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 Regulatory Documents(7)

Principal(8) Auxiliary(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 Prepared by

Packing List A list with detailed packing Exporter

information of the goods shipped.

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
Testing A certificate to certify the products Accredited
Certificate are conformed to a certain Laboratories
international/national technical
standard, such as product quality,
Document Functions Prepared by

Health Document issued by the competent country Exporter /

Certificate 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
ry Authority
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 pre- Company
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 Functions Prepared
by
Consular A document required by some foreign Exporter
Invoice 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 A receipt to confirm the receipt of cargo Shipping
Receipt on warehouse pending shipment. The Company
D/R or dock receipt is used as documentation to
Mate's prepare a bill of lading. It has no legal
Receipt role regarding processing financial
settlement.

Bill of An evidence of contract between the

Lading shipper of the goods and the carrier. The Shipping
customer usually needs the original as Company
(B/L)
proof of ownership to take possession of
the goods. Two types
• Straight bill(non-negotiable)
• Shipper’s order bill(negotiable)
Document Functions Prepared
by
Air Waybill A kind of waybill used for the carriage Airline
(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.

A list providing information needed for

Packing transportation purpose, such as details Shipper
List 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
 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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