Export Import Documentations

Know About Export-Import – (Exim ) Documentation

Export-Import Documentations play a crucial role in facilitating international trade and ensuring smooth movement of goods across borders. The documentation process involves several legal and regulatory requirements that are mandatory to meet for both exporters and importers.

One of the primary reasons why export-import Documentation are important is that they provide legal protection to both parties involved in the trade. By following the required documentation procedures, exporters can ensure that their products meet the required standards and specifications of the importing country. Similarly, importers can ensure that the products they are receiving are of the desired quality and comply with their country’s laws and regulations.

Furthermore, Export Import Documentations help in minimizing the risk of fraud and misunderstanding during the trade process. The documents also help in keeping track of the movement of goods, ensuring that the products are delivered to the intended destination and that payments are made as per the agreed terms.

There are several types of documents that are required for worldwide export-import operations, including commercial invoices, bills of lading, packing lists, export licenses, and certificates of origin, among others. These documents serve different purposes, such as specifying the terms of the trade, providing proof of ownership, and attesting to the quality and origin of the products being traded.

In summary, Export Import Documentations are essential for ensuring the legality and smooth functioning of international trade. Without proper documentation, the trade process can be risky, costly, and prone to legal disputes, which can result in significant financial losses for all parties involved.

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The export documents are  classified into three major categories:

(A) Principal Documents
(B) Auxiliary Documents
(C) Documents for claiming Export Assistance

(A) Principal Documents :

Export Invoice: Types of Export Invoices

  1. Proforma Invoice:
  2. Combined Certificate of Origin and Value.
  3. Consular Invoice:
  4. Invoice Certified by a Recognized Chamber of Commerce
  5. Legalized Invoice
  6. Customs Invoice

Sample of Export Invoice

Export Commercial Invoice
The following are the essential details which should be available in the invoice

  • Name and address of the exporter
  • Invoice number and date
  • Buyer’s and Seller’s Order numbers
  • Name and address of the overseas customer Name of the vessel and sailing date
  • Unit price and total value
  • Terms of payment
  • Insurance reference
  • Customs and consular declaration
  • Shipping marks and numbers on packages
  • Quantities and description of commodities
  • Net weight and gross weight as well as measurement in metric units Specification of packing
  • Terms of sale (FOB., CIC., C&F, FAS, etc,)
  • Bill of lading number
  • Letter of credit number and date.
  • Import license number and date.

  1. Marine Insurance

  2. Central Excise ARE1

  3. Bill of Lading : Sample of B/L


    Format of Bill of Lading
    B/L Instruions Guidelines

  4. A Bill of Lading is a document issued and signed by a shipping company or its agents acknowledging that the goods mentioned in the bill of lading have been duly received for shipment, or shipped on board a vessel, and undertaking to deliver the goods in the same order and condition as received, to the consignee, or his order or consignee, provided that freight and other charges specified in the bill of lading have been duly paid.

  5. Bill of Exchange
    It is defined as “an unconditional order in writing, addressed by one person to another, signed by the person giving it, requiring the person to which it is addressed to pay on demand or at a fixed or determinable future time a sum of money, to or to the order of a specified person, or to bearer”. The bill is called a sight draft if it is made out payable at sight i.e. on demand. If it is payable ‘at a fixed or determinable future time’ it is called term draft or usance draft because the buyer is receiving a period of credit, known as the tenor of the bill.

  6. GR/PP/VPP/COD forms
    GRJPP/VPP/COD Forms are submitted to the customs authorities according to the exchange control regulations. Section 18 of the Foreign Exchange Regulations Act, 1973 and para 11 B. 1 of Exchange Control Manual 1987 states that all exporters other than those exporting to Nepal and Bhutan are required to submit a declaration in the prescribed form duly supported by such evidence as may be prescribed or so specified and true in all material particulars.

(B) Auxiliary Documents :

  1. Letter of Credit : A commercial letter of credit is issued by a bank at the request of a buyer of merchandise whereby the bank itself undertakes to honor drafts drawn upon it by the seller of the merchandise concerned.
  2. Types of LC :
    a) Revocable and Irrevocable LC
    b)  Confirmed and Unconfirmed LC : A Confirmed LC carries the confirmation of another bank, generally, in the country of the exporter.  LC Sight and Usance.  Documentary credit may provide for payment at sight or for acceptance of a usance bill of exchange by either the issuing bank in a buyer’s country or the correspondent bank in the exporter’s country. If the LC is not an at-sight LC, it will be a usance LC.c) Transferable LC: A transferable LC is one which can be transferred by the beneficiary named therein favor of another party. See the sample of the Letter of Credit (L/c)

    Sample Letter of Credit

  3. Certificate Of Origin
    A certificate of origin serves as evidence to show the actual country of origin of the goods. It is signed in the exporting country by the consul of the importing country or by the exporter or by the Chamber of Commerce on the basis of required regulation.
    See the sample :

    Certificate of Origin

  4. Packing List
    The packing list should contain, item by item, the contents of cases or containers of a shipment, with its weight and description set forth in such a manner as to permit checks of the contents by the customs on arrival at the port of destination and by the recipient. The packing list must be made in accordance with the instructions of the customer.

    See the Sample :

    Export goods Packing List

  5. Inspection Certificate
    As per the Export Act, of 1963, the exporter has to submit an application in the prescribed form in duplicate, sending the original to the Export, Inspection Agency and duplicate to the Export Inspection Council, seven days in advance of the expected date of shipment.

  6. Shipping Bill
    The shipping bill is stamped by the customs that the cargo is allowed to be carted to the docks.

  7. Mate’s Receipt
    The commanding officer of the ship will issue a receipt called the “mate’s receipt”  for goods.

Despatch of  Shipping Documents :

Through Banks: All shipping documents covering the export of goods from India must be submitted within 21 days from the date or export to the AD (mentioned in the relevant declaration form, except where the export falls within one of the exempted categories.

Direct to the importer in case of perishables: Railway receipts, steamer receipts, bills of lading, airway bills or any other document conveying title to the foods exported to Pakistan or Bangladesh may, where the exports consist of perishable commodities, be sent directly to the importer with the prior approval of the RBL. Clean bills in respect of such exports, if accompanied by the exporter’s invoice and duplicate and triplicate copies of the relative EP or GR form, may, if advised by the reserve Bank, be accepted for negotiation or collection by a banker.

 Negotiation of Export Bill :

According to FEMA, within 21 days of shipment, the exporter should submit the export bill along with a duplicate of GR form to an authorized dealer for negotiation/ purchase/ collection.

The documents submitted to the bank should be sent under a cover letter giving a complete collection of instructions. Importantly, the letter should indicate:

  • The bank in the importer’s country through whom the bill be preferably sent for collection;

  • In the case of usance bills, whet her the documents are to be delivered to the importer on acceptance or on payment ;

  • Interest to be recovered if payment is delayed;

  • Whether bank charges abroad are to be borne by the importer or can be deducted from the proceeds of the bill.

Claiming of Export Incentives :

Wherever export incentives are available, the required form should be prepared and claims made with the appropriate authorities within the dates prescribed under the respective scheme. Claims made should be followed up to ensure the disbursal of incentives.

 (C) Documents for claiming Export Assistance :

DEPB, Drawbak Rates and VKGUY mentioned in DGFT Ayaat Niryaat form of Foreign Trade Procedure 2009-2014.

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