Institute of Management Development and Research, Pune

Institute of Management Development and Research

Post Graduate Diploma in International Trade

Summer Internship
Report
On
Import Export Procedure and Documentation

Hellmann Worldwide Logistics

MUMBAI

Submitted by:
Aishwarya Gupta(04)
PGDIT(09-11)
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Institute of Management Development and Research, Pune

TABLE OF CONTENTS
SERIAL NO

INDEX

PAGE NO.

ACKNOWLEDGEMENT

EXECUTIVE SUMMARY

TRAINING SCHEDULE

ENTITIES INVOLVED IN INT. TRADE

TYPES OF CONTAINER

12
DOCUMENTS IN OCEAN EXPORT

13
EXPORT PROCEDURE

15

AIRWAY BILL

16

CALCULATION OF CHARGES

19

10

IMPORT PROCEDURE

21

11

DOCUMENTS IN IMPORT

23

12

IMPORT DUTY CALCULATIONS

25

13

CUSTOM CLEARANCE

27

14

WORKING OF SALES

29

15

CONCLUSION

29

16

BIBLIOGRAPHY

30

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ACKNOWLEDGEMENT
I thank our Summer Internship Organization Hellmann Worldwide Logistics India Pvt. Ltd., Mumbai for giving us
with the great opportunity to build practical knowledge relating to the working of a Freight Forwarder and Custom
House Agent.

I are very grateful to Mr. Shekhar Oak (General Manager Western India) and Mr. Rosario Dcruz (Manager
Ocean), who guided us throughout the course.

I would also like to express our gratitude to Mr. Bala (Assistant Manager- Air Exports), Virendra Rawat (Dy.
Manager Ocean Exports), Miss Smitha, Miss Parvathy, for their guidance and support in explaining the various
procedures to us.

I would also like to thank Mrs. Ujjwala Mulik, Miss Shefali Naik, Mr. Vinod Shelke, Miss Tammy Bothelo, and all
the staff of various departments, for providing us all the practical information needed by us.
I would also like to express our gratitude to Mr. S. Kandalgaonkar(Director-IMDR), Mr. Ajay Nagre (Former Director IMDR) and Mrs. Vipra Tiwari (Placement Coordinator) for making us aware of the ground realities of the industry by
grooming us for this.

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EXECUTIVE SUMMARY
The main objective behind the Summer Internship Program is to make oneself aware about the Import - Export
procedures and the documentation required for the same. Also, to understand the operations in the field of Import
and Export. This helps one to understand the complex working procedures of the customs department and how the
custom clearance takes place.
The Summer Internship was the first step towards getting practical knowledge in the field of international trade.
Describing each and every activity, all the happenings, big and small is impossible to cover in this report. But surely it
will give a window view of my experience in the Summer Internship.
The main objective of doing the summer internship training at Hellmann Worldwide Logistics is to learn the various
practical aspects of working of Freight Forwarders, consolidators and customs. This report gives a window overview
regarding practices and procedures adopted by a Freight Forwarder. It did help in achieving the Summer Internship
objectives and gave an opening to learn how this industry works.
The PGDIT course in our Institute is designed in such a way that students get the necessary theoretical knowledge
regarding the International Trade and also get a practical exposure towards the functioning of a company, which is
involved in International Trade.
At the end of the course, we are supposed to know the roles and responsibilities of the Organization.
Observing the cases and handling consignments was the most effective tool which equipped us practically with the
challenges faced by the International Trade Industry.

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Hellmann has achieved a great success and reputation in this industry and working with Hellmann was a great
experience.

TRANING SCHEDULE
In this report, I have put down the knowledge I gain during our training period. The 6 weeks of summer training has
helped us to achieve the objectives of our training program.

SL

DEPARTMENT

NO.
1.

Air Export

Week 1

2.

Air Import

Week 2

3.

Ocean Import

Week 3

4.

Ocean Export

Week 4

5.

Custom Clearance

Week 5

6.

Sales Department

Week 6

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What is a Freight Forwarder?

