 per
cent rebate on duty is given to export products on the submission of the proof of shipment.
The first scheme is to make payment of the excise duty at the time of removing the export
consignment from the factory and file a claim for rebate of duty after exportation of goods.
The second scheme is to remove goods from factory/warehouse without payment but
under an appropriate bond with the excise authorities. The exporter needs to apply on a
form known as AR4 or AR4A to the Central Excise Range Superintendent for obtaining excise
clearance.
Form A is filed when goods are to be cleared after examination by the excise inspector. In all
other cases, form AR4A is filed.
5. Pre-Shipment Inspection:
There are number of-goods whose export requires quality certification as per the
Government of India’s notification. Consequently, the Indian custom authorities will require

17
the submission of an inspection 14 certificate issued by the competent and designated
authority before permitting the shipment of goods takes place.
Inspection of export goods may be conducted under:
(i) Consignment-wise Inspection
(ii) In-process Quality Control, and
(iii) Self-Certification.
The Inspection Certificate is issued in triplicate. The original copy is for the customs
verification. The second copy of the certificate is sent to the importer and the third copy
remains with the exporter for his reference purpose.
6. Appointment of Clearing and Forwarding Agents:
On completion of the process of obtaining the Inspection Certificate from the custom
agencies, the exporter appoints clearing and forwarding agents who perform a number of
functions on behalf of the exporter.
The main functions performed by these agents include packing, marking and labeling of
consignment, arrangement for transport to the port arrangement for shipment overseas,
customs clearance of Freight, procurement of transport and other documents.
In order to facilitate the exporter in discharging his duties, the following documents are
submitted to the agent:
(i) Commercial invoice in 8-10 copies
(ii) Customs Declaration Form in triplicate
(iii) Packing list
(iv) Letter of Credit (original)
(v) Inspection Certificate (original)
(vi) G.R. Form (in original and duplicate)
(vii) AR4/ AR4A (in original and duplicate)
(viii) GP-l/GP-2 (original) (ix) Railway Receipt/Lorry Way Bill, as the case may be
7. Goods to Port of Shipment:
After the excise clearance and pre-shipment inspection formalities are completed, the goods
to be exported are packed, marked and labeled. Proper marking, labeling and packing help
quick and safe transportation of goods. The export department takes steps to reserve space
on the ship through which goods are to be sent to the importer.
The shipping space can be reserved either through the clearing and forwarding agent or
freight broker who works on behalf of the shipping company or directly from the shipping
company. Once the space is reserved, the shipping company issues a document known as
Shipping Order. This order serves as a proof of space reservation.

18
If goods are sent through a road carrier to the port, no specific formality is involved. In case,
the goods are sent by rail to the port of shipment, allotment of wagon needs to be obtained
from the Railway Board.
The following documents are submitted to the booking railway yard/station:
(i) Forwarding Note (A Railway Document)
(ii) Shipping Order
(iii) Wagon Registration Fee Receipt
Once wagons have been allotted, goods are loaded, for which railways will issue Railway
Receipt (RR). Then, this receipt and other documents are sent to the clearing and forwarding
agent at the port town. At the same time, the production/export department takes
insurance policy in duplicate for risk coverage (internal as well as overseas) for the goods to
be exported.
8. Port Formalities and Customs Clearance:
Having received the documents from the export department, the clearing and forwarding
agent takes delivery of the Freight from the railway station or the roadtransport company
and stores it in the warehouse. He also obtains customs clearance and permission from the
port authorities to bring the Freight into the shipment shed.
The custom department grants permission for export at the office of the customs and
physical verification of goods in the shipment shed. The clearance for export is given on the
Shipping Bill.
The clearing and forwarding agent is required to submit the following documents with the
Customs House for obtaining customs clearance and permission:
(i) Shipping Bill
(ii) Contract Form
(iii) Letter of Credit, if applicable
(iv) Commercial Invoice
(v) GR Form
(vi) Inspection Certificate
(vii) AR4/AR4A Form
(viii) Packing List, if needed
After receiving documents from the export department, the clearing and forwarding agent
presents the Port Trust Document to the Shed Superintendent of the port. He obtains
carting order bringing the Freight to the transit shed for physical examination by the Dock
Appraiser.

