Export Documentation

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By: rajat_mittal (45 month(s) ago)

hi niketh, you have done a great work in this ppt. can you please email it to me. my email id is rajat_mittal@live.com.

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By: amarsrvstv1 (62 month(s) ago)

i m also a shipping executive in a export company so please send me all related information with the export documentation on my mail id amarsrvstv1@gmail.com

By: vineeshpalodi (63 month(s) ago)

nikit please provide me the Export Documentation.PPF my mail id: vineesh@sujatasynthetics.com

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GROUP MEMBERS Rahul borse Tejas Kale Ankita Smitha Harsha Harshit Ronnie Nisha Herisha Akash P Mehul Joshi Siddharth C Sahil Uroos Jash

Export Application : 

Export Application


IEC NUMBER What is IEC Number APPLICATION_FOR_IEC_FORMS.doc Cov.Letter_for_IEC.doc

Proforma Invoice & Commercial Invoice : 

Proforma Invoice & Commercial Invoice

Proforma Invoice : 

Proforma Invoice Document that states a commitment from the seller to sell goods to the buyer at specified prices and terms Quote in an invoice format Usually issued by the exporting company Same information as the formal quotation

Points to be included in the proforma: : 

Points to be included in the proforma: Description of item Type of currency Terms of payment Costs associated with freight and insurance Buyers & sellers name & address Prices of items: per unit and extended totals Weights and dimensions of quoted products Estimated shipping date

Commercial Invoice : 

Commercial Invoice Document required by customs to determine true value of the imported goods, for assessment of duties and taxes. Used as a customs declaration by the exporter Primarily used to calculate tariffs

Commercial Invoice Document Includes: : 


Cont…. : 


Packing list Shipping order : 

Packing list Shipping order

Export Packing List : 

Export Packing List A list showing the details of goods contained in each parcel/shipment. Detailed view of item-by-item the containers to enable the buyer/receiver of shipment to check the shipment.

Packing List Includes : 

Packing List Includes Name and address-shipper & consignee Weight Quantity Description Order number Exporting Carrier

Slide 17: 

Export Packing List itemizes the material in each individual package and indicates the type of package: box, crate, drum, carton, and so on. shows individual net, legal, tare, and gross weights and measurements for each package . The list is used by the shipper or forwarding agent to determine the total shipment weight and volume and whether the correct cargo is being shipped.

Slide 18: 

View of sample packing list

Shipping order : 

Shipping order Shipping order is issued by the shipping Line intimating the exporter about the reservation of space of shipment of cargo through a particular vessel from a specified port and on a specified date.

Shipping order includes : 

Shipping order includes Exporter Consignee Port of discharg Quantity Value FOB Country of Destination

Slide 21: 

Sample view of shipping order

Pre-Shipment Inspection : 

Pre-Shipment Inspection

Quality : 

Quality “ Customers don’t complain, they switch. And in most cases, they don’t even let you know that they are unhappy. “ - Deming Quality of a product is defined as a set of attributes or specifications including packaging specifications in a given product.

Slide 24: 

Requirements for Exports under EIC of India

Intimation for Inspection : 

Intimation for Inspection

Procedure for Intimation : 

Procedure for Intimation The processor/exporter intending to export goods have to submit: an application in the prescribed pro-forma in duplicate to the nearest office of the EIA the bank draft for the required inspection fee (0.4% of FOB), invoice and the purchase order with the contractual specification, if any. at least seven days before the date of shipment. After proper scrutiny of the application, an officer not below the rank of Technical Officer will be deputed to carry out the quality control and inspection of the consignment offered. Pro-forma: intimation for inspection.doc

Pre-Shipment Inspection : 

Pre-Shipment Inspection The Government of India had enacted Export (Quality Control and Inspection) Act, 1963, which came into force from January 1, 1964. The Government of India notified 1057 items under the compulsory quality control and pre shipment inspection. PSI is an important and reliable quality control method for checking goods' quality while clients buy from the suppliers. Types of Pre-Shipment Inspection: Voluntary Inspection By the Exporter himself By the Buyer’s representative By the Buying agent in the exporter’s country By the inspection agencies in the private sector Compulsory Inspection – Agencies of Government of India EIC through its EIA Central Silk Board

Reason for PSI : 

Reason for PSI Pre-shipment inspection can greatly avoid risk and ensure clients get quality products from suppliers. 3 stages: Checking the total amount of goods and packing Controlling the quality and/or consistency of goods Verifying compliance with the standards of the destination country

Pre-Shipment Inspection : 

Pre-Shipment Inspection Systems of Inspection Consignment-wise Inspection In-Process Quality Control Self-Certification Scheme Exemptions from Compulsory PSI 100% Export Oriented Units & units set up in SEZ Items exempted from compulsory pre-shipment inspection Products bearing ISI mark or AGMARK for exports.

