Export and import

EXPORT PROCEDURE & DOCUMENTATION

VIVA College
S.Y.B.M.S
ROLL NO.
61to70

INDEX

SERIAL CONTENT PAGE
NUMBER NUMBER
1 INTRODUCTION
2 FLOW CHART
3 EXPORT DOCUMENTS
4 COMMERCIAL DOCUMENTS
5 COMMERCIAL INVOICE
6 Certificate of Origin:
7 Bill of Lading
8

INTRODUCTION

India has a mission to capture 2% of the global share of trade by 2010, up from
the present level of less than 1%. Export is one of the lucrative business activities in India. The
government also provides various promotional schemes to the exporters for earning valuable
foreign exchange for the country and for meeting their requirements for importing modern
technology and essential inputs. Besides, the income from export business is also exempted to
the specified extent under the Income Tax Act, 1961, Refund of Central Excise and Custom Duty
on export is also made under the Duty Drawback Scheme of the Government. There is no Sales
Tax on products meant for exports.

Exports can be of goods which can be moved physically from one country to
another or can be of service rendered. Detailed list of services are given in the Foreign Trade
Policy covering more than 160 items e.g. Insurance, Hospital, Postal and Telecommunication
etc.

TWO CLASSES OF EXPORTS:

Physical Exports: If the goods physically go out of the country or services are
rendered outside the country then it is called as physical export. Deemed Exports: Where the
goods do not go out of the country physically they can be termed as deemed exports. This will be
subject to certain conditions as prescribed by the DGFT. Under Deemed Exports, the goods may
be supplied to the manufacturer exporter who ultimately export a finished product of which this
supply forms a part and ultimately go out of the country. E.g. Supply of fabrics to the garment
exporter who exports the garments made out of the said fabric.

The government may announce from time to time the types of supplies that may
be considered as deemed export. The Foreign Trade Policy gives the list of supplies considered
under the Deemed Export Category. The policies and procedures are different for Physical
Exports and Deemed Exports as also the benefits available. In a nutshell, Deemed Exports do not

enjoy all the benefits that are available under Physical Export. The Foreign Trade defines exports
as taking out of India any goods by land, sea, air. Although the act does not term them as
“Physical Exports”, we have to put phrase to distinguish it from “Deemed Exports” which is
sales in India but considered as exports for limited purpose.

TYPES OF EXPORTERS:

Exporters can be basically classified into two groups

Manufacturer Exporter: As the exporter has the facility to manufacturer the product he
intends to export and hence he exports the products manufactured by him.
Merchant Exporter: An exporter who does not have the facility to manufacture an item.
But, he procures the same from other manufacturers or from the market and exports the
same.

An exporter can be both a manufacturer exporter as well as a merchant exporter,
he can export product manufactured by him or he can export items bought from the market.

Once it is decided to export, it is mandatory on your part to follow certain
procedures, rules and regulations as prescribed by various regulatory authorities such as DGFT,
RBI, and Customs. These procedures, rules and regulations are laid down in the Exim Policy
2004-09, Exchange Control Manual, Customs Act etc. Accordingly Export documents are
required to be prepared keeping in view of the requirement of the foreign buyers and our
regulatory authorities.

EXPORT DOCUMENTS

Any export shipment involved various documents required by various authorities such as
customs, excise, RBI, Inspection and according depending upon the requirements, there are
categorized into 2 categories, namely commercial documents and regulatory documents.

A. Commercial Documents. : - Commercial documents are required for effecting
physical transfer of goods and their title from the exporter to the importer and the
realisation of export sale proceeds. Out of the 16 commercial documents in the export
documentation framework as many as 14 have been standardised and aligned to one
another. These are proforma invoice, commercial invoice, packing list, shipping
instructions, intimation for inspection, certificate, of inspection of quality control,
insurance declaration, certificate' of insurance, mate's receipt, bill of lading or combined
transport document, application for certificate origin, certificate of origin, shipment
advice and letter to the bank for collection or negotiation of documents. However,
shipping order and bill of exchange could not be brought within the fold of the Aligned
Documentation System,

1. Commercial Invoice: Commercial invoice is an important and basic export
document. It is also known as a 'Document of Contents' as it contains all the information
required for the preparation of other documents. It is actually a seller's bill of merchandise.
It is prepared by the exporter after the execution of export order giving details about the
goods shipped. It is essential that the invoice is prepared in the name of the buyer or the
consignee mentioned in the letter of credit. It is a prima facie evidence of the contract of
sale or purchase and therefore, must be prepared strictly in accordance with the contract of
sale.