19
The Dock Appraiser is presented the following documents to facilitate him in physical
examination of export goods:
• Shipping Bill
• Commercial Invoice
• Packing List
• AR4/ AR4A Form and Gate Pass
• GR Form (duplicate)
• Inspection Certificate (original)
The Dock Appraiser, after making examination, makes ‘Let Export’ endorsement on the
duplicate copy of the Shipping Bill and hands over it to the Forwarding Agent. All these
documents are presented to the Preventive Officer who puts an endorsement ‘Let Ship’ on
the duplicate copy of the Shipping Bill. The preventive officer supervises the loading of
Freight on board the vessel.
After the goods are loaded on board the vessel, the captain of the ship issues a receipt
known as ‘Mate’s Receipt’ to the Shed Superintendent of the port concern. The forwarding,
agent after paying port charges, takes the delivery of the ‘Mate Receipt’. He submits to
Shipping Company and requests it to issue the Bill of Lading.
9. Dispatch of Documents by Forwarding Agent to the Exporter:
In the wake of acquiring the Bill of Lading from the Shipping Company, the clearing and
sending specialist dispatches all the records to his/her exporter.
These archives include:
(I) Commercial Invoice (bore witness to by the traditions)
(ii) Export Promotion Copy
(iii) Drawback Copy
(iv) Clean ready Bill of Lading
(v) Letter of Credit
(vi) AR4/AR4A and Gate Pass
(vii) GR Form (in copy)
10. Declaration of Origin:
On receipt of above records from the sending operator, the exporter currently applies to the
Chamber of Commerce for a Certificate of Origin and gets it. On the off chance that the
products are sent out to nations offering GSP concessions, the exporter needs to obtain the
GSP Certificate of Origin from the concerned position like Export Inspection Agency.

20
11. Dispatch of Shipment Advice to the Importer:
Finally, the exporter sends 'Shipment Advice' to the merchant suggesting the date of
shipment of the transfer by a named vessel and its normal time of landing in the goal port of
the shipper.
The accompanying reports are likewise sent to the merchant to encourage him for taking
conveyance of the' transfer:
(I) Bill of Lading (non-debatable duplicate)
(ii) Commercial Invoice
(iii) Packing List 18
(iv) Customs Invoice
12. Accommodation of Documents to Bank:
Toward the finish of the procedure, the exporter presents the accompanying reports to his
bank for acknowledgment of his sum because of the merchant:
(I) Commercial Invoice'
(ii) Certificate of Origin
(iii) Packing List
(iv) Letter of Credit
(v) Marine Insurance Policy
(vi) GR Form
(vii) Bill of Lading
(viii) Bill of Exchange
(ix) Bank Certification
(x) Commercial Invoice
13. Asserting Export Incentives:
On culmination of the handling of a fare request at the three degrees of shipment i.e., pre-
shipment, shipment and post-shipment, the exporter claims for send out motivations
acceptable to him/her.
IMPORT PROCESS:
(I) Trade Enquiry:
The main stage in an import exchange, similar to some other exchange of procurement and
deal identifies with making exchange enquiries. An enquiry is a composed solicitation from

21
the expecting purchaser or his operator for data with respect to the cost and the terms on
which the exporter will have the option to supply products.
The merchant should make reference to in the enquiry all the subtleties, for example, the
merchandise required, their portrayal, index number or evaluation, size, weight and the
amount required. Correspondingly, the time and strategy for conveyance, technique for
pressing, terms and conditions with respect to installment ought to likewise be shown.