Certificate of Inspection : 

Certificate of Inspection If the consignment offered for inspection is found to conform to the standards recognized for the goods, on the basis of the field inspection report, a certificate of inspection will be issued to the exporter. The certificate of inspection will be prepared in quadruplicate of which: the first three copies will be made available to exporter the original for the customs use, the second copy for the use of foreign buyer and the third copy for exporter’s use fourth copy will be retained in the EIA office for records. Pro-forma : Certificate of Inspection.doc Fees: Inspection fee @ 4% of FOB value of consignment, subject to minimum value of Rs. 500/- per consignment shall be paid to the Agency by the exporter.

Certificate of Rejection : 

Certificate of Rejection If the consignment is found not conforming to the specification, a rejection letter will be prepared, the original of which will be made available to the exporter. the certificate of the Export Worthiness originally issued by the Agency will be withdrawn final decision will be taken by a team of officers, constituted by the in-charge of the Agency the Agency officers will draw samples up to a maximum of 5% of the total number of the packages from the consignment any defect is observed, the entire packages of the defective lot will not be permitted for export. Pro-forma : Certificate of Rejection.doc A copy of the invoice, showing the details of each of the varieties of goods in the consignment, will be attached with each copy of the certificate of inspection giving cross reference to the Certificate of Inspection on such invoice.

Slide 32: 

Final Inspection Certificate of AIM CONTROL.pdf

Why insurance is needed?? : 

Why insurance is needed?? Insurance Declaration

Insurance Policy : 

Insurance Policy Functions Prepared by F:\Export_documents\insurance certificate.pdf

Insurance certificate : 

Insurance certificate What is it? Blank insurance certificates Use in sea shipment

Insurance Policy vs. Insurance Certificate : 

Insurance Policy vs. Insurance Certificate

Types of Insurance policies : 

Types of Insurance policies Open or floating policy Specific policy Marine insurance Sellers Contingency policy

Shipping instruction : 

Shipping instruction

Shipping Instruction : 

Shipping Instruction Seller writes letter to the shipping company to send the goods Intimates the buyer that goods are ready to be shipped

Mates receipt Shipping advice : 

Mates receipt Shipping advice

Mate’s Receipt : 

Mate’s Receipt Temporary receipt issued for goods, which have been delivered to the vessel Acknowledgement that the ship owner has received the goods in the condition stated Preliminary document only, which is later given up in return for the bill of lading When the Chief Officer signs the receipt for goods he is personally liable for any deficiency in the number proved to exist on discharge of the good

Contents of the Mate’s Receipt : 

Contents of the Mate’s Receipt Name of the shipper Place of receipt Voyage Number Port of Loading Port of Discharge Place of Delivery Container Number Description of Goods Gross Weight Other Details

Number of Copies Issued : 

Number of Copies Issued Receipt books should be in triplicate forms one copy for boat man, one for the agents, and one left in the book.

Slide 44: 

Mate's Receipts should be issued on ship's forms and numbered. The number in dispute should clearly be stated in words on the receipt which there is agreement being separately shown For Example : "Received on board 17 packages: three more in dispute" and not as sometimes done thus: "Received 2O packages, three in dispute".

Cont… : 

Cont… Mate's receipts should be endorsed "at shipper's risk until actually shipped"

Contd.. : 

Contd.. When in doubt as to weight, quantity and condition, Mate's receipts as well as the bills of lading should be caused "weight, quality, quantity and condition unknown".

Shipping Advice : 

Shipping Advice Letter or form sent by an exporter to a foreign buyer informing that the shipment of the ordered goods is on its way. A copy of the invoice and the packing slip (and sometimes a copy of bill of lading) may also be attached.

Slide 49: 


Bill of lading : 

Bill of lading A document issued by a carrier or by a shipper's agent that identifies the goods received for shipment, where the goods are to be delivered, and who is entitled to receive the shipment. Abbreviated B/L.

