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EXPORT DOCUMENTS & PROCEDURE Documents plays a vital role in International Business It facilitates the smooth flow of goods and payments across National frontiers A No of documents accompany every shipment must be correct and properly filed.
Export documents are however, more complex and more in number
Requirement of document differ from country to country. Wrong document will lead to loss of time in clearance of consignment, storage charges, frustration to importer, who will be reluctant to import again from the same exporter
Advisable to take the help of shipping and forwarding agents to complete the relevant documents in correct order .
Export documents can be classified under four categories:
Export Assistance Documents
Documents required by importing countries
1. Commercial documents
Bill of Lading
Letter of Credit
Marine Insurance Policy and Certificates
2 Regulatory Documents :
These document are required to comply with rules and regulations governing export trade transactions such as –
Export Inspections etc
3. Export Assistance Documents :
For claiming assistance
Drawbacks of central excise and customs duties
Packing credit facilities etc
4 Documents required by importing countries
To satisfy the requirements of the Government
Certificate of Origin
Quantity Control Certificate etc
Export documents could be classified into two categories depending upon the specific requirements:
Exporter has to follow strictly the requirements of both the exporting and importing country e.g. under FERA an exporter has to submit FORM which declares that “we undertake to realize the Foreign Exchange in lieu of goods exported. This is submitted to RBI
Licence to export the controlled commodities.
Pre-shipment inspection and quality control are compulsory in order to build up the image of Indian goods abroad
Certain documents certified by their missions in the exporting country. This gives the need of consular invoice and in some cases, the use of legalized invoice
Then, there are countries, specially the commonwealth countries, and also those developed countries, which have offered concessions to the developing countries under the Generalized System of Preferences, which demand that the exporters must submit a certificate of origin.
Thus the Exporters submit
G R Form
Legalized Invoice and
Certificate of Origin
Shipping Bill -- No shipping company or airlines will accept any cargo unless the customs authorities have granted their permission on the shipping bill.
Along with shipping bill, commercial invoice and packing lists are also to be submitted
When goods are shipped by ship or sea it is Bill of Lading
By air, it is Air Way Bill
Further - Exporter must insure his goods against risks through Marine Insurance Policy
OTHER ASPECTS TO BE LOOKED INTO
Floor price regulation, or
Export of some products may b canalized through designated bodies like STC,MMTC or MSTC etc
Measurement & weigh-ment to be complied with
As soon as the goods are exported the exporter becomes eligible for duty drawbacks etc.
SIGNIFICANCE OF SOME EXPORT DOCUMENTS
1. Commercial Invoice:
Contains all information which are required for the preparation of all other documents
Called “Documents of Control”
Harmonized System Nomenclature (HSN), price charged
The terms of shipment
Marks and Number of packages containing the merchandise
The date, name and address of both buyer and seller
Name of shipping vessel and port of disembarkation
Exporter has to design his own form for invoice
Some country have their own form of invoice hence exporter has to use theirs