In answer to this enquiry, the shipper will get a citation from the exporter. The citation
contains the subtleties concerning the merchandise accessible, their quality and so forth.,
the cost at which the products will be provided and the terms and states of the deal.
(ii) Procurement of Import License and Quota:
The import exchange India is controlled under the Imports and Exports (Control) Act, 1947.
An individual or a firm can't bring merchandise into India without a substantial import
permit. An import permit might be either broad LICENSE or explicit permit. Under a general
permit merchandise can be imported from any nation, while a particular or individual permit
approves to import just from explicit nations.
The Government of India pronounces its import approach in the Import Trade Control Policy
Book called the Red Book. Each merchant should initially see if he can import the products
he needs or not, and the amount of a specific class of merchandise he can import during the
period secured by the significant Red Book.
For the reason for giving permit, the merchants are isolated into three classes:
(a) Established merchant,
(b) Actual clients, and
(c) Registered exporters, i.e., those import under any of the fare advancement plans.
So as to get an import permit, the planning shipper needs to make an application in the
recommended structure to the authorizing authority. In the event that the individual
imported merchandise of the class where he is intrigued now during the essential time
frame recommended for such class, he is treated as a built up shipper.
A set up merchant can make an application to make sure about a Quota Certificate. The
declaration determines the amount and estimation of merchandise which the shipper can
import. For this, he outfits subtleties of the merchandise imported in any one year in
essential period recommended for the products together with narrative proof for the
equivalent, remembering an endorsement from a contracted bookkeeper for the
recommended structure confirming the c.i.f. estimation of the merchandise imported in the
chose year.

22
The c.i.f. esteem incorporates the receipt cost of the merchandise and the Freight and
protection paid for the products in travel. The quantity endorsement qualifies the built up
merchant for import up to the worth demonstrated in that (called Quota) which is
determined based on past imports. On the off chance that the merchant is a real client, that
is, he needs to import merchandise for his own utilization in modern assembling process he
needs to get permit through the endorsed supporting power.
The supporting authority ensures his necessities and suggests the award of permit. If there
should be an occurrence of little ventures having a capital of not as much as Rs. 5lakhs they
need to apply for licenses through the Director of Industries of the state where the business
is found or some other authority explicitly recommended by the Government.
Enrolled exporter bringing in against trades made under a plan of fare advancement and
others need to acquire permit from the Chief Controller of Exports and Imports. The
Government issues every now and then a rundown of items and items which can be
imported by getting a general consent as it were. This is called as O.G.L. or on the other
hand Open General License list.
(iii) Obtaining Foreign Exchange:
In the wake of acquiring the permit (or portion, if there should be an occurrence of a set up
merchant), the shipper needs to make game plan for getting essential outside trade since
the shipper needs to make installment for the imports in the cash of the sending out nation.
The outside trade holds in numerous nations are constrained by the Government and are
discharged through its national bank. In India, the Exchange Control Department of the
Reserve Bank of India manages the outside trade. For this the merchant needs to present an
application in the endorsed structure alongside the import permit to any trade bank
according to the arrangements of Exchange Control Act.
The trade bank supports and advances the applications to the Exchange Control Department
of the Reserve Bank of India. The Reserve Bank of India endorses the arrival of remote trade
in the wake of examining the application based on trade arrangement of the Government of
India in power at the hour of utilization.
The shipper gets the vital remote trade from the trade bank concerned. It is to be noticed
that though import permit is given for a specific period, trade is discharged uniquely for a
particular exchange. With progression of economy, the vast majority of the limitations have
been evacuated as rupee has gotten convertible on current record.
(iv) Placing the Indent or Order:
After the underlying customs are finished and the shipper has gotten the permit portion and
the essential measure of remote trade, the following stage in the import of merchandise is
that of submitting the request. This request is known as Indent. An indent is a request set by
a shipper with an exporter for the stock of specific merchandise.
It contains the guidelines from the shipper with regards to the amount and nature of
merchandise required, strategy for sending them, nature of pressing, and method of settling

23
installment and the cost and so on. An indent is normally arranged in copy or triplicate. The
indent might be of a few sorts like open indent, shut indent and Confirmatory indent.
In open indent, all the fundamental specifics of merchandise, cost, and so forth are not
referenced in the indent. The exporter has the attentiveness to finish the conventions, at
own end. Then again, if full points of interest of products, the value, the brand, pressing,
delivering, protection and so forth are referenced plainly, it is known as a shut indent. A
corroborative indent is one where a request is put dependent upon the affirmation by the
merchant operator.