Contents of Commercial Invoice

Name and address of the exporter.

Name and address of the consignee.
Name and the number of Vessel or Flight.
Name of the port of loading.
Name of the port of discharge and final destination.
Invoice number and date.
Exporter's reference number.
Buyer's reference number and date.
Name of the country of origin of goods.
Name of the country of final destination.
Terms of delivery and payment.
Marks and container number.
Number and packing description.
Description of goods giving details of quantity, rate and total amount in terms of
internationally accepted price quotation.
Signature of the exporter with date.

Significance of Commercial Invoice

It is the basic document useful in preparation of various other shipping documents.
It is used in various export formalities such as quality and pre-Shipment inspection excise
and customs procedures etc.
It is also useful in negotiation of documents for collection and claim of incentives.
It is useful for accounting purposes to both exporters as well as importers.

2 Inspection Certificate: The certificate is issued by the inspection authority such as the
export inspection agency. This certificate states that the goods have been inspected before
shipment, and that they confirm to accepted quality standards.
3 Marine insurance policy: Goods in transit are subject to risk of loss of goods arising
due to fire on ship, perils of sea, theft etc. marine insurance protects losses incidental to
voyages and in land transportation. Marine insurance policy is one of the most important
document used as collateral security because it protects the interest of all those who have

insurable interest at the time of loss. The exporter is bound to insure the goods in case of
CIF quotation, but he can also insure the goods in case of FOB contract, at the request of
the importer, but the premium payment will be made by the exporter. There are different
types of policies such as
SPECIFIC POLICY: This policy is taken to cover different risks for a single
shipment. For a regular exporter, this policy is not advisable as he will have to
take a separate policy every time a shipment is made, so this policy is taken when
exports are in frequent.
Floating Policy: This is taken to cover all shipments for some months. There is
no time limit, but there is a limit on the value of goods and once this value is
crossed by several shipments, then it has to be renewed.
Open Policy: This policy remains in force until cancelled by either party i.e.
insurance company or the exporter.
Open Cover Policy: This policy is generally issued for 12 months period, for all
shipments to one or more destinations. The open cover may specify the maximum
value of consignment that may be sent per ship and if the value exceeded, the
insurance company must be informed by the exporter.
Insurance Premium: Differs upon product to product and a number of such other
factors, such as, distance of voyage, type and condition of packing, etc. Premium
for air consignments are lowered as compared to consignments by sea.

4. Consular Invoice: Consular invoice is a document required mainly by the Latin
American countries like Kenya, Uganda, Tanzania, Mauritius, New Zealand, Myanmar,
Iraq, Australia, Fiji, Cyprus, Nigeria, Ghana, Guinea, Zanzibar, etc. This invoice is the
most important document, which needs to be submitted for certification to the Embassy of
the importing country concerned. The main purpose of the consular invoice is to enable the
authorities of the importing country to collect accurate information about the volume,
value, quality, grade, source, etc., of the goods imported for the purpose of assessing
import duties and also for statistical purposes. In order to obtain consular invoice, the
exporter is required to submit three copies of invoice to the Consulate of the importing
country concerned. The Consulate of the importing country certifies them in return for fees.

One copy of the invoice is given to the exporter while the other two are dispatched to the
customs office of the importer's country for the calculation of the import duty. The exporter
negotiates a copy of the consular invoice to the importer along with other shipping
documents.

Significance of Consular Invoice for the Exporter

It facilitates quick clearance of goods from the customs in exporter's as well as
importer's country.
Certification' of goods by the Consulate of the importing country indicarer that the
importer has fulfilled all procedural and licensing formalities for import of goods.
It also assures the exporter of the payment from the importing country.

Significance of Consular Invoice for the Importer

It facilitates quick clearance of goods from the customs at the port destination and
therefore, the importer gets quick delivery of goods.
The importer is assured that the goods imported are not banned for imported in his
country.