Types of bill of lading. : 

Types of bill of lading. clean bill or clean bill of lading. A bill of lading with no added notations that change or qualify its terms. order bill or order bill of lading. A bill of lading that is negotiable and that states that the goods can be delivered only when the bill of lading is presented to the carrier. Title to the bill of lading and to the goods identified in it can be transferred by the shipper, indorsing and giving up possession of the document to another, who is then entitled to receive the goods from the carrier. straight bill or straight bill of lading. A nonnegotiable bill of lading that merely specifies the specific place and person the carrier is to deliver the goods to. through bill or through bill of lading. A bill of lading issued by the first of multiple connecting carriers who are going to ship the goods. By issuing the document, the first carrier assumes responsibility for the other carriers for the shipment's eventual arrival and delivery at the designated place and person.

Bill Of Lading tracking : 

Bill Of Lading tracking

COOApplication for COO : 

COOApplication for COO


CERTIFICATE OF ORIGIN (COO) Meaning It traditionally states from what country the shipped goods originate. Why is it require ? Helps prove that the product is allowed into that particular country. To claim preferential tariffs In case of India ( import duty regime)

Different Certificate of Origins required by your importers to avail different concessions : 

Different Certificate of Origins required by your importers to avail different concessions

Types of COO : 

Types of COO NAFTA Certificates of Origin Mexican Certificate of Origin General Certificate of Origin Form is used for almost all exports Products that are made in the U.S., and are being shipped into Mexico or Canada To prevent Asian textiles and footwear from being dumped into Mexico via the U.S.

Slide 57: 

South African Certificates of Origin Turkey Certificates of Origin Israeli Certificate of Origin Japanese Certificate of Origin American goods shipped into Israel If exported goods have been assigned preferential tax treatment under GATT Goods are liable to antidumping When the goods qualify for a lower rate of duty




APPLICATION FOR CERTIFICATE OF ORIGIN (COO) Application form submitted to Chamber of commerce Authorized agency for the issue Procedure how to apply COO

Slide 60: 

Sample certificate of Origin

Bills of Exchange : 

Bills of Exchange

What is Bill Of Exchange? Why is it used? : 

What is Bill Of Exchange? Why is it used? A bill of exchange or "draft" is a written order by the drawer to the drawee to pay money to the payee. It is a negotiable financial instrument by the drawer (creditor) to the drawee (debtor) to pay a certain amount of money at a matured date. They are used primarily in international trade, and are written orders by one person to his bank to pay the bearer a specific sum on a specific date.

Specimen Of A Bill Of Exchange : 

Specimen Of A Bill Of Exchange JAMMU 20th Nov. 2009 Stamp Three months after due date, pay XYZ or order, the Sum of Rs 1000(one thousand only) for value received. To, M/S ABC Gandhi Nagar Jammu

Parts Of A Bill Of Exchange : 

Parts Of A Bill Of Exchange Date Term Amount Stamp Parties

Special features : 

Special features A Bill Of Exchange is an instrument in writing It must be signed by the maker It contains an unconditional order The order must be to pay money and money only The sum payable must be specific The amount must be paid within a stipulated time The name of the drawee must be clearly mentioned It must be dated and stamped

Parties to a Bill Of Exchange : 

Parties to a Bill Of Exchange Drawer The person who draws or writes the Bill Of Exchange is called the Drawer. The Drawer must be the seller or creditor to whom the money is owing

Drawee : 

Drawee The Drawee is the person on whom the bill is drawn. He is the purchaser or debtor who is ordered by the Drawer to pay the amount

Payee : 

Payee The person who has the right to receive the amount of the bill is called the Payee, the Payee may be a third person or the Drawer himself

Advantages of Bill of Exchange : 

Advantages of Bill of Exchange A Bill of Exchange is used in settlement of debts It fixes the date of payment It is a written and signed acknowledgement of debt A debtor enjoys full period of credit A drawer can convert the bill into cash by getting it discounted with the bank

Kinds of Bills Of Exchange : 

Kinds of Bills Of Exchange Inland Bill Foreign Bill Trade Bill Accommodation Bill

Shipping Bill/Bill Of export : 

Shipping Bill/Bill Of export

Shipping Bill/Bill Of Export : 

Shipping Bill/Bill Of Export The Shipping Bill/ Bill of Export are the main document required by the Customs Authority for allowing shipment for all products exported from India.