(v) Dispatching a Letter of Credit:

By and large, outside dealers are not familiar to one another thus the exporter before
transportation the merchandise needs to make certain about the financial soundness of the
shipper. The exporter needs to be certain that there is no danger of non-instalment. As a
rule, for this reason he requests that the shippers send a letter of credit to him..
(vi) Obtaining Necessary Documents:
Subsequent to dispatching a letter of credit, the merchant has not to do a lot. On receipt of
the letter of credit, the exporter organizes the shipment of products and sends Advice Note
to the shipper following the shipment of merchandise. An Advice Note is a record sent to a
buyer of products to educate him that merchandise has been dispatched. It might likewise
demonstrate the plausible date on which the boat is relied upon to arrive at the port of goal.
The exporter at that point draws a bill of trade on the merchant for the receipt estimation of
merchandise. The delivery records, for example, the bill of filling, receipt, protection
approach, testament of inception, buyer receipt and so on, are likewise joined to the bill of
trade. Such bill of trade with all these connected records is called Documentary Bill.
Narrative bill of trade is sent to the merchant through an outside trade bank which has a
branch or an operator in the shipper’s nation for gathering the installment of the bill.
There are two sorts of narrative bills:
(a) D/P, D.P. (or then again Documents against installment) bills.
(b) D/A, D.A. (or then again Document against acknowledgment) bills.
On the off chance that the bill of trade is a D/P charge, at that point the records of title of
products are conveyed to the cabinet (i.e., merchant) just on the installment of the bill in
full. D/P bill might be sight bill or since bill. In the event of sight charge, the installment must
be made promptly on the introduction of the bill. Be that as it may, typically an
effortlessness time of 24 hours is allowed.
Usance charge is to be paid inside a specific period after sight. In the event that the bill is a
D/A bill, at that point the archives of title of merchandise are discharged to the drawer on
his acknowledgment of the bill and it is held by the financier till the date of development.
Normally 30 to 90 days are accommodated the installment of the bill.

24
(vii) Customs Formalities and Clearing of Goods:
In the wake of getting the records of title of the products, the shipper’s just concern is to
take conveyance of the merchandise, when the boat shows up at the port and to carry them
to his own place of business. The shipper needs to conform to numerous conventions for
taking conveyance of products. Except if the accompanying referenced conventions are
agreed to, the products lie in the guardianship of the Custom House.

(a) To acquire support for conveyance or conveyance request:

At the point when the boat conveying the merchandise shows up at the port, the shipper,
above all else, needs to acquire the support on the rear of the bill of filling by the
transportation organization. Once in a while the transportation organization, rather than
embracing the bill in support of him, gives a conveyance request to him. This underwriting
of conveyance request will qualifies the shipper for take the conveyance of the products.
The transportation organization makes this underwriting or issues the conveyance request
simply after the installment of Freight. In the event that the exporter has not paid the
Freight, i.e., when the bill, of filling is checked Freight forward, the shipper needs to pay the
Freight so as to get green sign for the conveyance of products.
(b) To satisfy Dock obligations and acquire Port Trust Dues Receipts:
The shipper needs to submit two duplicates of a structure known as Application to import
properly filled in to the Lading and Shipping Dues Office This office collects a charge on total
imported merchandise for administrations rendered by the dock experts regarding
replenishing of products. In the wake of paying the 23 vital charges, the merchant get back
one duplicate of the application to import as a receipt Port Trust Dues Receipt.
(c) Bill of Entry:
The shipper will at that point fill in structure called Bill of Entry. This is a structure provided
by the custom office and is to be filled in triplicate. The bill of section contains the points of
interest with respect to the name and address of the merchant, the name of the boat,
bundles number, marks, amount, esteem, portrayal of merchandise, the name of the nation
wherefrom products have been imported and custom obligation payable.
The bill of passage structures are of three sorts and are imprinted in three hues Black, Blue
and Violet. A dark structure is utilized for non-dutiable or free products, the blue structure is
utilized for merchandise to be sold inside the nation and the violet structure is utilized for
re-exportable products, i.e., products implied for re-send out. The merchant needs to
submit three types of bill of section alongside Port Trust Dues Receipt to the traditions
office.
(d) Bill of Sight:

25
On the off chance that the merchant isn't is a situation to supply the itemized points of
interest of products due to deficiency of data provided to him by the exporter, he needs to
set up an announcement called a bill of sight. The bill of sight contains just the data
controlled by the merchant alongside a comment that he isn't in a situation to give total
data about the merchandise. The bill of sight empowers him to open the bundle and look at
the merchandise within the sight of custom official in order to finish the bill of section.
(e) To pay Customs or Import Duty:

There are three sorts of imported merchandise:

(I) Non dutiable or free merchandise,
(ii) Goods which are to be sold inside the nation or which are for home utilization, and
(iii) Re-exportable merchandise for example merchandise implied for re-sends out. On the
off chance that the merchandise is without obligation, no import obligation is to be paid at
the custom office.
Custom specialists will allow the conveyance of such merchandise after common
assessment of the products. In any case, if the merchandise is at risk for obligation, the
shipper needs to pay custom or import obligation which might be founded on weight or
estimation of products, called Specific Duty or on the estimation of imported merchandise
Ad-valorem Ditty.
There are three sorts of import obligations. On certain products very low obligations are
required and they are called income obligations. On some others, very high obligations are
charged to offer assurance to home enterprises against remote rivalry. While merchandise
imported from specific countries are given particular treatment for the duty of import
obligations and for their situation full defensive obligations are not charged.
(f) Bonded and Duty paid Warehouses:
The port trust and custom specialists keep up two sorts of distribution canters Bonded and
Duty paid. These distribution centres are arranged close to the dock and are exceptionally
valuable to merchants who don't have godown of their own to store the imported products
or who, for business reasons, don't wish to convey them to their own godowns.
The products on which the obligation has just been paid by the merchant can be kept in the
obligation paid stockrooms for which a receipt called ‘warehouse receipt is given to him.
This receipt is an archive of title and is transferable. The fortified stockrooms are intended
for merchandise on which obligation has been paid by the shipper. On the off chance that
the shipper can't pay the obligation, he may save the products in Bonded stockrooms for
which he is given a receipt, called Dock Warrant. Dock Warrant, additionally like distribution
centers receipt, is a record of title and is transferable.
The reinforced stockrooms are utilized by the merchant when:
(I) He has no godown of his own.

26
(ii) He can't pay the obligation right away.
(iii) He needs to re-send out the merchandise and accordingly wouldn't like to pay the
obligation.
(iv) He needs to pay the obligation in portions.
An ostensible lease is charged for the utilization of these stockrooms. One unique
favourable position of these distribution centre’s is that the shipper can sell the
merchandise and move the title of products simply by supporting stockroom receipt or
dock-warrant. This will spare the merchant from the difficulty and costs of conveying the
products from the stockrooms to his godown.

(g) Appointment of clearing Agents:

At this point we comprehend that the merchant needs to satisfy numerous legitimate
conventions before he can take conveyance of merchandise. The shipper may take the
conveyance of the products himself at the port. However, it includes a lot of time, costs and
trouble. In this manner, to spare himself from the botheration of consenting to all the
confused conventions, the shipper may choose freeing specialists for taking the conveyance
from the products for him. Clearing operators are the particular people occupied with
crafted by performing different customs required for taking the conveyance of products in
the interest of others they charge some compensation on playing out these important
administrations,
Making the Payment:
The mode and time of making installment is resolved by the terms and conditions as
consent to before between the merchant and the exporter. If there should be an occurrence
of a D/P charge the reports of title are discharged to the shipper just on the installment of
the bill in full. In the event that the bill is a D/A bill, the records of title of the products are
discharged to the merchant on his acknowledgment of the bill. The bill is held by the broker
till the date of development. Typically, 30 to 90 days are permitted to the shipper for making
the installment of such bills.
Closing the Transactions:
The last advance in the import exchange strategy is shutting the exchange. In the event that
the products are as per the general inclination of the merchant, the exchange is shut. Be
that as it may, in the event that he isn't happy with the nature of merchandise or if there is
any lack, he will keep in touch with the exporter and settle the issue. On the off chance that
the products have been harmed in travel, he will guarantee remuneration from the
insurance agency. The insurance agency will pay him the pay under guidance to the
exporter.