Significance of Consular Invoice for the Customs Office

It makes the task of the customs authorities easy.
It facilitates quick calculation of duties as the value of goods as determine by the
Consulate is considered for the purpose.

5. Certificate of Origin: The importers in several countries require a certificate of origin
without which 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 subject to‟ preferential tariff rates in the
foreign market at the time importation.

The goods produced in a particular country are banned for import in the foreign market.

Types of the Certificate of Origin

(a) Non-preferential Certificate, of Origin: - Non-preferential certificate of origin is required
in general by all countries for clearance of goods by the importer, on which no preferential
tariff is given. It is issued by: ¬

The authorised Chamber of Commerce of the exporting country.
Trade Association. Of the exporting country.

(b) Certificate of Origin for availing Concessions under GSP :- Certificate of origin required
for availing of concessions under Generalised System of Preferences (GSP) extended by
certain, countries such as France, Germany, Italy, BENELUX countries, UK, Australia;
Japan, USA, etc. This certificate can be obtained from specialised agencies, namely;

Export Inspection Agencies.
Jt. Director General of Foreign Trade..
Commodity Boards and their regional offices.
Development Commissioner, Handicrafts.
Textile Committees for textile products.
Marine Products Export Development Authority for marine products.
Development Commissioners of EPZs

(c) Certificate for availing Concessions under Commonwealth Preferences (CWP):
Certificate of origin for the purpose of Commonwealth Preference is also known as
'Combined Certificate of Origin and Value'. It is required by two member countries, i.e.
Canada and New Zealand of the Commonwealth. For concession under Commonwealth
preferences, the certificates or origin have to be submitted in special forms obtainable, from
the High Commission of the country concerned.

(d) Certificate for availing Concessions under other Systems of Preference:- Certificate of
origin is also required for tariff concessions. under the Global System of Trade Preferences

(GSTP), Bangkok Agreement(BA) and SAARC Preferential Trading Arrangement
(SAPTA) under which India grants and receives tariff concessions On imports and exports.
Export Inspection Council (EIC) is the sole authority to print blank Certificates of Origin
under BA, SAARC and SAPTA which can be issued by such agencies as EPCs, DCs of
EPZs, EIC, APEDA, MPEDA, FIEO, etc...

Contents of Certificate of Origin

Name and logo of chamber of commerce.
Name and address of the consignee.
Name and the number of Vessel of Flight
Name of the port of discharge and place of delivery.
Packing and container description.
Total number of containers and packages.
Description of goods in terms of quantity.
Signature and initials of the concerned officer of the issuing authority.
Seal of the issuing authority.

Significance of the Certificate of Origin

Certificate of origin is required for availing of concessions under Generalised System of
Preferences (GSP) as well as under Commonwealth Preferences (CWP).
It is to be submitted to the customs for the assessment of duty clearance of goods with
concessional duty.
It is required when the goods produced in a particular country are banned for import in
the foreign market.
It helps the buyer in adhering to the import regulations of the country.
Sometimes, in order to ensures that goods bought from some other country have not been
reshipped by a seller, a certificate of origin IS required.

6. Bill of Lading: The bill of lading is a document issued by the shipping company or its
agent acknowledging the receipt of goods on board the vessel, and undertaking to deliver
the goods in the like order and condition as received, to the consignee or his order,
provided the freight and other charges as specified in the bill have been duly paid. It is also
a document of title to the goods and as such, is freely transferable by endorsement and
delivery.

Bill of Lading serves three main purposes:

As a document of title to the goods;
As a receipt from the shipping company; and
As a contract for the transportation of goods.

Types of Bill of Lading

Clean Bill of Lading: - A bill of lading acknowledging receipt of the goods apparently in
good order and condition and without any qualification is termed as a clean bill of lading.
Claused Bill of Lading: - A bill of lading qualified with certain adversere marks such as,
"goods insufficiently packed in accordance with the Carriage of Goods by Sea Act," is
termed as a claused bill of lading.
Transhipment or Through Bill of Lading: - When the carrier uses other transport
facilities, such as rail, road, or another steamship company in addition to his own, the
carrier issues a through or transhipment bill of lading.
Stale Bill of Lading: - A bill of lading that has been held too long before it is passed on
to a bank for negotiation or to the consignee is called a stale bill of lading.
Freight Paid Bill of Lading: - When freight is paid at the time of shipment or in
advance, the bill of landing is marked, freight paid. Such bill of lading is known as
freight bill of lading.
Freight Collect Bill of lading :- When the freight is not paid and is to be collected from
the consignee on the arrival of the goods, the bill of lading is marked, freight collect and
is known as freight collect bill of lading

