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Chapter 22
Export Procedures And Documents




    International Marketing Chapter 22 Export Procedures and Documents
Objectives
 What are the important steps in export
 transaction
 What are the standardized and aligned
 pre-shipment documents
 What are the documents related to
 goods
 What are the certificates related to
 shipment
    International Marketing Chapter 22 Export Procedures and Documents
What are the documents                                   related to
payment
What are the documents                                   related to
inspection
What are the documents                                   related to
excisable goods
What are the documents                                   related to
exchange regulation
  International Marketing Chapter 22 Export Procedures and Documents
Introduction
 The exporting activity involves several
 commercial and regulatory procedures.
 These      procedures        also    involve
 considerable documentation requirements.
 The export documentation involves the
 preparation of the specified number of
 copies of the prescribed documents
 pertaining to the different procedures.

    International Marketing Chapter 22 Export Procedures and Documents
Preliminaries Steps
 IEC number         the IEC numbers are
 normally allotted by the regional licensing
 authorities.
 Membership cum registration :
 membership of certain bodies will help the
 exporters in a number of ways
 Inquiry and offer : An inquiry is a
 request from a prospective importer to be
 informed of the terms and conditions of
 sale.

    International Marketing Chapter 22 Export Procedures and Documents
Confirmation of order : Once the
negotiation are completed and conditions
are acceptable to the buyer and seller, the
buyer may place and order with the
exporter.
Export license : the exports of some
items are banned and of some items
controlled by means of licenses, though
many items are permitted to be exported
freely. International Marketing Chapter 22 Export Procedures and Documents
Finance : If the exporter require pre-
shipment financial assistance, he should
take the necessary steps to obtain it.
Production/procurement of goods :
Once the order is confirmed, the exporter
should take necessary steps to ensure the
timely availability of the goods of the
specifications required and execute the
export order promptly.
   International Marketing Chapter 22 Export Procedures and Documents
Shipping space : As soon as the export
order is confirmed, the exporter should
contract the shipping companies which
have sailings for the port to which goods
have to be sent and book the required
shipping space.
Packing and marketing : once the
goods are ready, they are packed and
marked properly.

   International Marketing Chapter 22 Export Procedures and Documents
Quality control and pre-shipment
inspection : Needless to say, goods
should be exported only after ensuring
that they are of proper quality.
Excise clearance : As a matter of
policy, the government has granted
excise duty exemption for export
products.
   International Marketing Chapter 22 Export Procedures and Documents
Customs Formalities
     Goods may be shipped out of India only
     after Customs clearance has been
     obtained.
     Following documents to the customs
     authorities,
1.   Shipping bill
2.   Declaration regarding truth or statement
     made in the shipping bill
3.   Invoice
                   International Marketing Chapter
4.   GR form          22 Export Procedures and
                       Documents
5.    Export licence
6.    Quality control inspection certificate
7.    Original contract, wherever available or
      correspondence leading to contract
8.    Contract registration certificate
9.    Letter of credit
10.   Packing list
11.   AR-4 form
12.   Any other documents
        International Marketing Chapter 22 Export Procedures and Documents
Exchange Control Formalities
 An exporter, who has sent goods outside
 the country, has the obligation to satisfy
 the Reserve Bank of India that he has
 received payment from his overseas
 buyer.
 Make a declaration on the prescribed form
 to the Collector of Customs that foreign
 exchange, representing the full export
 value of goods, has been or will be
 disposed of in the manner and within the
 period specified by the RBI
    International Marketing Chapter 22 Export Procedures and Documents
Negotiate     all  shipping   documents,
including those relating to sales on
consignment basis, through authorized
dealers.
Receive payment by an approved method
Surrender the foreign exchange received
from exports to the exchange control
authority through authorized dealers.
     International Marketing Chapter 22 Export Procedures and Documents
Shipping The Goods
     Goods may be exported to foreign by
     sea, air, post, land or river.
1.   Shipping by sea : To obtain the
     permission of the port authorities for
     the movement of goods into the port, it
     is necessary to present the cart ticket to
     the gate warden/inspector/keeper at
     the port gate.

        International Marketing Chapter 22 Export Procedures and Documents
2.   Shipping By Air : Shipping by air has
     become popular for such products as
     commodities which are perishable and
     seasonal or high in cost but low in
     bulk.
3.   Shipping By Post : Shipping of goods
     may be effected by post, subject to
     the foreign trade and foreign exchange
     regulations of the country.
       International Marketing Chapter 22 Export Procedures and Documents
4.   Shipping By Land : The procedure for
     the export of excisable goods by land
     to countries like Afghanistan is, by and
     large, similar to the one laid down for
     export by sea.