Freight Forwarding is a vital part of international trade activity. The company will face many difficulties if it
does not take into account how the goods will be delivered to the market.
The issue of freight forwarding must be considered at an early stage of the development of the export
marketing plan as it raises several concerns that need to be addressed quickly. Not only does the exporter
need to understand which INCOTERMS to stipulate and work to, but the method of transport also needs to
be considered (see road, rail, sea, air).
Packaging is also another factor that needs to be considered, as is insurance. Much of the hassle can be
taken out of the exporters hands by using an effective freight forwarder, but as with any supplier care
needs to be taken to ensure that the supplier meets the needs of the organisation.
A freight forwarder is an agent who handles export shipments for a fee. Hence, freight forwarders play a
very important role for exporters. Here are few of the many activities that you will conduct as a freight
forwarder:

International documentation and packaging

Carrier and routing information

Export license assistance

Marine insurance rates and coverage

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Warehouse and distribution services

Hazardous materials shipping compliance information

ROLES OF A FREIGHT FORWARDER:The Freight Forwarder plays a very important role in International Trade. He is the entity who on behalf of
the Shipper does all Procedural & Documentation Formalities involved to get the goods Custom Cleared.
They also look after warehousing & carting of cargo before shipment of export consignments & after a
discharge of import cargoes, by sea carriers. There is a important aspect of their work- consolidation of
shipments.
The role of a Freight Forwarder is as Follows: Selection of routes
Determination of shipping documents
Delivery to carriers & collection of documents
Keeping the consignor & consignee informed
Assisting for preparation of shipment documents
Preparing & processing documents through Customs, port & Octroi authorities, payment of fees,
duty etc.

FLOW CHART SHOWING FUNCTIONS OF FREIGHT FORWARDER:-

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Exporter 1
1

Importer 1

Stuffing

De-stuffing

POL

Exporter 2

CFS 1

Container

Importer 2
Vessel

Container

CFS 2

POD

Exporter 3

Importer 3

OCEAN JOURNEY

In the above diagram, E1, E2 & E3 send their LCL cargo to CFS 1. The consolidator stuffs the cargo into
the container. This container could be his or of another shipping line. The process is called
Consolidation. Then the container is sent overseas via ocean journey, to CFS 2 in another country.
There the container is de-stuffed and LCL cargos are given to the respective importers.
The above process involves both consolidation & freight forwarding. Today, the services of a forwarder are
usually available in a consolidator, and the forwarder often engages in the consolidation of cargo. Hence,
the term forwarder is often used synonymously with the consolidator.
Charges: The forwarder usually receives the forwarder's charges from the exporter.
In the ocean shipment, the forwarder may 'buy' the shipping space, in a special arrangement with the
carrier, and 'resell' the space to individual shippers, instead of receiving a commission. In such an
arrangement, the forwarder functions as an independent distribution or logistical company known as the
NVOCC (non-vessel operating common carrier).

NVOCC (Non Vessel Operating Common Carrier):

Generally they are the carriers, that dont own their vessel. They reserve space on the vessels of the
shipping lines for the containers that are being dispatched by them, as they have tie-up with shipping lines.
For this the shipping line charges some extra to them for the same. This is because; the carriers have the
benefit of dispatching the container on board the ship for the particular destination even though the space is

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full on the vessel. They have an advanced reserved space on the vessel for their containers. These carriers
have the authority to issue the Bill of Lading
The freight forwarder ensures that your goods receive the priority it requires; your documentation is
appropriately filled and your goods reach its destination in the specified time.

Important incoterms used

FOB, DDP, DDU, Ex-works, C&F and CIF

Other important entities involved in the business of International trade.

C.H.A
A role of C.H.A starts: When an exporter or ;
An importer asks him to work for him.
A Custom House Agent firm prepares: Bill of entry or
Shipping Bill
As per the requirement of their customers. For these services the customer provides them with
all the required documents like;
Invoice,
Packing list and other relevant documents.
A C.H.A firm should try to prepare documents on time to get goods delivered. The C.H.A collects
these documents from the customer and according to that they prepare shipping bills or bill of
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entry. After preparing the documents some time they collect the goods from the exporter and with
the document they go to ICD or at the PORT of DISCHARGE and get the goods custom cleared. If
an exporter or an importer has some special requirement like if they want there goods to be
exported under special schemes then they prepares documents according to that and vice versa
for an importer.
They collect
services charges
services tax
custom charges and;
Other charges from the customer.

