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)
1. The Commercial Invoice,
2. Packing List
3. Bill of Lading/Air Waybill
4. Certificate of Inspection/Quality control
5. Certificate of origin
6. Bill of Exchange and
7. Shipment Advice
8. 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 Exporter
state clearly the price, details of
quality, quantity, trade terms,
delivery terms, and payment terms.

Sales Exporter and

Contract An agreement between the buyer Importer
and 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 An invoice provided by a supplier Exporter
Invoice prior 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).
Commerci Exporter
al Invoice 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
Document Functions Prepared
by
Packing A list with detailed packing Exporter
List information of the goods shipped.

Inspection A report issued by an independent Inspection

Certificate surveyor (inspection company) or Company or
the exporter on the specifications of Exporter
the 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 Agent or
shipped, and it gives full details of Insurance
the insurance coverage. An Broker
insurance certificate certifies that
the shipment has been insured
under a given open policy and is to
cover loss of or damage to the
Product cargo while in transit.
Testing Accredited
Certificate A certificate to certify the products Laboratories
are conformed to a certain
international/national technical
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 Authority
the relevant legislation in the exporter's
country and were in good condition at time
of inspection, prior to shipment and fit for
human consumption.
Frequently an international requirement that
any consignment of plants or planting
materials importing into a country shall be
accompanied by a Exporter/
Phytosanit
ary 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
Documen Functions Prepared
t by
Fumigatio A pest control certificate issued to Exporter or
n certify that the concerned products Inspection
Certificat have been undergone the quarantine Company
e and pre-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/
Authority
ATA An international customs document
Carnet used to obtain a duty-free temporary
admission for goods such as exhibits for
international trade fairs, samples and
professional equipment, into the
Documen Functions Prepared
t 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
Documen Functions Prepared
t 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
Mate's to prepare a bill of lading. It has no
Receipt legal role regarding processing financial
settlement.

Bill of An evidence of contract between the

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

transportation purpose, such as details Shipper
Packing of invoice, buyer, consignee, country of
List origin, vessel/flight date, port/airport of
loading, port/airport of discharge, place
of delivery, shipping marks / container
number, weight / volume of
 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 youre 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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