       International Marketing Chapter 22 Export Procedures and Documents
Negotiation Of Documents
 After shipping the goods, the exporter
 should arrange to obtain payment for
 the exports by negotiating the relevant
 documents through the bank.




    International Marketing Chapter 22 Export Procedures and Documents
Export Incentives
 If the exporter is entitled to any export
 incentives, he should take the
 necessary steps to realize it (them).




    International Marketing Chapter 22 Export Procedures and Documents
Principal Export Documents
1.   Commercial invoice
2.   Packing list
3.   Bill of lading
4.   Combined transport document
5.   Certificate of inspection/quality control
6.   Insurance certificate/policy
7.   Certificate of origin
8.   Bills of exchange and shipment advice
       International Marketing Chapter 22 Export Procedures and Documents
Auxiliary Documents
1.   Performa invoice
2.   Intimation for inspection
3.   Shipping instructions
4.   Insurance declaration
5.   Shipping order
6.   Mate receipt
7.   Application for certificate of origin
8.   Letter to the bank for collection/negotiation
     of documents.
          International Marketing Chapter 22 Export Procedures and Documents
Regulatory Documents
1.   Gate pass-1/gate pass-2 – prescribed
     by Central Excise Authorities
2.   AR4/AR4A form - prescribed by Central
     Excise Authorities
3.   Shipping Bill/Bill of Export - prescribed
     by Central Excise Authorities
4.   Export Application/Dock Challan –
     Prescribed by Port Trust.
       International Marketing Chapter 22 Export Procedures and Documents
5.   Receipt for payment of Port Charges
6.   Vehicle Ticket
7.   Exchange Control Declaration –
     Prescribed by RBI GR/PP Forms
8.   Freight Payment Certificate
9.   Insurance      Premium        Payment
     Certificate

       International Marketing Chapter 22 Export Procedures and Documents
Documents Related To Goods
1.   Invoice :
       An invoice is the seller’s bill for
     merchandise and contains particulars
     of goods, such as the price per unit at
     a particular location, quantity, total
     value, packing etc.


       International Marketing Chapter 22 Export Procedures and Documents
2.   Packing Note and List :
       Difference between a packing note
     and a packing list is that the packing
     note refers to the particulars of the
     contents of an individual pack, while
     the packing list is a consolidated
     statement of the contents of a number
     of cases or packs.
       International Marketing Chapter 22 Export Procedures and Documents
3.   Certificate of origin :
       A certificate of origin, as the name
     indicates, is a certificate which
     specifies the country of the production
     of the goods.




       International Marketing Chapter 22 Export Procedures and Documents
Certificates Related To
     Shipment
1.   Mate receipt :
        A mate receipt is a receipt issued by the
     Commanding Office of the ship when the
     cargo is loaded on the ship, and containts
     information about the name of the vessel,
     berth, date of shipment, description of
     packages, marks and numbers, conditions
     of the cargo at the time of receipt on
     board the ship etc.
           International Marketing Chapter 22 Export Procedures and Documents
2.   Shipping Bill :
       The shipping bill is the main
     document on the basis of which the
     Customs’ permission for export is
     given.




       International Marketing Chapter 22 Export Procedures and Documents
3.   Cart Ticket :
       A cart ticket, also known as a cart
     chit, vehicle and gate pass, is prepared
     by the exporter and includes details of
     the export cargo in terms of the
     shipper’s name, the number of
     packages, the shipping bill number,
     the port of destination and the number
     of the vehicle carrying the cargo.
       International Marketing Chapter 22 Export Procedures and Documents
4.   Certificate of Measurement
5.   Bill of Lading
6.   Airway Bill




       International Marketing Chapter 22 Export Procedures and Documents
Documents Related To
Payment
a)   Letter of credit
b)   Bill of exchange
c)   Trust receipt
d)   Letter of hypothecation
e)   Bank certificate of payment



       International Marketing Chapter 22 Export Procedures and Documents
Documents Relating To
Inspection
 Certificate Of Inspection :
    It is a certificate issued by the
 Export Inspection Agency, certifying
 that the consignment has been
 inspected as required under the Export
 (Quality Control and Inspection) Act,
 1963.

