Export

Procedures
in the
Indian Apparel
Industry 
 EXPORT PROCEDURE STAGES
Stage 1- Registration
procedures

Stage 2- Pre shipment

procedure

Stage 3- Post-shipment
procedure
 Stage 1- Registration procedures
 Exporter is required to register his organization with
number of institution & authorities.
 Registration of the organization -The form of organization
selected by exporter must be registered under the
appropriate act of the Country.
 Opening Bank account
 Registration with export promotion council -It is obligatory
for exporter & he has to obtain the ‘Registration-cum-
Membership Certificate’ (RCMC).
 Obtaining membership of chamber of commerce - useful
for securing certificate of origin
 Obtaining GIR No./PAN
 Registration for the code number from DGFT - The code number
is known as IEC number. This is granted by Director General of
Foreign Trade

 For obtaining IEC number , exporter has to apply to Regional

Licensing Authority in duplicate with the following documents
1. Two copies of passport size photos duly attested by customs
2. Photocopy of PAN
3. Details of current Bank account
4. RCMC from EPC
5. Photocopy of Industrial license
6. Certificate of incorporation issued by the registrar of Companies
7. DD for payment of fee of Rs.1000
8. Declaration that exporter isn’t on RBI’s caution list
 Stage 2- Pre shipment procedure
 On receiving the requisition & purchase order from merchant,
documentation department issues an invoice. Two invoices are
prepared i.e.
 Commercial invoice
 Custom invoice.

Commercial invoice is prepared for the buyer

Custom invoice is prepared for the Custom authorities of both the
countries.
 Packing list is prepared which details the goods being shipped.
GSP certificate(Generalized system of preference) is prepared
if the consignment is exported to EU or countries mentioned in
the GSP list.
 Buying house inspects the goods & issues an inspection
certificate
 Following documents are given to Customs for their reference:
 Custom Invoice
 Packing list
 IEC certificate
 Purchase Order or L/C, if required. 
 Custom annexure
 On receipt of above documents, customs will issue clearance
certificate.
 After custom clearance a set of documents with custom clearance
receipt are sent along with the consignment to the forwarder.
Forwarder books the shipment & as per the size of the cartons
calculates CBM & decides which container to be used.
 Following documents are sent to buying house for their reference,
as per buyer’s requirement:
 Invoice
 Packing List
  GSP (if exports to Europe)
 Certificate of Origin (if required)
 Wearing Apparel sheet
 A copy of FCR/ Airway Bill/ Bill of Lading
 Buying house then intimates the buyer about the shipment &
gives the details regarding it. Buying house will send a set of
these documents to the buyer.
 Buyer collects the consignment from the destination port by
showing the following documents:
 Invoice
 Packing List
 Bill of lading/ FCR/ Airway Bill
 On shipment of goods, exporter will send the documents to the
importer’s bank.
 Stage 3- Post-shipment procedure
 A foreign buyer will make the payment in two ways:
 TT ( telegraphic transfer) i.e. Wire Transfer – (Advance payment, as per the
clause – 50% advance & remaining 50% on shipment)
 Letter of Credit