Contents of Bill of Lading

Name and logo of the shipping line.
Name and address of the shipper.
Name and the number of vessel.
Total number of containers and packages,
Container status and seal number.
Gross weight in kg. and volume in terms of cubic meters.
Amount of freight paid or payable.
Shipping bill number and date.
Signature and initials of the Chief Officer. .

Significance of Bill of Lading for Exporters

It is a contract between the shipper and the shipping company for carriage of the goods to
the port of destination.
It is an acknowledgement indicating that the goods mentioned in the document have been
received on board for the Purpose of shipment.
A clean bill of lading certifies that the goods received on board the ship are in order and
good condition.
It is useful for claiming incentives offered by the government to exporters
The exporter can claim damages from the shipping company if the goods are lost or
damaged after the issue of a clean bill of lading.

Significance of Bill of Lading for Importers

It acts as a document of title to goods, which is transferable endorsement and delivery.

The exporter sends the bill of lading to the bank of the importer so as to enable him to
take the delivery of goods.
The exporter can give an advance intimation to the foreign buyer about the shipment of
goods by sending him a non-negotiable copy of bill of lading

Significance of Bill of Lading for Shipping Company

It is useful to the shipping company for collection of transport charges from the importer,
if not collected from the exporter.

7. Airway Bill: 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.

Contents of Airway Bill

Name of the airport of departure and destination.
The names and addresses of the consignor, consignee and the first carrier.
Amount of freight paid or payable.
Signature and initials of the issuing carrier or his agent.

Importance of Airway Bill: It is a contract between the airlines or his agent to carry goods
to the destination. It is the document of instructions for the airline handling staff. It acts as a
customs declaration form. Since, it contains details about freight it also represents freight
bill.

7. Shipment Advice to Importer:- After the shipment of goods, the exporter intimates the
importer about the shipment of goods giving him details about the date of shipment, the
name of the vessel, the destination, etc. He should also send one copy of non-negotiable
bill of lading to the importer.
8. Packing List: The exporter prepares the packing list to facilitate the buyer to check the
shipment. It contains the detailed description of the goods packed in each case, their gross
and net weight, etc. The difference between a packing note and a packing list is that the
packing note contains the particulars of the contents of an individual pack, while the
packing list is a consolidated statement of the contents of a number of cases or packs.
9. Bill of Exchange: The instrument is used in receiving payment from the importer. The
importer may prefer Bill of Exchange to LC as it does not involve blocking of funds. A bill
of exchange is drawn by the exporter on the importer, to make payment on demand at sight
or after a certain period of time.
B/E is a means to collect payment.
B/E is a means to demand payment.
B/E is a means to extent the credit.
B/E is a means to promise the payment.
B/E is an official acknowledgement of receipt of payment.
Financial documents perform the function of obtaining the finance collection of
payment etc.
2 sets. Each one bearing the exclusion clause making the other part of the draft
invalid.
Sight B/E.
Usance B/E.
It is known as draft.
Immediate payment – Sight draft.
There are two copies of draft. Each one bears reference to the other part A&B.
when any one of the draft is paid, the second draft becomes null and void.

Parties to bill of exchange.

1. The drawer: The exporter / person who draws the bill.
2. The drawee: The importer / person on whom the bill is drawn for payment.
3. The payee: The person to whom payment is made, generally, the exporter /
supplier of the goods.
B Auxiliary Documents: These documents generally form the basic documents based on which
the commercial and or regulatory documents are prepared. These documents also do not have
any fixed formats and the number of such documents will wary according to individual
requirements.

1. Proforma Invoice: The starting point of the export contract is in the form of offer made
by the exporter to the foreign customer. The offer made by the exporter is in the form of a
proforma invoice. It is a quotation given as a reply to an inquiry. It normally forms the
basis of all trade transactions.