    International Marketing Chapter 22 Export Procedures and Documents
Documents Related To
Excisable Goods
a)   G. P. Forms
b)   Form C
c)   Forms A.R.-4/A.R.-4A




       International Marketing Chapter 22 Export Procedures and Documents
Summary
 Some important steps and documents in
 export transaction are : preliminaries,
 inquiry and offer, confirmation of order,
 export license, finance, procurement of
 goods, shipping space, packing and
 marking, quality control and pre-shipment
 inspection, excise clearance, customs
 formalities, exchange control formalities,
 insurance, shipping goods, negotiation of
 documents and export incentives.
    International Marketing Chapter 22 Export Procedures and Documents
There are two dozen commercial and
regulatory documents involved in pre-
shipment stage of an export transaction.
The different commercial and regulatory
documents may be classified into
documents related to goods, documents
related to shipment, documents related to
payment, documents related to inspection
etc.
   International Marketing Chapter 22 Export Procedures and Documents

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Export Procedures and Documents

  • 1. Chapter 22 Export Procedures And Documents International Marketing Chapter 22 Export Procedures and Documents
  • 2. Objectives What are the important steps in export transaction What are the standardized and aligned pre-shipment documents What are the documents related to goods What are the certificates related to shipment International Marketing Chapter 22 Export Procedures and Documents
  • 3. What are the documents related to payment What are the documents related to inspection What are the documents related to excisable goods What are the documents related to exchange regulation International Marketing Chapter 22 Export Procedures and Documents
  • 4. Introduction The exporting activity involves several commercial and regulatory procedures. These procedures also involve considerable documentation requirements. The export documentation involves the preparation of the specified number of copies of the prescribed documents pertaining to the different procedures. International Marketing Chapter 22 Export Procedures and Documents
  • 5. Preliminaries Steps IEC number the IEC numbers are normally allotted by the regional licensing authorities. Membership cum registration : membership of certain bodies will help the exporters in a number of ways Inquiry and offer : An inquiry is a request from a prospective importer to be informed of the terms and conditions of sale. International Marketing Chapter 22 Export Procedures and Documents
  • 6. Confirmation of order : Once the negotiation are completed and conditions are acceptable to the buyer and seller, the buyer may place and order with the exporter. Export license : the exports of some items are banned and of some items controlled by means of licenses, though many items are permitted to be exported freely. International Marketing Chapter 22 Export Procedures and Documents
  • 7. Finance : If the exporter require pre- shipment financial assistance, he should take the necessary steps to obtain it. Production/procurement of goods : Once the order is confirmed, the exporter should take necessary steps to ensure the timely availability of the goods of the specifications required and execute the export order promptly. International Marketing Chapter 22 Export Procedures and Documents
  • 8. Shipping space : As soon as the export order is confirmed, the exporter should contract the shipping companies which have sailings for the port to which goods have to be sent and book the required shipping space. Packing and marketing : once the goods are ready, they are packed and marked properly. International Marketing Chapter 22 Export Procedures and Documents
  • 9. Quality control and pre-shipment inspection : Needless to say, goods should be exported only after ensuring that they are of proper quality. Excise clearance : As a matter of policy, the government has granted excise duty exemption for export products. International Marketing Chapter 22 Export Procedures and Documents
  • 10. Customs Formalities Goods may be shipped out of India only after Customs clearance has been obtained. Following documents to the customs authorities, 1. Shipping bill 2. Declaration regarding truth or statement made in the shipping bill 3. Invoice International Marketing Chapter 4. GR form 22 Export Procedures and Documents
  • 11. 5. Export licence 6. Quality control inspection certificate 7. Original contract, wherever available or correspondence leading to contract 8. Contract registration certificate 9. Letter of credit 10. Packing list 11. AR-4 form 12. Any other documents International Marketing Chapter 22 Export Procedures and Documents
  • 12. Exchange Control Formalities An exporter, who has sent goods outside the country, has the obligation to satisfy the Reserve Bank of India that he has received payment from his overseas buyer. Make a declaration on the prescribed form to the Collector of Customs that foreign exchange, representing the full export value of goods, has been or will be disposed of in the manner and within the period specified by the RBI International Marketing Chapter 22 Export Procedures and Documents
  • 13. Negotiate all shipping documents, including those relating to sales on consignment basis, through authorized dealers. Receive payment by an approved method Surrender the foreign exchange received from exports to the exchange control authority through authorized dealers. International Marketing Chapter 22 Export Procedures and Documents
  • 14. Shipping The Goods Goods may be exported to foreign by sea, air, post, land or river. 1. Shipping by sea : To obtain the permission of the port authorities for the movement of goods into the port, it is necessary to present the cart ticket to the gate warden/inspector/keeper at the port gate. International Marketing Chapter 22 Export Procedures and Documents
