Import and

Export
Documentati
on

Group Members
1. Rachel Salunke

8. Mona Tekwani

4. Deepak Khatri

9. Aatri

5. Dinesh Saney

10.Sagar

6. Dimple

24.Twinkle

Motiramani

7. Sonam Purswani

36.NainKaur
52.Pawan

Export documentation

Introduction of Export
documentation
The export process is made more complex by the wide
variety of documents that the exporter needs to
complete to ensure that the order reaches its
destination quickly, safety and without problems. These
documents range include thoserequire by importer,
those required for payment,and for those required for
transportation. Documentation requirements for export
shipments also vary widely according to the country of
destination and the type of product being shipped.

Proforma invoice:
Advantages:

To create a sale
Proforma invoice is used instead of commercial
invoice
For establishment of LC or for advance payment by
the importer through his bank, usually banks prefer
Performa invoice to a quotation.
A binding agreement between exporter and importer.
Helps in issuing letter of credit.

Commercial invoice:
FEATURES

A Very Important
Document
Exporters Bill
It Is Also Called As
Document Of Contents
it also helps in calculating
Export Import Duty
Must Be Signed By The
Exporter Or His Agent
Prepared on the Sellers
Letterhead, In The Name
of the Buyer.

Importance

It is a basic document which helps in

preparation of other shipping
documents.

It helps the exporter to collect

payment of goods from the importer.

It is needed to be submitted for

completing various export formalities

It contains all the details..

It can be used as a documentary proof

It is needed for negotiation.

It is needed for claiming incentives

like duty

Consular invoice:
Importance of consular invoice to exporter:
It helps in quick and easy clearance of goods.
The certificate provides a guarantee.
The exporter can easily obtain payment for the goods.

Importance of consular invoice to Importer:

The importer gets timely delivery of goods.
This helps in saving a lot of time and efforts of the importer.
Delays in Clearance of goods can be considered.
The importer is assured the goods are not banned.

Certificate of Origin:
Importance:
It acts as a proof.
It is needed for getting concessions
It is needed to clear the goods.
It helps the customs .
It is needed to make sure that the goods have not been reshipped by an exporter.
It is needed when goods are banned.

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Combined certificate of origin and value

Combined certificate of origin and value is applicable to commonwealth countries only. This
document certifies not only the origin of goods but also the value of goods.

Features
Combined certificate of origin in value helps to determine import duty. The detail of this document are
similar to that of commercial invoice.
Under the common wealth preference system, the importer can claim payment of preferential tariff.
This certificate has to be signed by the exporter along with the witness.
This certificate can be obtained from the office of the higher commissioner of the importing country.

Shipping bill
Meaning:
Shipping

bill is the main document needed by customs

authorities for giving permission for shipment of goods.

It

is normally prepared in five copies.

Customs

copy.

Drawback
Port

copy.

trust copy.

Exporters
Export

copy.

promotion copy.

Importance:
It is the main custom document
The goods are allowed inside the port only after the

shipping bill is endorsed by the custom authorities.

It is needed for collection of export incentives
It is used by the customs in determining the value of goods.
I is needed by the exporter for recording future reference.

Mates receipt

Document signed by an officer of a vessel evidencing receipt of a shipment onboard

the vessel. It is not a document of title and is issued as an interim measure until a
proper bill of lading can be issued.
Features
Mates receipt serves as an acknowledgement of goods received for transportation
It is used for the issue bill lading by the shipping company.
It enables exporter to pay port trust dues
Clearing and forwarding agent presents mates receipt to the customs preventive
officer who records certificate of shipment of all the copies of shipping bill and other
documents.
It is transferable documents
Types of Mates Receipt
Clean Receipt: it indicates that goods have been properly packed and there is no defect of
any kind in the packing.
Qualified Receipt: it means the packing is defective and that shipping company will not be
responsible for damages of any kind.

Bill of lading:
A bill of lading is a key
document used in the
transport of goods.
Uses:
As a receipt:
As title
As a negotiable document

Types of Bill of lading:

Clean Bol.
Claused Bol
Stale Bol
Freight paid Bol
Freight collect Bol
Transhipment Bol.

Airway bill
A document that accompanies goods shipped by an international courier to provide detailed
information about the shipment and allow it to be tracked. The air waybill has multiple copies
so that each party involved in the shipment can document it.
Features
The absence, irregularity or loss of the airway bill does not affect the validity of the contract
of carriage.
It is a prima facie evidence of the conclusion of the contract and the receipt of the cargo.
It provides detailed instructions to handle the goods at all stages of the journey.
It is a customers declaration and a bill for the freight.
If the amount of insurance is included, it becomes a certificate of insurance.
Unlike bill of lading airway is not a bill of document of title to goods. AWB is prepared in 3
copies. 1 copy to the airlines, 2nd to the exporter and 3rd to the importer. AWB has same
contents as that of bill of lading.

