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Export  import documentation
 What is export?
  Sale of goods from one country to another against
   payment in foreign currency in a legal way
   It should mention
     Parties: Addresses and Identities
     Nature of contract: Sales of goods/services, agency/distributorship
     Date of agreement
   The contract should state
     Products name (including its technical name )
     Sizes in which it is supplied
     Standards/specifications according to the buyer or as per the samples approved by
        him. Details of specification of sample must be given in the contract
     Quantity, total value
     Inspection, Test certification
     Packing, packaging, labelling
     Marking
     Terms of delivery
     Duty and charges, taxes
     Period of delivery
     terms of payment
     discounts and commisions
     licences and permits
     insurance
 Why do we need documentation?
 • Buyer and sellers are separated by long distances
 • Formal contract ( assigning duties/responsibilities)
   is necessary
 • Protection of interests of both the parties
 • The operational constraint
 • Claim of export assistance and incentives
   provided by the government
 Trade documents may be broadly
 categorised into 3 heads
  Commercial documents
  Legal or Regulatory documents
  Incentive and Assistance Claim documents
 Possession of docs imply ownership of goods
 Docs represent goods shipped by exporter
 These docs entitle the importer
 Indicates goods at destination, and
 Used to compensation by insurance, in the
  event of damage or loss
 Commercial Invoice
                        Certificate of Origin
                        Inspection Certificate
 Packing list
                        Transportation
 Insurance
  Certificate/Policy     Documentation
 Bill of Exchange          - Bill of lading -forwarder
 Shipment Advice           - Airway Bill
                            - Combined transport
                         document
DOCS AS PER REQUIREMENT OF
DOCUMENTATION AS PER
                                  IMPORTING COUNTRY
REQUIREMENT OF GOI

   Export License if necessary      Customs Invoice
   AR4/AR5 Form                     GSP Certificate of origin
   Pre-shipment Inspection
    Certificate
   Export Declaration form
   GR/PP/VPP/COD/Softex
    Form
   Shipping Bill - customs
 Application form
 Shipping Bill duly authenticated by customs
 Commercial Invoice attested by bank
 Statement    of exports certified by the
  negotiating bank
 Registration cum membership form of
  concerned export promotion council
 First and the only complete document for a
  shipment from among the set of commercial
  documents.
 Serves as a basis for preparation of all other
  documents
 CI is needed at both pre-shipment and post-
  shipment stages for
    ▪ Obtaining Export Inspection Certificate,
    ▪ Clearance from excise and customs
    ▪ Negotiating documents with the bank.
Export  import documentation
 CI performs three main functions
  It is a Document of Content,
  It is a Bill by exporter,
  It is a Packing List
  It also sets forth the terms of shipment and
   payment and can operate as Certificate of Origin
 Equivalent to multimodal transport
  document/airway bill/railway/lorry/post
  parcel/courier receipt
 These documents state and evidence the
  mode, manner and date of shipment.
 These docs define the contractual rights and
  obligations of the parties
 lawful holders can claim goods at the
  destination and at will
 given by forwarder to exporter
 It performs 3 functions:
    ▪ An evidence of contract of affreightment between the
      ship owner and the charterer
    ▪ A receipt of goods
    ▪ Document of title:(Order B/L: negotiable doc. and
      Consignee named/ Straight B/L: non-transferable)
 It’s
     legally defined as “an unconditional order
  in writing, addressed by one person to
  another, signed by the person giving it,
  requiring the person to which it is addressed
  to pay on demand or at a fixed or
  determinable future time a certain sum of
  money, to or to the order of, a specified
  person or to bearer.”
EXPORTER
                                 (Drawer) (Payee)
                   1    OF
                    BILL ANGE
                         H
                     EXC                             5
EXPORTER’S BANK                                               IMPORTER
                                   CUSTOMS
 (collecting bank)                                             (Drawee)
                                                        6
                                                         T
                     F                                 EN KING
              BILL O NGE                             YM A
                                                   PA DERT
          2           A                       3
               E X CH                               UN
                                IMPORTER’S BANK
                                  (remitting bank)
                                                           4
                                                        DOCS
                                                (MASTER/HOUSE AWB)
 It performs the role of bridging time gap between
  shipment of goods and receipt of sale amount.
 This is required to be honored either by actual
  payment or by an undertaking to make payment at a
  future date by the party on whom it is drawn.
 After payment/undertaking the importer’s bank will
  hand over the documents to the importer for taking
  possession of goods.
 Can be either a Sight Draft (for DP – Docs Against
  Payment) OR Usance/Term Draft (for DA – Docs
  Against Acceptance)
       Sight Bill of Exchange
                                     BILL OF EXCHANGE
         Bill of exchange for                                        Date
         Place
         On demand, Pay this First of Exchange (Second of the same date and tenor being unpaid)
    to the order of (exporter’s bank) a sum of ……….... only for value received vide Airway Bill No./Bill
    of Lading
         No. ………… dated …………. and place the same to account.