 If the payment terms are a confirmed L/C then the payment will
be made by the foreign bank on receiving the following
documents:
 Invoice
 Packing list
 B/L
 Any other required by the buyer or the country of import.
 The payment terms can be:
 At Sight 
 Within 15 days from Bill of Lading or Airway Bill date
 Within 30 days from Bill of Lading or Airway Bill date
 Within 60 days from Bill of Lading or Airway Bill date 
 Within 90 days from Bill of Lading or Airway Bill date
 After shipment, exporter sends the documents to the buyer’s bank for
payment. As the buyer’s bank receive the documents it will confirm
with the buyer for release of payment. On confirmation, it will make
the payment in the foreign currency. The transaction will be Bank to
Bank.
 The domestic branch will credit the exporter’s account, as against the
respective purchase order or invoice, in Indian rupees by converting
the foreign currency as per the current bank rate.
 If the payment is through wire transfer, the payment will be made as
per the terms agreed by the exporter (Advance payment, as per the
clause – 50% advance & remaining 50% on shipment).
 Documents Functions
1. Invoice It is prepared by an exporter & send to the importer for necessary
acceptance. When the buyer is ready to purchase the goods, he
will request for an invoice.
a. Commercial It is a document issued by the seller of goods to the buyer
Invoice raising of the goods described there in, it indicates description of
goods , quantity, value agreed per unit & total value to be paid.
Normally , the invoice is prepared first and several other
documents are then prepared by deriving information from the
invoice
b. Consular It is certification by a council or government official covering an
Invoice international shipment of goods. It ensures that the exporters
trade papers are in order & the goods been shipped do not
violate any law or trade restrictions
c. Customs It is an invoice made on specific format for the custom officials to
Invoice determine the value etc., as described by the authority of the
importing country.
2. Packing list It shows the details of goods contained in each parcel or
shipments. Considerably more detailed and informative than a
standard domestic packing list, it itemizes the material in each
individual package and indicates the type of package, such as a
box, a crate , drum or carton. Both commercial stationers and
freight forwardness carry packing list forms
3. Certification of It is a type of document describing the condition of goods and
inspection confirming that they have been inspected. It is required by some
purchasers and country in order to attest to the specifications of
the goods shipped. This is usually performed by a third party and
often obtained from independent testing organizations
4.Certification of Importers in several countries require a certificate of origin
Origin without clearance to Import is refused. The certificate of origin
states that the goods exported are originally manufactured in the
country whose name is mentioned in the certificate.
Certificate of origin is required when
• The goods produced in a particular country are subjective to
preferential Tariff rate in the foreign market at the time
importation
• The goods produced in a particular country are banned for
5. GSP It is generalized system of preference. It certifies that the goods
being exported have originated or been manufactured in a
particular country. It is mainly useful for taking advantage of
preferential duty concession, if available. It is applicable in
countries forming European union .
6. IEC certificate It is an import –Export code certificate issued by DGFT, Ministry of
commerce, Government of India. It is a 10 digit code number. No
exports – imports will be affected without the IEC code. It is
mandatory for all exporter
7.Wearing It is like a check list which gives the detail regarding the content
Apparel sheet and design of the garment packed
8. Bill of Lading The bill of lading is a document issued by the shipping company
or its agent acknowledging the receipt pf good on board the
vessel and undertaking to delivery the goods in the like order and
condition as received, to the consignee or his order, provided the
freight and other changes a specified in the bill have been duly
paid.
It is also a document of title to the goods and as such, is freely
transferred by endorsement and delivery
9. Airway Bill An airway bill, also called an air consignment note, is a receipt
issued by an airline for carriage of goods. As each shipping
company has its own bill of landing. So each airline has its own
airway bill. Airway bill is not treated as a document of title and is
not issued in negotiable form.
10. Mate’s It is a receipt issued by the commanding officer of the ship when
Receipt the cargo is loaded on the ship. It is the prime facie evidence that
goods are loaded in the vessel. The receipt is handed over to the
port trust authority. After making payment of the ports due, the
exporter or his agents collects the mate’s receipt from the port
trust authorities. The receipt is freely transferable. It must be
handed over to the shipping company in order to get the bill of
landing. Bill of landing is prepared on the basis of the mate’s
receipt.
11. Shipping bill It is the main customs document, required by the custom
authority for granting permission for the shipment of goods. The
cargo is moved inside to the doc area only after shipping bill is
duly stamped. That is certified by the customs. Shipping bill is
normally prepared in 5 copies
• Customs copy
• Drawback copy
12. Letter of credit This method of payment has become the most popular form in recent
times. It is more secured as company to other methods of payment(other
than advanced payment)
A letter of credit can be defined as “an undertaking by importer’s bank
stating that payment will be made to the exporter if the required
documents are presented to the bank within the variety L/C”.
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