Export Documentation
Export documentation Once the goods are ready the exporter has to prepare
and execute various documents of different tags of sending the shipment of goods to the importer
The various documents are vital to the exporter and bank which is a media of payment
Importance of Export document As an evidence of shipment and title of goods
For obtaining payments
Transportation of the goods
Custom clearance of the goods
And many other purposes
Export document The documentary requirement are both regulatory and
operational in nature and have to comply with the rules and regulation with the Indian government as well as the importing countries for different type of products.
These requirement are different for different type of products
Accuracy and completeness are the prime necessities in documents covering export shipments
Export document cost Export documentation work constitutes a heavy charge
in exports activity
Its costly, complex and cumbersome
Minor discrepancies of any kind either in the date itself or any typing error in the document which looks harmless might proves costly
Export document Any alteration or addition made by an authority issuing
the documents should be endorsed properly, with the signature of the person issuing the document only
If the documents are not the correct ones and not filled properly the importers may not be able to get the goods when the ship carrying them arrives
Legal importance
Legal Importance Before granting the permission, the custom officer
however ensures that the goods being exported are in accordance with the different regulation particularly in terms of following:
The goods are same type, sort and values as declared by the exporter
The duty or cess livable has been properly determined and paid
Legal importance
Aligned documentation system The Government of India made it mandatory for every
exporter to use standardized preshipment export documents w.e.f. September 1,1991
This is properly known as aligned documentation system
The preshipment document on a standard layout was first introduced by Sweden in 1956
Paper size and specifications All documents under the system are to be prepared on
A4 size of paper
Standard margin 10mm---top 20mm----left
The size of the individual boxes should be as per the specification
Maximum tolerance is 1 mm
Specifications The captions inside the boxes should be printed in 6
points sans serif face and should be located as near on the top left corner of the boxes as possible
Documents need to generated mechanically
Paper should be found in stable form 50-60% relative humidity
Documentation practice in India In India, on an average about 25 documents are
associated with the preshipment stages to export transaction
These documents are classified in to two categories:
commercial
regulatory
Commercial Documents
Regulatory
Important documents Proforma invoice Commercial invoice Consular invoice Packing list Mate receipt Bill of lading Letter of Credit (not a export document)
Performa Invoice The starting point of the export contract is in a form of a
offer made by an exporter to the foreign customer
The offer made by an exporter is in the form of a proforma invoice
It is a quotation given as a reply to an enquiry
Importance of proforma invoice It forms the basis of all trade transaction
It may be useful for an importer to obtain the import license or foreign exchange
Commercial Invoice A commercial invoice is a bill for the goods from the
seller to the buyer
Its an important and basic export document
These invoices are often used by the government to determine the true value of goods for duty purposes
Significance
Significance
Consular invoice A consular invoice is a document that is required by
some countries It describes the shipment of goods and information such
as importer, exporter and value of the consignment for custom purposes
Kenya, Uganda, Tanzania, Mauritius, New Zealand, Myanmar, Iraq, Australia, Fiji, Cyprus, Nigeria, Ghana, Guinea,
Packing List Export packing list is considerably more detailed and
informative then a domestic packing list
It also shows the individual net, gross weight, and measurement for each package
The list is used by the shipper or forwarding agents to determine the total shipment weight & volume and whether the correct cargo is being shipped
Bill Of lading The bill of lading (in ocean transport), waybill or
consignment note for rail, air, or road transportation and receipt in postal or courier delivery are collectively known as transport document
Bill of lading is issued by shipping company or its agent stating that goods are either being shipped or have been shipped
Bill of lading
Bill of lading
Significance Bill of lading is the only evidence to file a
claim against a shipping company in the event of no delivery, defective delivery or the short delivery of the cargo at the destination
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