         To : Drawee                                     For : Drawer (exporter)
     Usance Bill of Exchange
                                     BILL OF EXCHANGE
          Bill of exchange for                                      Date
          Place
          …………. Days after date, Pay this First of Exchange (Second of the same date and tenor
    being unpaid) to the order of (exporter’s bank) a sum of …….. only for value received vide Airway
    Bill No./
          Bill of Lading No. …… dated ……. and place the same to account.
         To : Drawee                                     For : Drawer (exporter)
Export  import documentation
 Lunch time

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Export import documentation

  • 2.  What is export?  Sale of goods from one country to another against payment in foreign currency in a legal way
  • 3. It should mention  Parties: Addresses and Identities  Nature of contract: Sales of goods/services, agency/distributorship  Date of agreement  The contract should state  Products name (including its technical name )  Sizes in which it is supplied  Standards/specifications according to the buyer or as per the samples approved by him. Details of specification of sample must be given in the contract  Quantity, total value  Inspection, Test certification  Packing, packaging, labelling  Marking  Terms of delivery  Duty and charges, taxes  Period of delivery  terms of payment  discounts and commisions  licences and permits  insurance
  • 4.  Why do we need documentation? • Buyer and sellers are separated by long distances • Formal contract ( assigning duties/responsibilities) is necessary • Protection of interests of both the parties • The operational constraint • Claim of export assistance and incentives provided by the government
  • 5.  Trade documents may be broadly categorised into 3 heads  Commercial documents  Legal or Regulatory documents  Incentive and Assistance Claim documents
  • 6.  Possession of docs imply ownership of goods  Docs represent goods shipped by exporter  These docs entitle the importer  Indicates goods at destination, and  Used to compensation by insurance, in the event of damage or loss
  • 7.  Commercial Invoice  Certificate of Origin  Inspection Certificate  Packing list  Transportation  Insurance Certificate/Policy Documentation  Bill of Exchange - Bill of lading -forwarder  Shipment Advice - Airway Bill - Combined transport document
  • 8. DOCS AS PER REQUIREMENT OF DOCUMENTATION AS PER IMPORTING COUNTRY REQUIREMENT OF GOI  Export License if necessary  Customs Invoice  AR4/AR5 Form  GSP Certificate of origin  Pre-shipment Inspection Certificate  Export Declaration form  GR/PP/VPP/COD/Softex Form  Shipping Bill - customs
  • 9.  Application form  Shipping Bill duly authenticated by customs  Commercial Invoice attested by bank  Statement of exports certified by the negotiating bank  Registration cum membership form of concerned export promotion council
  • 10.  First and the only complete document for a shipment from among the set of commercial documents.  Serves as a basis for preparation of all other documents  CI is needed at both pre-shipment and post- shipment stages for ▪ Obtaining Export Inspection Certificate, ▪ Clearance from excise and customs ▪ Negotiating documents with the bank.
  • 12.  CI performs three main functions  It is a Document of Content,  It is a Bill by exporter,  It is a Packing List  It also sets forth the terms of shipment and payment and can operate as Certificate of Origin
  • 13.  Equivalent to multimodal transport document/airway bill/railway/lorry/post parcel/courier receipt  These documents state and evidence the mode, manner and date of shipment.  These docs define the contractual rights and obligations of the parties  lawful holders can claim goods at the destination and at will  given by forwarder to exporter
  • 14.  It performs 3 functions: ▪ An evidence of contract of affreightment between the ship owner and the charterer ▪ A receipt of goods ▪ Document of title:(Order B/L: negotiable doc. and Consignee named/ Straight B/L: non-transferable)
  • 15.  It’s legally defined as “an unconditional order in writing, addressed by one person to another, signed by the person giving it, requiring the person to which it is addressed to pay on demand or at a fixed or determinable future time a certain sum of money, to or to the order of, a specified person or to bearer.”
  • 16. EXPORTER (Drawer) (Payee) 1 OF BILL ANGE H EXC 5 EXPORTER’S BANK IMPORTER CUSTOMS (collecting bank) (Drawee) 6 T F EN KING BILL O NGE YM A PA DERT 2 A 3 E X CH UN IMPORTER’S BANK (remitting bank) 4 DOCS (MASTER/HOUSE AWB)
  • 17.  It performs the role of bridging time gap between shipment of goods and receipt of sale amount.  This is required to be honored either by actual payment or by an undertaking to make payment at a future date by the party on whom it is drawn.  After payment/undertaking the importer’s bank will hand over the documents to the importer for taking possession of goods.  Can be either a Sight Draft (for DP – Docs Against Payment) OR Usance/Term Draft (for DA – Docs Against Acceptance)
  • 18. Sight Bill of Exchange  BILL OF EXCHANGE  Bill of exchange for Date  Place  On demand, Pay this First of Exchange (Second of the same date and tenor being unpaid) to the order of (exporter’s bank) a sum of ……….... only for value received vide Airway Bill No./Bill of Lading  No. ………… dated …………. and place the same to account.  To : Drawee For : Drawer (exporter)  Usance Bill of Exchange  BILL OF EXCHANGE  Bill of exchange for Date  Place  …………. Days after date, Pay this First of Exchange (Second of the same date and tenor being unpaid) to the order of (exporter’s bank) a sum of …….. only for value received vide Airway Bill No./  Bill of Lading No. …… dated ……. and place the same to account.  To : Drawee For : Drawer (exporter)