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EXPORT DOCUMENTATION

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EXPORT DOCUMENTATION

There are a number of documents, which have to be

prepared by the exporter in order to arrange export of his

consignments.

These documents can be mainly classified into two i.e.

(a) Commercial Documents and

(b) Regulatory Documents

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Export Documents

Commercial Documents Regulatory Documents

Principal Auxiliary

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Out of the 15 commercial documents, eight are principal and

the rest are auxiliary. The eight principal documents are

1. The Commercial Invoice,2. Packing List

3. Bill of Lading/Air Waybill

4. Certificate of Inspection/Quality control

5. Certificate of origin

6. Bill of Exchange and

7. Shipment Advice

8. Insurance Certificate

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The seven auxiliary documents are

1. Proforma Invoice

2. Intimation for inspection

3. Shipping instructions

4. Insurance Declaration5. Application for certificate of origin.

6. Mate's Receipt

7. Letter to bank of collection/negotiation of documents

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Regulatory Documents

There are seven regulatory documents associated with the

pre-shipment stage of the export transaction. They are:1. ARE Form ( for Central Excise)

2. Shipping Bill/Bill of Export (for Customs)

- For export of goods Ex. Bond

- For export of duty free goods

- For export of dutiable goods

- For export of goods under claim of drawback

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3. Port Trust Copy of Shipping Bill/

Export Application/Dock Challan - Port

4. Vehicle ticket - Port

5. Exchange Control Declaration/GR/PP forms - RBI

6. Freight Payment Certificate - Steamer Agents

7. Insurance Premium Payment Certificate - Insurance Co.

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Export Terminologyy Commercial invoice: bill listing the goods and prices

shipped by an exporter.

y Bill of lading: document generally issued by a shipperwhich acts as a receipt for goods received for carriage.In addition it provides evidence of the terms ofcontract between a shipper and a transport company

under which goods are moved between specifiedplaces for a specified charge.

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yCertificate of inspection: document certifying thatcertain types of goods (such as perishable items) werein good condition before shipment.

y Certificate of origin (C/O): statement on the origin

of goods. You may need one if you're exporting to anumber of countries.

y Bill of exchange: written document in which asupplier is guaranteed payment of a specified amount

by a drawee by a fixed date.y Inspection certificate: sometimes required by the

importer's country to confirm that the shipped goodsmeet its national specifications.

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y Pro forma invoice: invoice provided by an exporter to an importcustomer before shipping. Typically used when the importer has toorganise foreign exchange or get an import licence

y Standard shipping note: document completed by the exporter whichtells destination ports and container depots how the goods should be

handled. A dangerous goods note must also be sent with hazardousgoods.y MTS (Multilateral Trading System): the processes through which

large numbers of countries agree to trade with each other. The WorldTrade Organisation is part of this system.

y Air waybill: a bill of lading that covers both domestic andinternational flights carrying goods to a specified destination

y Anti-dumping: if a company exports a product at a price lower thanthe price it normally charges in its home market, it's said to bedumping the product. Member countries of the World TradeOrganisation may be able to impose certain measures on othermembers that dump products on their markets.

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y Carnet: Customs document which allows you to carry or send goodstemporarily into certain countries for display or demonstrationpurposes without paying duty or posting a bond.

y Commercial agent or sales agent: person or organisation appointed

by exporter to sell and distribute goods in a foreign country.y Commercial invoice: bill listing the goods and prices shipped by an

exporter.y Dangerous goods note: document required when shipping hazardous

or potentially hazardous goods.y Export Cargo Shipping Instruction (ECSI): issued by exporters to

the freight forwarder or carrier, telling them what the goods are, theterms and conditions for movement of the goods and cost allocation.y Export invoice: part of the documentation needed if you ship your

goods abroad. It should contain a full description of your goods, theirprice, weight and country of origin.

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y Standard industrial classification (SIC): standard numericalcode used by the UK Government to classify products andservices.

y UN

CTAD

: United Nations Conference on Trade andDevelopment. Main arm of the United Nations GeneralAssembly dealing with trade, investment and developmentissues.

y World Trade Organisation (WTO): intergovernmentalorganisation set up in 1995 to negotiate and administer trade

agreements, handle trade disputes and monitor national tradepolicies.y Open insurance policy: marine insurance policy that applies to

all shipments made by an exporter over a period of time ratherthan a single shipment.

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Thank YouThank You