Export Documentation Print


Documentation is one of the most important aspects of overseas trade. Current documentation is very important because it alone can secure the swift passage of goods through the customer resulting in prompt payment of goods exported. 
1) Export Order The exporter is required to produce copies of export order to various government / departments / financial institutions e.g. to get export licenses, availing post shipment finance etc. 
2) Order Acceptance Exporter commits the shipment of goods covered at the agreed price during a specified time. Sometimes, the exporter needs a copy of his order acceptance signed by the importer. 
3) Letter of Credit
4) Transport Documents
  i) Ocean Foreign (Types of Bill of lading) It is a document issued by the shipping company or its agent acknowledging the receipt of goods mentioned in the bill for shipment on board the vessel and undertaking to deliver the goods in the like order and condition as received, to the consignee or his order of assignee, provided the freight and other changes specified from the legal point of view, a bill of lading is a formal receipt acknowledging the receipt of goods from export for the purpose of shipment. Bill of lading is usually made out in sets of four. The exporter should submit the sets of bill of lading together with the mate receipt to the shipping company which would calculate the freight amount on the basis of measurement or weight as certified by the recognized chamber of commerce. 
ii) Post Parcel Receipt  It evidences the receipt of goods for exports by the post office and it is also not treated as a document of title. 
5) Bill of Exchange It is also known as “Draft” When exporter expects the importer to make immediate payment upon the presentation of the draft that draft is called a “Sight Draft” or Draft drawn at first sight or on Demand or on presentation. When the draft is drawn for payment at a date later than presentation, it is called a ‘Usance Draft’ or Usance Bill or ‘Demand Draft’. 
6) Insurance Policy / Certificate Marine Insurance Certificate is a document which give details of the shipment insured together with a shortened version of the provisions of open cover. The exporter should buy the policy for the CIF value plus ten percent to cover other expenses which the importer might have to incur in anticipation of safe arrival of the goods. 
7) Certificate of Origin The exporter should obtain this from any recognized Chamber of Commerce, EPC, Government Dept. on payment of a small fee. 
8) G.S.P. Certificate EEC adopted the Generalized System of Preferences. Under G.SP manufacturers and Semi-manufacture from developing countries including India will be entitled to a concessional rate of import duty in these countries.
i) Packing list / Note It includes the date of packing, connecting invoice number, order number, details of shipping etc.
ii) Export Declaration Forms a) GR Form For export to all countries otherwise than by post b) PP Form For export to all countries by parcel post except when made on value payable or cash on delivery basis c) Form SOFTEX To be used for declaring software exports through data communication links and receipt of loyalty on the software packages / products exported.
9) Certificate of Inspection It is issued by the inspection agency concerned certifying that the consignment has been inspected as required under the Export (Quality Controls & Inspection). 
10) Certificate of Measurement It should be obtained either from Indian Chamber of Commerce or any other approved organization. 
11) Shipping Order About the reservation of space of shipment of cargo through a particular vessel from a specified port and on a specified date. 
12) Cart / Lorry Ticket This is prepared for admittance of cargo through the port gate. 
13) Dock Challan / Export Application Export application is required at Cochin, Mumbai and Chennai for payment of port charges and Dock Challan is used at Kolkata port.  
14) Shipper’s Declaration Form The exporter has to submit this declaration to the customs authorities, regarding the value, sort, specification quantity, description of goods being exporter. 
15) Commercial Invoice It is a prima facie evidence of the contract of sale and purchase. 
16) Consular Invoice It is a document required manly by the Latin American countries. It facilitates the clearing of goods through customs of the importing country.  
17) Shipping Bill It is an important document required by the customs authorities for allowing shipment. 
i) Duty free shipping bill - Printed on white paper ii) Dutiable shipping bill - Oriented on yellow paper 
iii) Drawback shipping bill - Printed on green paper 
18) Shipping bill for shipment Ex-bond  In case of goods imported for re export and kept in bonds this type of shipping bill is used which is printed on yellow paper. 
19) Freight Declaration It is to be attended to the export documents of the importer agrees to pay the freight. 
20) Health Certificate This is required for export of food products, seeds, animal meat products etc. issued by the Health Department of Exporting Country. 
21) Certificate of Value Though indicated in the commercial invoice, some countries need this separately. 
22) Certificate of Exports and Realization After shipment, the exporters should get their export certified by an authorized dealer in foreign exchange. While presenting the export document to an authorized dealer, he should fill in and give to the bank and declaration (in triplicate) in the prescribed from known as “Bank Certificate of Export and Realization”. The exporter will get this certificate from the negotiating bank only after the realization of the proceeds.
Common Discrepancies in Export Documents  
1) Credit expired
  2) Late shipment
 3) Credit amount exceeding
 4) Under insured
 5) Insurance risk covered not as specified in credit 
6) Absence of freight paid statement on bill of lading, where credit covers Cost & Freight (C&F) and Cost, Insurance and Freight (CIF) Shipment. 
7) Amount shown on invoice and bill of exchange differ.