Contents of Proforma Invoice

Name and address of the importer.
Mode of transportation, such as Sea or Air or Multimodal transport.
Name of the port of discharge and final destination.
Provisional invoice number and date.
Exporter's reference number.
Buyer's reference number and date.
Name of the country of origin of goods.
Name of the country of final destination.
Marks and container number. .
Number and packing description.
Description of goods giving details of quantity, rate and total amount in terms of
internationally accepted price quotation.
Signature of the exporter with date.

Importance of Proforma Invoice

It forms the basis of all trade transactions.
It may be useful for the importer in obtaining import licence or foreign exchange.

2. Intimation for Inspection: Whenever the consignment requires the pre-shipment
inspection, necessary application is to be made to the concerned inspection agency for
conducting the inspection and issue of certificate thereof.
3. Declaration of Insurance: Where the contract terms require that the insurance to be
covered by the exporter, the shipper has to give details of the shipment to the insurance
company for necessary insurance cover. The detailed declaration will cover:

Name of the shipper exporter.
Name & address of buyer.
Details of goods such as packages, quantity, value in foreign currency
as well as in Indian Rs. Etc.
Name of the Vessel Aircraft.
Value for which insurance to be covered.

4. Application of the Certificate Origin: In case the exporter has to obtain Certificate of
Origin from the concerned authorities, an application has to be made to the concerned
authority with required documents. While the simple invoice copy will do for getting CO
from the chamber of commerce, in respect of obtained the same from the office of the
Textile Committee or Export Promotion Council, the documents requirement are
different.
5. Mate's Receipt: Mate's receipt is a receipt issued by the Commanding Officer of the ship
when the cargo is loaded on the ship. The mate's receipt is a prima facie evidence that
goods are loaded in the vessel. The mate's receipt is first handed over to the Port Trust
Authorities. After making payment of all port dues, the exporter or his agent collects the
mate's receipt from the Port Trust Authorities. The mate's receipt is freely transferable. It
must be handed over to the shipping company in order to get the bill of lading. Bill of
lading is prepared on the basis of the mate's receipt.

Types of Mate's Receipts

Clean Mate's Receipt: - The Commanding Officer of the ship issues a clean mate's
receipt, if he is satisfied that the goods are packed properly and there is no defect in
the packing of the cargo or package.
Qualified Mate's Receipt: - The Commanding Officer of the ship issues qualified
mate's receipt, when the goods are not packed properly and the shipping company
does not take any responsibility of damage. to the goods during transit.

Contents of Mate's Receipt

Name and logo of the shipping line.
Name and address of the shipper.
Name and the number of vessel.
Gross weight in kg. and volume in terms of cubic meters.
Shipping bill number and date.
Signature and initials of the Chief Officer.

Significance of Mate's Receipt

It is an acknowledgement of goods received for export on board the ship.
It is a transferable document. It must be handed over to the shipping company in
order to get the bill of lading.
Bill of lading, which is the title of goods, is prepared on the basis of the mate's
receipt.

It enables the exporter to clear port trust dues to the Port Trust Authorities.

Obtaining Mate's Receipt

The goods are then loaded on board the ship for which the Mate or the Captain of the
ship issues Mate's Receipt to the Port Superintendent.

6. Shipping order: it is issued by the Shipping/Conference Line intimating the exporter
about the reservation of space for shipment of cargo which the exporter intends to ship.
Details of the vessel, poet of the shipment, and the date on which the goods are to be
shipped are mentioned. This order enables the exporter to make necessary arrangements
for customs clearance and loading of the goods.
7. Shipping Instructions: at the pre-shipment stage, when the documents are to sent to the
CHA for customs clearance, necessary instructions are to be give with relevance to

The export promotion scheme under which goods are to be exported.
Name of the specific vessel on which the goods are to be loaded.
If goods are to be FCL or LCL.
If freight amount are to be paid / collected.
If shipment are covered under A.R.E.-1 procedure.
Instructions for obtaining Bill of Lading etc.

8. Bank letter for negotiation of documents: at the post shipment stage, the exporter has to
submit the documents to a bank for negotiation or discounting or collection for
forwarding the same to the customer and also for realization of export proceeds. The
bank letter is the set of instruction for the bank as to how to handle the documents by
them and by the bank at the buyer‟s country which may include

Name and address of the buyer.
Details of various documents being sent and the number of the copies
thereof.
Name and address of the buyer‟s bank if available.
If the documents are sent L/C or on open terms.