27
 COMPANY PROFILE

About sea hawk lines:

SHAL (Sea Hawk Lines) is a global logistics company providing the services of NVOCC, Freight
Forwarding, Airfreight (IATA), Customs Brokering, Warehouse, Projects, Container
Trading/Leasing and Transportation. With the offices in India, Malaysia, Singapore and
Myanmar and Network partners around the world, SHAL Group provides integrated logistic
solutions for customers across the globe.  It has earned stamps like Jd Verified, Jd Trusted,
Jd Escrow substantiating the credentials of the business. SHAL Group has crossed many a
milestone since its launch in 1997. Driven by its strong desire to excel, the group has
constantly evolved into a bigger player. The growth has also meant newer services, more
manpower and greater competency as a logistics provider. SHAL Group provides a wide
range of services to its clients today.
SHAL Group began its journey as Chennai Cargo Company, providing custom clearing and
forwarding services at the port of Chennai from the time of its inception. Helped by a
growing customer base, the company was able to secure 80 per cent of the LCL originating
from Chennai and destined to Malaysia and Sri Lanka.
Aiming to move up the value-ladder, Sea Hawk Lines Pvt Ltd was launched in 2002. With the
new company, the group commenced operations as LCL Consolidator and Steamer Agent.
To complement the company's Indian operations, Sea Hawk Global Lines, was floated in
Malaysia in 2003. And the Malaysian subsidiary started handling the deconsolidation
services.
As part of the group's continued up-gradation, Sea Hawk Lines commenced NVOCC
operations in 2004. And Chennai Cargo Company began to operate under a new name,
Hawk Logistics from 2004. The company today has separate divisions for Sea Cargo and Air
Cargo. While the Sea Cargo division provides Custom Clearance Services, the Air Cargo
division offers Custom Clearance and Freighting Services.

28
 FACTS:

Nature of Business Exporter

Additional Business Service Provider

Company CEO Shamim

Legal Status of Firm Limited Company (Ltd./Pvt.Ltd.)

Annual Turnover Rs. 100 - 500 Crore

 Company Name: SEA HAWK LINES PRIVATE LIMITED

 Current Company Status: ACTIVE

 ROC Where Company is Registered: ROC-CHENNAI
 State: Tamil Nadu
 Company Registration Number :048265
 Company Category: Company limited by Shares
 Company Sub Category: Non-govt company
 Class of Company :Private
 Date of Incorporation :08-Jan-2002    
 Age of The Company :20 Year(s) 7 Month(s) 30 Day(s)
 Business Activity Code :63090
 Main Business Activity Detail :Activities of other transport agencies [Includes forwarding of freight,
organisation or arrangement of transport on behalf of the shipper or consignee, receiving and
acceptance of freight, transportation document preparation, consolidation and break bulk of freight,
freight brokerage, custom house brokerage, bill auditing and freight rate information, brokerage for
ship and aircraft space, packing and crating and unpacking and de-crating, weighing and sampling of
freight etc. This also includes the services provided by chauffeurs and personal car drivers].

29
 Authorised Capital :₹ 12500000
 Paid up capital :₹ 3600200

Directors of the company:

KRISHNAN MANI Director

MOHAMED ARIFF PARANGIMANAI Director

MOHAMED LAFEER Director

Vision:
Sea Hawk is committed to providing cargo services of all kinds under one roof in a
transparent and cost-effective manner so that the customer acquires a competitive
edge, no matter what business he is in. Our organization offers world-class services
always by state-of-the art technology and responsive customer care. We strive
constantly to add value to our services, while keeping the costs at affordable levels.
Licences held:

 Custom clearance
 IATA
 Steamer agency

Custom clearance:
Hl undertakes custom clearance of all types of goods and provides single window delivery
to our customers. The company has an efficient and dedicated operations team for
handling import and export clearance. We provide inhouse warehousing facility.
IATA:
Under our IATA license, hl handles air exports / imports. Our dock office near the air cargo
complex assists customer in processing documentation swiftly, ensuring quick delivery.
Offers competitive air rates to all destinations and shares a good rapport with major
airlines like Malaysian airlines, Singapore airlines, Thai airways etc.
steamer agency:
Having registered with all east coast ports of India, the steamer agency dept. is geared to
handle all kinds of vessels. This division is headed by professional with 10 yrs.’ of
experience in the streamer agency business. This team in the previous engagements has
set a record in handling vessels in Chennai, krishnampatnam & Karaikal.