SURVEYORS
There are various kinds of examinations conducted by surveyors on the basis of which survey report is
issued. There are many types of surveys conducted by surveyors as asked by Importer or Exporter under
heading:

Cargo Lashing report

Import cargo survey report
Container examination report etc.

The survey report contains following details,

1)
2)
3)
4)
5)

Survey applicant
Survey date and time
Place of survey
Consignee
Invoice no & Date

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6) No of Packages
7) Description
8) Gross weight & Net weight

In case of survey of cargo, the details examination is mentioned i.e. the condition of cargo where
damaged or proper. If damaged, then total description and reason for damage of goods is given in
survey report.

CONSOLIDATORS
Consolidators, as the name suggest is an entity which is responsible for consolidation of cargo. In the case
of LCL shipment (lesser than container load), the consignment is sent to consolidators. Who then after
getting other sufficient LCL consignments which are supposed to be shipped the same destination, books
the place in container.
After which as the place in container is utilized, the container is shipped to particular destination. Hence by
converting LCL shipments to FCL consolidators earn huge profits.

CUSTOMS
The checking of cargo is done by customs. Not only goods but all the documents are also checked. The
description of goods should match with the description given in the documents. All the goods moving out
and coming in the country are checked by the customs dept. They play a very important role in
safeguarding the interest of the domestic industry by making it sure that ill-legal movements of goods do
not take place.
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CO-loaders
CO-loaders are the people who consolidate the various LCL cargo
From various exporter, they book the container from shipping line,FF are customers to them
Eg

Team Global
All Cargo etc

TYPES OF CONTAINER
The exterior dimensions of all containers conforming to ISO standards are 20 feet long x 8 feet
wide x 8 feet 6 inches high or 9 feet 6 inches high for high cube containers.

VENTILATED CONTAINER
Ideal for cargo requiring ventilation
20'
BULK CONTAINER
20'

For bulk cargoes

TANK CONTAINER
20'

For transportation of liquid

chemicals and food stuffs

DRY FREIGHT CONTAINER

20' and 40'

General purpose container

HIGH CUBE CONTAINER

40' and 45'

9'6" High - For over height and

voluminous cargo

OPEN TOP CONTAINER Removable tarpaulin for top loading

20' and 40'
of over height cargo

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FLAT RACK
20' and 40'

For over width and heavy cargo

PLATFORM
20' and 40'

For extra length and heavy cargo

INSULATED CONTAINER
20' and 40'

For additional insulation of

sensitive cargo

REEFER CONTAINER
20' and 40'

For cooling, freezing or heating of

foods or chemicals

HIGH CUBE REEFER

CONTAINER
40' and 45'

9'6" High - For over height and

voluminous cargo requiring cooling
or freezing

The main documents in Ocean Export

Shipping Bill
Shipping bill is the main customs document, required by the customs authorities for granting permission for the
shipment of goods. The cargo is moved inside the dock area only after the shipping bill is duly stamped, i.e., certified
by the customs. Shipping bill is normally prepared in five copies:

(a) Customs copy.

(b) Drawback copy.
(c) Export promotion copy.
(d) Port trust copy.
(e) Exporter's copy.

TYPES OF SHIPPING BILL

(a) Drawback Shipping Bill: - Drawback shipping bill is useful for claiming the customs drawback against
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goods exported.
(b) Dutiable Shipping Bill: - Dutiable shipping bill is required for goods which are subject to export duty.
(c) Duty-free Shipping Bill: - Duty-free shipping bill is useful for exporting the goods on which there is no
export duty.
(d) Bill for Shipment Ex-bond is for use in case of imported goods for Re. exports and which are kept in
Bond.

Following documents are required for the processing of a Shipping Bill:

(a) GR Forms in duplicate for shipments to all countries.