GR form
GR form is guaranteed remittance is in fact an exchange control document
requd by RBI. Aim is that TBI want to ensure that the exporter has to realize
export proceeds with in 6 month of shipment of goods.
Features
GR is a type of declaration and assurance as regards to foreign exchange
receivable out of export transaction.
As per the exchange control regulations, the exporter has to realize exports
proceeds within the period of 6 months from the date of shipment from India.
Hence declaration to that effect is to be given by the exporter in this form.
Unless Form GR is presented with full particulars, the customs authorities will
not pass the shipping bill.

PP form
PP form is also an exchange control document. It is used
in place of form GR when goods exported by post parcel.
Features
Exports to all countries other than NEPAL and BHUTAN
by post parcel are declared on PP FORM
The parcels containing articles of jewelry of precious
stones must first be submitted for valuation to customs.
PP forms, like GR, is also filled in duplicate.

Bill of exchange
An unconditional order issued by
a person or business which directs the recipient to pay a fixed
sum of money to a third party at a future date. The future date
may be either fixed or negotiable. A bill of exchange must be
in writing and signed and dated. It is also called draft.
Features
It is a negotiable instruments
It may be drawn on the issuing bank on another drawee bank but
not on the importer.
It does not block the funds of the importer.

Marine insurance policy

Features

In case of CIF contract, the responsibility of taking

insurance covers as that of the exporter.
The premium charged by the company depends on the
total value of the goods dispatched

Marine Insurance Policy Can Be of

the Following Types

Specific policy
Opened policy
Floating policy
Open cover policy

Insurance certificate:
A qualified insurance broker issues a Certificate of Insurance

on behalf of the shipper. The shipper provides this document

and/or instructions referenced in the letter of credit whenever
Letter of Credit or Documentary procedures require him to
provide evidence of risk coverage for merchandise shipped.
Most freight forwarders have a blanket policy available and
can issue the certificate on behalf of customers.

Health certificate
Health certificate is required for exports of food products, seeds, animal meat

products etc. This certificate is issued by the Health Department of the exporting
country certifying that these items are free from infection and contamination.
Features
Western buyers expect highest standard of hygiene from Indian exporters.
Hence, packaging must be given top priority
Materials used for packing should be such that these items do not rot or decay
due to dust, fume, and transportation.
These items are perishable in their delivery must be insured within a fixed time
span
With scientific progress better materials are now being used to package these
items and to prolong its self-life.

INSPECTION CERTIFICATE

When shipping high-value products or when you are

dealing with a very conscientious customer, an
inspection certificate might be requested. An
inspection certificate provides proof that what you
are shipping is, in fact, what the customer ordered,
and is also of good quality.An inspection certificate
can be furnished directly to a buyer, a buyers
government or direct to a buyers bank.

DOCK RECEIPT AND WAREHOUSE RECEIPT:

A DOCK RECEIPT IS A LEGAL DOCUMENT VERIFYING THAT A
CARRIER HAS RECEIVED A SHIPMENT AT A DOCK. THIS
TRANSFERS LIABILITY AND RESPONSIBILITY FOR THE
SHIPMENT FROM THE SHIPPER TO THE CARRIER, WHETHER
THE LOAD IS AT ITS END DESTINATION OR WORKING ITS WAY
THROUGH A SERIES OF LOCATIONS TO REACH ITS FINAL
RECIPIENT. ALONG WITH OTHER RECORDS PERTAINING TO
THE SHIPMENT, THE DOCK RECEIPT IS KEPT TO PROVIDE
DOCUMENTATION AS THE LOAD IS MOVED, AND THERE ARE
USUALLY MULTIPLE COPIES SENT TO INTERESTED PARTIES SO
THEY CAN TRACK THE SHIPMENT SUCCESSFULLY

IMPORT DOCUMENTATION

Transport documentation and

types
Bill

of lading - in the case of sea freight

Air waybill - in the case of air freight
Freight transit order/ Railway receipt - in the case of
rail freight
Road consignment note - in the case of road freight
Way bill In case of Post office.
Courier receipt In case of Courier the goods.
Multimodal in case of more than one transport
service.

Bill of
Entry:

Types of Bill of entry:

Bill of entry for home consumption:
Warehousing Bill of entry
Ex-Bond Bill of entry

Certificate of Inspection:

When shipping high-value products or when

you are dealing with a very conscientious
customer, an inspection certificate might be
requested

Certificate of Measurement:
Its document used for calculation of freight
charges. It can be either calculated on basis
of weight or by measurement. Its a charge
to be paid of carrying goods by ship, air,
etc.

Freight Declaration:

This declaration is required to be obtained

from the exporter, when the importer
agrees to pay the freight as well as the
exporter pays the freight charges.

Fumigation certificate
Ensures safety from harmful viruses from the cargos
carrying plants and weeds
Cargos are not allowed in the country without this
certificate
Enables importers, easy clearance of goods

Final Word
Finally we would like to conclude by saying
that the documents which are used for the
purpose of exports and import hold a lot of
importance as one cannot conduct export or
import without submitted the said
documents.

Thank You