30
Our Milestones:
1997 - SHAL began its initial journey as “ Chennai Cargo Company” providing custom
clearance and forwarding services from the port of Chennai, India.

2002 - Freight Forwarding and LCL Consolidation division was setup in the name of “Sea
Hawk Lines Pvt Ltd “ in Chennai, India.

2004 - Chennai Cargo Company renamed as “Hawk Logistics Pvt Ltd “ with a global
exposure on Custom Clearance, LCL Consolidation , Air Freight.

2004 - Sea Hawk Lines setup office in Malaysia. 2013 Hawk Logistics Pvt Ltd merged with
Sea Hawk Lines Pvt Ltd thereby providing “All services under one Roof “
Quality Assurance:
Customer Satisfaction is our Prime Concern" We, the employees of SHAL are committed to
build and pursue excellence in our Standard, Quality service and scheduled delivery.

We achieve this through efficient Quality Management Systems, total employee

involvement, continual improvement, constant up-gradation of systems and adopting
ethical global business practices.

Our efforts are focused to be the "Carrier of Trust".

31
 Objectives of the study:
 To study the basic ways in export documentation process is being done.
 To study about export logistic and its process.
 To study about the various departments of the organizations.

To study the basic ways in export documentation process is being done:

Flow chart

Prepare checklist and upload

START On receipt of docs, open job file
in ICEGATE for sb number
(docs team)
(docs team)

Handover job file to ops If appraisal, then

If factory stuffing, then
team for inspection (doc handover papers to ops
receive CRO from sales/
team) team for assessment (docs
customer (ops team)
team)

Handover CR to If CFS stuffing and transport is

transporter along with job in scope, then arrange Send BL draft/ SI to liner
no for empty pickup (ops transporter to move the cargo or customer for
team) from warehouse to CFS (ops approval (doc team)
team)

Prepare COO, GSP, CEPA etc. Upon completion of Prepare EDI & apply with
as per scope (docs team) clearance process, offload liner for form 13 (docs
the container in port team)

Follow up and receive original Send original BL & other

EIR and shipping bill from
transporter/ customer (ops
team)
Forward the original EIR &
supporting docs to
export copy to liner/
shipper/ customer (docs
forwarder (docs team).
team)

Handover the job file top CS Follow up & receive transport/ Pass the job file to ops team
for billing purpose (ops CFS invoice as per scope and for further supporting
team). file them in job file (ops team) documents filling (ops team)

END

32
Procedural steps

 Document team will receive either original or copies of invoice, packing list and any
other related document through email (through customer / sales team)/ post / in
person, in case of any discrepancies that will be clarified with customer / update and
file the same in job file.
 Receive original document from customer (if not received earlier) and all the original
shipping documents are checked by document team
 Docs team prepare the check list and get the shipping bill number through ICEGATE
and job card handover to operation team.
 Customs does the assessment process in case of any discrepancies that will be
resolved by the ops team in consultation with customers.
 Any other necessary documents required by customer (such as PQ, fumigation, ADC
etc.) will by arrange by document team.
 Collect the cargo arrival details from CFS (if required) arrange the local transport (if
required) and the cargo are unloaded by the ops team at CFS (applicable for CFS
stuffing only).
 Based on the cargo status, ops team initiates the custom clearance process.
 Ops team will receive container release order either from liners / forwarders /
customer / sales team and the same will be forwarded to transporter.
 Collect the container details from transporter and the same should be updated in
transport register by ops team.
 Ops team will raise the fund request to accounts department.
 Docs team will collect the container details / shipping instruction from ops team and
the same will be forwarded to customer (only for applicable customer) through mail
by documentation team
 Ops team will coordinate with liners / forwarders for form 13 process. And in case of
DG cargo then also for fire certificate and MMDA.
 Export admission coordination / CISF permission with Chennai port trust followed by
ops team. (For break bulk shipments).
 Coordination of survey / lashing process (if applicable) followed by ops team. (For
break bulk shipments).
 After the examination and the clearance process, cargo is loaded into the container
and delivered Inside the port as per planned vessel.
 Sales team will collect the stuffing photos from ops team and forward the same to
customer (only for applicable customer).
 Ops team will follow up and receive the shipping bill and EIR copy from transporter
and submit the same to Docs team.
 Docs team will submit the received shipping bill & EIR copy to liners / forwarders.
 Docs team will prepare BL draft and send it to customer for approval. Upon customer
approval the draft will be forwarded to liner/forwarder. (only for applicable
customer)
 Docs team will prepare certificate of origin, GSP etc, for required customers