  • 15. 2. Shipping By Air : Shipping by air has become popular for such products as commodities which are perishable and seasonal or high in cost but low in bulk. 3. Shipping By Post : Shipping of goods may be effected by post, subject to the foreign trade and foreign exchange regulations of the country. International Marketing Chapter 22 Export Procedures and Documents
  • 16. 4. Shipping By Land : The procedure for the export of excisable goods by land to countries like Afghanistan is, by and large, similar to the one laid down for export by sea. International Marketing Chapter 22 Export Procedures and Documents
  • 17. Negotiation Of Documents After shipping the goods, the exporter should arrange to obtain payment for the exports by negotiating the relevant documents through the bank. International Marketing Chapter 22 Export Procedures and Documents
  • 18. Export Incentives If the exporter is entitled to any export incentives, he should take the necessary steps to realize it (them). International Marketing Chapter 22 Export Procedures and Documents
  • 19. Principal Export Documents 1. Commercial invoice 2. Packing list 3. Bill of lading 4. Combined transport document 5. Certificate of inspection/quality control 6. Insurance certificate/policy 7. Certificate of origin 8. Bills of exchange and shipment advice International Marketing Chapter 22 Export Procedures and Documents
  • 20. Auxiliary Documents 1. Performa invoice 2. Intimation for inspection 3. Shipping instructions 4. Insurance declaration 5. Shipping order 6. Mate receipt 7. Application for certificate of origin 8. Letter to the bank for collection/negotiation of documents. International Marketing Chapter 22 Export Procedures and Documents
  • 21. Regulatory Documents 1. Gate pass-1/gate pass-2 – prescribed by Central Excise Authorities 2. AR4/AR4A form - prescribed by Central Excise Authorities 3. Shipping Bill/Bill of Export - prescribed by Central Excise Authorities 4. Export Application/Dock Challan – Prescribed by Port Trust. International Marketing Chapter 22 Export Procedures and Documents
  • 22. 5. Receipt for payment of Port Charges 6. Vehicle Ticket 7. Exchange Control Declaration – Prescribed by RBI GR/PP Forms 8. Freight Payment Certificate 9. Insurance Premium Payment Certificate International Marketing Chapter 22 Export Procedures and Documents
  • 23. Documents Related To Goods 1. Invoice : An invoice is the seller’s bill for merchandise and contains particulars of goods, such as the price per unit at a particular location, quantity, total value, packing etc. International Marketing Chapter 22 Export Procedures and Documents
  • 24. 2. Packing Note and List : Difference between a packing note and a packing list is that the packing note refers to the particulars of the contents of an individual pack, while the packing list is a consolidated statement of the contents of a number of cases or packs. International Marketing Chapter 22 Export Procedures and Documents
  • 25. 3. Certificate of origin : A certificate of origin, as the name indicates, is a certificate which specifies the country of the production of the goods. International Marketing Chapter 22 Export Procedures and Documents
  • 26. Certificates Related To Shipment 1. Mate receipt : A mate receipt is a receipt issued by the Commanding Office of the ship when the cargo is loaded on the ship, and containts information about the name of the vessel, berth, date of shipment, description of packages, marks and numbers, conditions of the cargo at the time of receipt on board the ship etc. International Marketing Chapter 22 Export Procedures and Documents
  • 27. 2. Shipping Bill : The shipping bill is the main document on the basis of which the Customs’ permission for export is given. International Marketing Chapter 22 Export Procedures and Documents
  • 28. 3. Cart Ticket : A cart ticket, also known as a cart chit, vehicle and gate pass, is prepared by the exporter and includes details of the export cargo in terms of the shipper’s name, the number of packages, the shipping bill number, the port of destination and the number of the vehicle carrying the cargo. International Marketing Chapter 22 Export Procedures and Documents
  • 29. 4. Certificate of Measurement 5. Bill of Lading 6. Airway Bill International Marketing Chapter 22 Export Procedures and Documents
  • 30. Documents Related To Payment a) Letter of credit b) Bill of exchange c) Trust receipt d) Letter of hypothecation e) Bank certificate of payment International Marketing Chapter 22 Export Procedures and Documents
  • 31. Documents Relating To Inspection Certificate Of Inspection : It is a certificate issued by the Export Inspection Agency, certifying that the consignment has been inspected as required under the Export (Quality Control and Inspection) Act, 1963. International Marketing Chapter 22 Export Procedures and Documents
  • 32. Documents Related To Excisable Goods a) G. P. Forms b) Form C c) Forms A.R.-4/A.R.-4A International Marketing Chapter 22 Export Procedures and Documents
  • 33. Summary Some important steps and documents in export transaction are : preliminaries, inquiry and offer, confirmation of order, export license, finance, procurement of goods, shipping space, packing and marking, quality control and pre-shipment inspection, excise clearance, customs formalities, exchange control formalities, insurance, shipping goods, negotiation of documents and export incentives. International Marketing Chapter 22 Export Procedures and Documents
  • 34. There are two dozen commercial and regulatory documents involved in pre- shipment stage of an export transaction. The different commercial and regulatory documents may be classified into documents related to goods, documents related to shipment, documents related to payment, documents related to inspection etc. International Marketing Chapter 22 Export Procedures and Documents