(b) Four copies of Packing list giving contents, quantity, gross and net weight of each Package.
(c) Four copies of Invoices indicating all relevant particulars such as no. of packages, quantity, unit rate,
total FOB/CIF value, correct and full description of goods, etc. (One copy of this Invoice is to be
pasted on the duplicate copy of Shipping Bill).
(d) Contract, Letter of Credit, Purchase Order
(e) Inspection/Examination Certificate.

The Formats presented for the Shipping Bill are as under:

(a) White Shipping Bill for export of Duty Free goods prepared in triplicate in the Standardized Format.
(b) Green Shipping Bill for export of goods under claim for Duty Draw back prepared in quadruplicate in
the prescribed Form.
(c) Yellow Shipping Bill for export of dutiable goods prepared in triplicate in the prescribed Form.
(d) Pink Shipping Bill for export of Duty Free goods ex-Bond prepared in triplicate in the prescribed
Form

SIGNIFICANCE OF SHIPPING BILL

(a) Shipping bill is the main customs document, required by the customs authorities for granting permission for the
shipment of goods.
(b) The cargo is moved inside the dock area only after the shipping bill is duly stamped, i.e., certified by the
customs.
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(c) Duly endorsed shipping bill is also necessary for the collection of export incentives offered by the government.
(d) It is useful to the Customs Appraiser while determining the actual value of goods exported.

EXPORT PROCEDURE

Exporter

Local
Transpor
t

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Forwardi
ng agent

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AIRWAY BILL
It is a very important document in air export.it is an evidence for contract for carriage
An airway bill, also called an air consignment note, is a receipt issued by an airline for the carriage of goods. As
each shipping company has its own bill of lading, so each airline has its own airway bill. . Airway Bill or Air
Consignment Note is not treated as a document of title and is not issued in negotiable form
There are more than 9 copies of Air Waybill is prepared. Three of them are original (original 1, original 2 and
original 3.) and rest are copies of Air Waybill.

Air Waybill copy and their distribution

Original 1 Airlines copy (for issuing carrier), Purpose: Proof for accounting (Green)
Original 2 (for consignee), accompanies the shipment to the airport of destination. The consignee receives
it together with the shipment (Pink)
Original 3 (for shipper), verification of handing over the shipment for transport; proof of the signature of the
airline and shipper for the contract of carriage, voucher for the payments made to the airport of departure
(Blue)
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Copy 4 (delivery receipt), accompanies the shipment to the airport of destination. It is signed by the
consignee and kept by the last airline; Purpose: Proof of delivery of the shipment, voucher for the fulfillment
of the contract of carriage by the airline (Yellow)
Copy 8 (for agent), remains with the agent or the station of the issuing airline (white)
Copies 5, 6, 7, 9 and 10 are additional copies, use as required (white)

CHANGE IN AIRWAY BILL

F F can change any airway bill before it,he can mke any changes in airway bill when the goods are in transit
But not at all when importer receives it,if any changes are to be made when the goods are received by
importer than ff will have to pay some charges

Airway bill no

Hellmann keeps stock of airway bill, different airlines will have different airway bill, and the codes
are also different for different airline e.g. AIR FRANCE 057

The code for each airway bill is different its of 11 digit, the 1 ST 3digit, will be airline code ,i.e. at the
prefix e.g. 057-1289 1804=serial no of one of the air France airway bill, any air way bill will never
end with 7,8&9,last digit is called as check no

CONTENTS OF AIRWAY BILL

(a) Name of the airport of departure and destination.
(b) The names and addresses of the consignor, consignee and the first carrier.
(c) Marks and container number.
(d) Packing and container description.
(e) Total number of containers and packages
(f) Description of goods in terms of quantity.
(g) Container status and seal number.
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(h) Amount of freight paid or payable

(i) Signature and initials of the issuing carrier or his agent.

IMPORTANCE OF AIRWAY BILL

(a) It is a contract between the airlines or his agent to carry goods to the destination.
(b) It is the document" of instructions for the airline handling staff.
(c) It acts as a customs declaration form.
(d) Since, it contains details about freight it also represents freight bill.

