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Meaning and definition of export
documentationExport transaction requires many documents to
be submitted to various authorities. The two broadcategories of documents are commercial documentsand regulatory documents.
From October 1, 1991 the new standardizedocuments have come into effect in India. They are
called Aligned Documentation prepared under theAligned Documentation System, which are based onUnited Nation layout.
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Types of export documents Commercial documents
Principal documents
Auxiliary documents
Regulatory documents
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PRINCIPAL DOCUMENTS Commercial invoice.
Packing list.
Bill of lading. Combined transport document.
Certificate of inspection/quality control.
Insurance Certificate or Insurance policy if there is CIFcontract.
Certificate of origin.
Bill of Exchange and Shipment advise.
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AUXILIARY DOCUMENTS Proforma invoice.
Intimation for inspection.
Shipping instruction. Insurance declaration.
Shipping order.
Mates receipt.
Application for certificate of origin
Letter to the bank for collection/Negotiabledocuments.
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REGULATORY DOCUMENTS Gate Pass-I/Gate Pass II
AR4/AR4A Form
Shipping Bill/Bill of Export
Export Application, Dock Challan
Receipt for payment of port charges
Vehicle ticket
Exchange control declaration i.e., GR form/PP formprescribed by Reserve Bank of India
Freight Payment certificate
Insurance Premium Payment Certificate
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Classification on the basis of need
and requirement
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1. Documents related to goods: Invoice. Packing list/Note. Certificate of Origin (COO).
2. Documents related to shipment: Mate Receipt. Shipping Bill. Cart Ticket. Certificate of Measurement. Bill of Lading. Airway Bill (AWB). Form B-X, for export by post.
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3. Documents related to payments:
Letter of credit (L/C).
Bill of Exchange (B/Ex).
Trust Receipt.
Letter of Hypothecation.
Bank Certificate of Payment.4. Documents related to Inspection:
Certificate of Inspection.
5. Documents related to excisable goods:
GP forms.
Form C.
AR-4/AR-4A form.
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6. Documents related to Foreign ExchangeRegulations:
GR forms.
PP forms.
VP/COD forms. CNX forms.
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Classification on the basis of
functions to be performed
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1. Trade Documents- include commercial invoices, bill ofexchange, bills of lading, letters of credit, marine
insurance policy and certificates, etc.2. Regulatory Documents- required for complying with
the rules and regulations governing export tradetransactions such as foreign exchange regulations,customs formalities, export inspection, etc.
3. Export Assistance Documents-required for claimingassistance under the various export assistance measures.Presently, these refer to import replenishment licences,cash compensatory support schemes, drawback ofCentral Excise and customs duties and packing credit
facilities.4. Foreign Documentations-required by the importer inorder to satisfy the requirements of his Government.These include certificate of origin, consular invoice,quality control certificate.
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Significance of export documentsI. Regulation of trade: G-R Forms
Export licence
Inspection certificate
Consulor invoice
Certificate of origin
II. Facilitation of export operations
Shipping Bill
Bill of lading/Airways bill
Marine insurance policy
Export assistance schemes
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Clearing and Forwarding agents
Clearing and Forwarding agents are a link between
the owners of goods and owners of means of transport.They help cargo owners in efficient movement ofgoods to the buyers by completing a number ofprocedural and documentary formalities.
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Role of clearing and forwarding
agentsI. Essential Services Warehousing before transportation. Local transportation
Container transportation. Reservation of shipping space. Selection of mode of transport. Packing, Marking and Labeling. Completing customs and port formalities.
Cargo insurance. Advising exporters on trade laws. Educating exporters. Coordination with other agencies. Procuring Documents.
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II. Optional Services:
Warehousing facilities abroad.
Bringing back goods. Locating stranded Goods.
Assessment of Damage.
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References Export Management: N.Kumar, R.Mittal.
EXPORT IMPORT PROCEDURES-
DOCUMENTATION AND LOGISTICS: C.RamaGopal
Export marketing: B.S.Rathor.