33
  Docs team will collect the original BL from liner/forwarder and all the relevant
original documents will be forwarded to customer (by post / in hand).
 Ops team will follow up and receive transport invoice and CFS invoice, file it in job
file and handover job file to CS team for billing purpose.
 Docs team will prepare and send the daily report to customers. (only for applicable
customer.
 CHA daily report sent to head of the product / sales team by documentation team.
 All shipment details updated in ZEAL IT (software) by related department.
 Sales team will do the payment follow ups as per credit limit.

To study about export logistic and its process:

Once the product has been cleared for dispatch, the logistics process formally starts. One of
the first things exporters need to do is to decide on the ocean freight forwarder and the
mode of shipping. Selecting an efficient freight forwarder/export logistics
company/agent and clearing and forwarding (C&F) agent will ease the logistics process to a
great extent.
The agent will organize the product to be transported through the shipment of the
exporter’s choice, handle customs clearance, and ensure the completion of the final
delivery at the point of destination. For example, if one is shipping by sea/ocean freight
export, they will have to choose between transportation service options like
consolidation, less than container load, full container load, project cargo, etc.
The goods to be shipped must be packed in an ‘export-ready’ manner, which includes the
necessary marking and labelling of the cases, packages, or cartons. A packing list is
required if more than one package is to be dispatched in the lot. The goods are then
cleared from the exporter’s premises, after completing excise formalities (if any).
Export Logistics Documentation
The activities involved in the logistics process naturally have a flow of documentation:
 Commercial invoice
 Dock receipt
 Bill of lading
 Certificate of origin
 Warehouse receipt
 Inspection certificate
 Export license
 Packing list
 Health certificate
 Insurance certificate
 Consular documents
 Free trade document
 Shipper’s letter of instruction

34
  Destination Control statement

To study about the various departments of the organizations:

 CHA department
 Transportation department
 Operation department &
 Sales department.

CHA department:
In India, a customs house agent (CHA) is licensed to act as an agent for
transaction of any business relating to the entry or departure of conveyances or the import
or export of goods at a customs station. CHAs maintain detailed, itemized and up-to-date
accounts. A CHA license may be temporary or permanent.

Transportation department:
The four primary modes of transportation in logistics are shipments by truck,
ship, train and plane also known as road, maritime, rail and air shipments. While each of
these modes of transportation has unique benefits, knowing which method is right for your
business requires careful consideration. 

Operation department:
Logistics operations is an essential part of the supply chain and refers to the process of
moving finished goods, starting from the manufacturer and moving to the end user. The
entire inbound and outbound logistics process consists of managing ecommerce inventory,
and fulfilling and shipping orders.

Sales department:
The logistics sales executive promotes the transportation solutions of their companies to
clients and negotiate contracts on their behalf, with the goal of maximizing profits.
The logistics sales executive job description entails promoting logistics solutions to clients
and prospects that support their supply chain needs.

35
It also involves proactively reaching out to significant stakeholders within the customers’
organizations, identifying and selling innovative solutions and services to drive continuous
improvement in their operations.
Logistics sales executives are responsible for researching and seeking out prospects via sales
calls to build a portfolio of clients.
They are also required to act as the link between clients, carriers, shippers, and receivers.

They are also responsible for establishing and developing relationships with clients and
providing them with excellent customer service.

36
 CONCLUSION:

The study concludes that in customs brokerage stream the entire customs process and
eliminates any additional costs or delays caused by miscommunication or multiple service
providers and being accurate and through with your paperwork is important. This includes
business information, inventories or itemized lists of shipments, and value of cargo. This
information affects the duties and customs fees at the ports helps assess the risk of your
shipment, and more.

37