Documents Required : 

Documents Required The documents used for the processing of the Shipping Bill are: GR forms (in duplicate) for shipment to all the countries, Four copies of the packing list mentioning the contents, quantity, gross and net weight of each package, Four copies of invoices which contains all relevant particulars like number of packages, quantity, unit rate, total f.o.b./ c.i.f. value, correct & full description of goods, etc, Contract, L/C, Purchase Order of the overseas buyer, AR4 (both original and duplicate) and invoice and Inspection/ Examination Certificate

Types of Shipping Bill for Exports : 

Types of Shipping Bill for Exports Free Shipping Bill Drawback Shipping Bill DEPB (Duty Entitlement Passbook Scheme)Shipping Bill DEEC (Duty Exemption Entitlement Certificate) Bond Shipping Bill Dutiable Shipping Bill

Detail Documents Required : 

Detail Documents Required SDF Form (Appendix I) – Free Shipping Bill Annexure B Form – Drawback Shipping Bill Appendix III Form – Drawback Shipping Bill Appendix IV Form (applicable only for certain items) – Drawback Shipping Bill AR4 Form – Drawback Shipping Bill Annexure D Form – DEPB Shipping Bill DEPB Shipping Bill

Cont… : 

Cont… Annexure for DEEC Declaration DEEC Declaration Appendix II (after DEEC registration is complete, it is required from the shipper)

Formats : 

Formats The formats presented for the Shipping Bill are: White Shipping Bill in triplicate for export of duty free of goods, Green Shipping Bill in quadruplicate for the export of goods which are under claim for duty drawback, Yellow Shipping Bill in triplicate for the export of dutiable goods, Blue Shipping Bill in 7 copies for exports under the DEPB scheme



AR – 4 FORM : 

AR – 4 FORM Every manufacturer for clearance of excisable goods files an application AR-4 from his factory for export. The clearances can be ‘under claim for rebate of duty’ or ‘under bond.’ The goods can be examined and sealed at the factory by a central excise officer having jurisdiction over the factory. After shipment of goods, the customs officer endorses AR-4 form, which is taken as evidence by excise authorities for considering rebate in duty or cancellation of bond.

Slide 80: 

AR4 and AR4A are merged Procedure for export. The assessee has the option to clear the export goods with or without sealing of the consignment at the place of removal. In case he opts for factory sealing, the goods would be examined by the Central Excise officers at the factory. Otherwise, the goods would be examined by the Customs officer at the port of exportation.

Slide 81: 

Information to be given on AR-4. The exporter is required to give the following information on the AR-4 form running sl. No. of the AR-4 beginning from each financial year; scheme under which export has been made, i.e. value based advanced licensing scheme/ quantity based advanced licensing scheme/ under claim for duty drawback etc.; whether the exported goods have been manufactured availing/without availing Modvat credit under Rule 57A; and particulars of bond executed or the duty debit particulars as the case may be.

Different Port Charges : 

Different Port Charges

Different Port Charges : 

Different Port Charges Demurrage Charges Wharfage Charges Lighterage Charges Pilotage Charges Acronage Charges Shifting Charges

Exchange Control DeclarationForm : 

Exchange Control DeclarationForm Required to declare to the RBI full value of shipment. Required to submit an undertaking about the export proceeds. Declaration made in the prescribed EXCHANGE CONTROL DECLARATION FORMS, these forms are known as GR/SDF/PP/SOFTEX forms.


WHEN SHOULD BE USED? GR/SDF Forms incase of export of goods & software in physical form. GR used incase of manual processing & SDF used incase of computerized processing. PP Form incase of export of goods by post. SOFTEX Form incase of export of online software (i.e. software in non-physical form).


EXPORT THROUGH POST PARCEL An important mode of shipment- low volume, high value goods. Regulated under the Universal Postal Union Parcel Agreement. Post Parcels for shipment of export goods are sent through Foreign Post Offices. Sent to their destinations only after clearance given by custom authorities stamp “ Customs Pass”.



Slide 88: 



AIRWAY BILL What is an Airway Bill? An Airway Bill usually contains the following information: General description of the nature of the goods. Particular marks that are necessary for identifying the goods. The number of packages and the quantity and weight of the goods. Place of discharge. Transit Airports. A statement that the Warsaw rules will apply to limit the carriers liability for loss of or damage to the goods.

Advantages of Air Transport : 

Advantages of Air Transport Fast movement of goods. Warehousing costs are reduced to the minimum. Suitable for transportation of perishable goods. Risks associated with deterioration and obsolescence of goods is reduced. Insurance premium is lower Losses due to rough handling, breakage and pilferage are also reduced to the minimum.

Procedure to obtain packing credit. : 

Procedure to obtain packing credit. Application to bank Processing of application Sanctioning of loan

Slide 92: 

Loan agreement. Disbursement of loan Maintain books of accounts.

Slide 93: 

Monitoring of accounts Repayment

Thank You!! : 

Thank You!!

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