If the proceeds are to adjusted against any pre-shipment packing credit
loan.
If the bill amount is to be adjusted against any forward exchange cover.
In case of credit bill who has to bear the interest, either exporter or if
the same is to be collected from the buyer.
Instructions in case non-acceptance/non-payment by the buyer.

C. Regulatory Document: Regulatory pre-shipment export documents are prescribed by the
different government departments and bodies in order to comply with various rules and
regulations under the relevant laws governing export trade such as export inspection, foreign
exchange regulation, ex port trade control, customs, etc. Out of 9 regulatory documents four
have been standardised and aligned. These are shipping bill or bill of export, exchange
control declaration (GR from), export application dock challan or port trust copy of shipping
bill and receipt for payment of port charges.

1. 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 :-

Customs copy.
Drawback copy.
Export promotion copy.
Port trust copy.
Exporter's copy.

Types of Shipping Bill

Based on the incentives offered by the government, customs authorities have introduced three
types of shipping bills:-

Drawback Shipping Bill: - Drawback shipping bill is useful for claiming the customs
drawback against goods exported.

Dutiable Shipping Bill: - Dutiable shipping bill is required for goods which are subject
to export duty.
Duty-free Shipping Bill: - Duty-free shipping bill is useful for exporting goods on which
there is no export duty.

In order to facilitate easy recognition and quick processing, following colours have been
provided to different kinds of shipping bills :

Types of goods By Sea By Air
Drawback shipping bill Green Green
Dutiable shipping bill Yellow Pink
Duty-Free shipping bill White Pink

Contents of Shipping Bill

Name and address of the importer.
Name of the vessel, master or agents and flag.
Name of the port at which goods are to be discharged.
Country of final destination.
Details about packages, description of goods, marks and numbers, quantity and details of
each case.
FOB price and real value of goods as defined in the Sea Customs Act.
Whether Indian or foreign merchandise to be re-exported
Total number of packages with total weight and value.

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.

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.

2. A.R.E. 1 form (Central excise): this form ARE-1 is prescribed under Central Excise
rules for export of goods. In case goods meant for export are cleared directly from the
premises of a manufacturer, the exporter can avail the facility of exemption from
payment of terminal excise duty. The goods may be cleared for export either under
claim for rebate of duty paid or under bond without payment of duty. In both the
events the goods are to be cleared under form A.R.E-1 which will show the details of
the goods being exported, the relevant duty involved and if the duty is paid or goods
being cleared under bond, details of goods being sealed either by the exporter or
Central Excise officials etc.
3. Exchange Control declaration Form (GR/PP/SOFTEX): under the exchange control
regulations all exporters must declare the details of shipment for monitoring by the
Reserve Bank of India. For this purpose, RBI has prescribed different forms for
different types of shipments like GRI, PP forms etc. These declaration forms must be
presented to the customs officials at the time of passing of export documentation.
Under the EDI processing of shipping bill in the customs, these forms have been
dispensed with and a new form SDF has to be submitted to the customs in the place
of above forms.
4. Export Application: this is the application to be made to the customs officials before
shipment of goods. The prescribed form of the application is the Shipping Bill/Bill of
Export. Different types are required for shipment like ex-bond, duty free goods, and
dutiable goods and for export under different export promotion schemes such as
claims for duty drawback etc.
5. Vehicle Ticket/Cart Ticket/Gate Pass etc.: before the goods are being taken inside
the port for loading, necessary permission has to be obtained for moving the vehicle
into the customs area. This permission is granted by the Port Trust Authority. This
document will contain the detail of the export cargo, name and address of the

shippers, lorry number, marks and number of the packages, driver‟s licence details
etc.
6. Bank Certificate of Realisation: this is the form prescribed under the Foreign Trade
Policy, wherein the negotiating bank declares the fob value of exports and for the date
of realisation of the export proceeds. This certificate is required fore obtaining the
benefit under various schemes and this value of fob is reckoned as fob value of
exports.

D. Other Document:

Black List Certificate: it certifies that the ship/aircraft carrying the cargo has
not touched the particular country on its journey or that the goods are not from
the particular country. This is required by certain nations who have strained
political and economical relations with the so called “Black Listed Countries”.