Use of airway bill

a)For transportation of individual shipment
b)For transportation of consolidated shipment

HOUSE AIRWAY BILL

There are 5 copies of house airway bill
1HWB=customs
2HWB=Shipper
3HWB=Importer
4HWB=extra copy

MASTER AIRWAY BILL

It is send from HELLMANN TO HELLMANN
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CALCULATION OF CHARGES

The forwarder in his godown weights the cargo to calculate the chargeable weight. But if the
dimensions of the cargo are more, then the volume is calculated and the volume is divided by 6000
to get the volume weight. Then the gross weight and the calculated volume weight is compared,
the weight which is greater is considered as the chargeable weight.

volume weight/=Length*Bredth*Height*no of packets

6000

This formula is used when calculation is in cubic cm,and when calcu are in inches than instead of
6000 we use 366,Now if the weight increases above 500 than there is no problem to exporter bz
his freight will be same but his

EXPORTER TO AIRLINES WILL HAVE TO PAY FOLLOWING CHARGES

1. FUEL
2. ESSE CHARGES=WAR CHARGES
3. X-RAY CHARGES=SCAN CHARGES
Will increase, these charges are played by ,exporter to airlines

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EXPORTER TO FF
1. AWA
2. MAA
3. Cartage charge=These are the f f charges, these are 1rs per chargeable weigh

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Import Procedure

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Important Documents required in Imports

Master Bill of Lading

House Bill Of Lading

Cargo Manifest

Covering Letters in the favor of liner.

Bill of Entry

Debit Note

Deliver Order

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IMPORT PROCEDURE:

The procedure begins by receiving the documents from the shipper by the consignee or the consignees
CHA.

These documents are received either by fax, courier or email.

Duty on consignment is then calculated.

When the vessel reaches the POD (port of delivery) the importers CHA is informed by the liner or by the
shipper.

Entry is done in the software VISUAL IMPEX giving details of consignor, consignee, shipping lines.

CHA receives the IGM no. from the custom.

TR6 challan is made by paying the duty amount in the bank.

DO is taken from the shipping company after paying all the dues of the ware house and the liner. There are
two types of D/O:
Examination D/O: in case the consignee wishes to examine his cargo before taking the final
delivery, he can get an examination D/O against a first check examination order issued by the
customs. If the consignee, after examination, does not find his cargo in good or acceptable
condition, he can reject to take the delivery of the cargo. Cargo can only be examined and
appraised by the customs officer but cannot be delivered against this order. For this no original
document is required only a letter from the customs is mandatory.
Final D/O: this is issued for a final delivery of the goods.

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DOCUMENTS REQUIRED AT VARIOUS STAGES OF CLEARANCE OF

IMPORT CONSIGNMENTS:

1.

DOCUMENTS REQUIRED FOR BILL OF ENTRY:

Bill of Lading.
Invoice.
Packing list.
COO (optional).
Importers declaration.
Insurance documents or freight memo (optional).

2.

DOCUMENTS REQUIRED FOR DOCK DESTUFFING (IMPORT)

Original Bill of lading 2 copies.
Bill of entry 2 copies.
Duty paid 2 copies.

3. DOCUMENTS REQUIRED FOR LOADING THE CARGO:

Same as above + Loaded container bond + marine insurance.

4. DOCUMENTS REQUIRED FOR FINAL D/O:

Bill of entry.
TR-6 Challan (duty paid with bank seal).
Original copy of bill of lading.(if bill of lading is not surrendered at load port)
DD/cheques for payment of shipping companys charges.

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5. DOCUMENTS REQUIRED FOR OUT OF CHARGE ORDER:

Yard destuffing:

-D/O
.
Factory destuffing:
-D/O, Survey letter, form 13 & 18

Form 13 & 18 are for container movement. These forms are for destuffing at factory
premises. These forms are used for destuffing the FCL at factory premises

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IMPORT DUTY CALCULATION

When goods are imported into India for purpose of domestic consumption they are subject to payment of Customs
Duty. Duties are charged on ad Valorem basis i.e. as a percentage of value or specific i.e. Rs per kg. Etc.