Language Certificate: Importers in the European Community require a
language certificate along with the GSP certificate in respect of handloom
cotton fabrics classifiable under NAMEX code 55.09. Generally four copies of
language certificate are prepared by the concerned authority who issues GSP
certificate. Three copies are handed over to the exporter. A copy is sent along
with the other documents for realisation of export proceeds.
Freight Payment Certificate: in most of the cases, the B/L or AWB will
mention the transportation and other related charges. However if the exporter
does not want these details to be disclosed to the buyer, the shipping company
may issue a separate certificate for payment of the freight charges instead of
declaring on the main transport documents. This document showing the freight
payment is called the freight certificate.

Insurance Premium Certificate: this is the certificate issued by the Insurance
Company as acknowledgement of the amount of premium paid for the
insurance cover. This certificate is required by the bank for arriving at the fob
value of the goods to be declared in the bank certificate of realisation.

Combined Certificate of Origin and Value: this certificate is required by the
Commonwealth Countries. This certificate is printed in a special way by the
Commonwealth Countries. This certificate should contain special details as to
the origin and value of goods, which are useful for determining import duty.
All other details are generally the same as that of Commercial Invoice, such as
name of the exporter and the importer, quality and quantity of the goods etc.

Customs Invoice: this is required by the countries like Canada, USA for
imposing preferential tariff rates.

Legalized Invoice: this is required by the certain Latin American Countries
like Mexico. It is just like consular invoice, which requires certification from
Consulate or authorised mission, stationed in the exporter‟s country.

Special Provision under Uniform Customs and practice for Documentary Credit UCP-500,
for Commercial Invoice.

Article-37: Commercial Invoice

o Must appear on their face to be issued by the beneficiary named in the
credit.
o Must be made out in the name of the applicant.
o Need not be signed

Banks may refuse Commercial Invoice issued for amounts in excess of the
amount permitted by the credit except otherwise stated.

The description of the goods in the commercial invoice must correspond with
the description of the credit. In all other documents the goods may be
described in the General in general terms not inconsistent with description in
the credit. In all documents goods may be described in general terms not
inconsistent with the Description of the goods in the credit.

Pre-Shipment Documents:

Shipping bill.
Export order/Sales contract/Purchase order.
Letter of Credit
Commercial invoice.
Packing list.
Certificate of origin.
Guaranteed Remittance (G.R/SDF/PP/SOFTEX),or SDF.
Certificate of Inspection.
Various declarations required as per custom procedure.

Exchange Control Declaration Form: all exports to which the requirement of declaration apply
must be declared on appropriate forms as indicated below unless the consignment is of samples
and of „No Commercial Value‟

GR FORM: to be completed in duplicate for exports otherwise than by post
including export of software in physical form i.e. magnetic tape/discs and
paper media.
SDF FORM: to be completed in duplicate and appended to the Shipping Bill
for export declare to the customs offices notified by the Central Government
which have introduced EDI system for processing Shipping Bill.
PP FORM: to be completed in duplicate for export by post.
SOFTX: to be completed in triplicate for export of software otherwise than in
the physical form i.e. magnetic tapes/discs and paper media.

These forms are available for sale in Reserve Bank of India

CONCLUSION

AT THE END OF THE PROJECT WE CONCLUDED THAT THE PROJECT
HAS BEEN COMPLETED WITH COOPERATION OF THE COLLEAGUES
AND OUR HARD WORK. BY DOING THIS PROJECT WE CAME TO KNOW
ABOUT THE VARIOUS DOCUMENTATION NEEDED FOR EXPORT. THE
DOCUMENTATION NEEDED IS G.R FORM, CERTIFICATE OF THE
ORIGIN, COMMERCIAL INVOICE, AND CONSUMER INVOICE.

THANK YOU

ROLL NAME OF GROUP MEMBER
NO
61 ROSHAN FERNANDES
62 AZIZ
63 NIKUNJ GAJERA
64 NIRAG GALA
65 DHAVAL GALOLIYA
66 TEJAL GANDHI
67 MAHAVIR GAWARE
68 THOMSON GEORGE
69 SAGAR GHANT
70 PRATHAMESH GHARAT

Export and import

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