Import Duty generally consists of the following types:

1. Basic Duty: It may be at the standard rate or, in the case of import from some countries, at a
preferential rate.
2. Additional customs duty equal to Central Excise duty livable on like goods produced in
India. The MRP based valuation prevailing under Central Excise is extended to customs also.
Now the value for calculating the additional duty equal to the Excise duty, in respect of
commodities covered under Standards of Weights and Measures Act, would be the declared retail
price, less the amount of abatement allowed under the notification.
3. Value Added Tax: This Tax has been introduced since 01.04.05. to counter balance various
international taxes like sales tax. This additional duty will not be included in the assessable value
for levy of education cess on imported goods. Manufactures will be able to take credit of this
additional duty for payment of Excise duty on their finished products
4. Anti-Dumping Duty for import of specific goods with a view of protecting domestic industry from
unfair injury.
5. Education Cess at the rate of 2% of aggregate duties of customs(including CVD)

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Format
CALCULATION OF DUTY:
1. Total Value in Rs. = Invoice Value (in CIF term) X Exchange Rate.

2. Landing Charge = 1 % of the Total Value.

3. Total Assessable Value = Total Value in Rs. + Landing Charges.

4. Basic Amount = Basic Rate % of Total Assessable Value.

5. Value for the customs purpose = Total Assessable Value + Basic Amount.

6. Counter Vieling Duty = 14 % of Value for the customs purpose.

7. Education Cess = 2 % of Counter Veiling Duty (CVD)

8. SHE cess = 1% of CVD

9. Additional Educational Cess = 2 % of (Basic Amount + CVD + Educational Cess +

SHE cess)
10. C. Cess = 1% of CVD.
11. H.S. Cess = 1% of (CVD + C. Cess. + Basic Amount)

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12. Additional Duty = 4% of (Total Assessable Value + Basic Amount + CVD + Edu.
Cess + Add. Edu. Cess + C. Cess + H.S. Cess)

13. Final duty to be levied Z = Assessable value Additional duty

CUSTOMS CLEARANCE
Documents need for custom clearance taken for custom clearance
From FF to CHA

8copies of awb
Shipping bill invoice=2
export value declaration=annexure
any copy of DEPB certificate if requires
gate pass=4

EXPORT DOCUMENTS SUBMITTED BY EXPORTER TO CHA

1.

I.E.C (import export code) number, original

2.

Invoice (original 5 copies)

3.

Packing list(original 5 copies)

4.

Purchase Order

5.

G.R Form duly signed with name and address of the banker through whom
documents are negotiated

6.

Declaration Form (DEPB, DEEC)

7.

Shipping instruction duly filled and signed and if commission is paid, percentage
of commission.

8.

A.R.E Forms (original and duplicate)

9.

Other details mentioning types of goods and detailed information of goods with different types of
schemes papers.

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Flow-Chart for working of Sales.

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Conclusion:
The summer training is one learning experience as it brings you closer to the reality. I actually used my
theoretical knowledge to know more about the practical one and vice-versa.
The service organizations like F.F, CHA, Shipping lines ets. in international trade play a very important role
in boosting exports by forwarding the goods in a short duration, and releasing the exporter from all worries
of the complex procedural formalities. Services like consolidation provided by the C&F agent is beneficial
not only for the importer and exporter but also helps the Airline and Shipping line by giving them huge
quantities of goods at one go.
To work in the service organization you have to be very well aware of the changing rules and regulations of
the industry. The freight forwarders have to not only satisfy the exporter and importer but also have to keep
good relation with the custom authorities. It is due to a good reputation with the customs that Clearing and
Forwarding Agent can perform successfully and satisfactorily in their field.
To sum up I can say that this summer training was a unique experience where I got an insight into the
supporting activities performed by service organizations and the part it plays in the operations of
international trade.

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BIBLOGRAPHY:

1)

THE CUSTOM LAW MANUAL.

2)

THE CUSTOM TARIFF ACT.

3)

THE EXCISE MANUAL

4)

THE FOREIGN TRADE POLICY

5)

NOTES DURING SUMMER TRAINING.

6)

NOTES FROM HELLMANN TRAINERS.

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