Meaning and definition of export documentation

Export transaction requires many documents to be submitted to various authorities. The two broad categories of documents are commercial documents and regulatory documents. From October 1, 1991 the new standardize documents have come into effect in India. They are called Aligned Documentation prepared under the Aligned Documentation System, which are based on United Nation layout.

Types of export documents

Commercial documents
Principal documents Auxiliary documents Regulatory documents

PRINCIPAL DOCUMENTS
Commercial invoice.
Packing list. Bill of lading. Combined transport document. Certificate of inspection/quality control. Insurance Certificate or Insurance policy if there is CIF

contract. Certificate of origin. Bill of Exchange and Shipment advise.

AUXILIARY DOCUMENTS
Proforma invoice.
Intimation for inspection. Shipping instruction. Insurance declaration. Shipping order. Mates receipt. Application for certificate of origin Letter to the bank for collection/Negotiable

documents.

REGULATORY DOCUMENTS

Gate Pass-I/Gate Pass II AR4/AR4A Form Shipping Bill/Bill of Export Export Application, Dock Challan Receipt for payment of port charges Vehicle ticket Exchange control declaration i.e., GR form/PP form prescribed by Reserve Bank of India Freight Payment certificate Insurance Premium Payment Certificate

Classification on the basis of need and requirement

1. Documents related to goods: Invoice. Packing list/Note. Certificate of Origin (COO). 2. Documents related to shipment: Mate Receipt. Shipping Bill. Cart Ticket. Certificate of Measurement. Bill of Lading. Airway Bill (AWB). Form B-X, for export by post.

3. Documents related to payments: Letter of credit (L/C). Bill of Exchange (B/Ex). Trust Receipt. Letter of Hypothecation. Bank Certificate of Payment. 4. Documents related to Inspection: Certificate of Inspection. 5. Documents related to excisable goods: GP forms. Form C. AR-4/AR-4A form.

6.

Documents related to Foreign Exchange Regulations: GR forms. PP forms. VP/COD forms. CNX forms.

Classification on the basis of functions to be performed

Trade Documents- include commercial invoices, bill of exchange, bills of lading, letters of credit, marine insurance policy and certificates, etc. 2. Regulatory Documents- required for complying with the rules and regulations governing export trade transactions such as foreign exchange regulations, customs formalities, export inspection, etc. 3. Export Assistance Documents-required for claiming assistance under the various export assistance measures. Presently, these refer to import replenishment licences, cash compensatory support schemes, drawback of Central Excise and customs duties and packing credit facilities. 4. Foreign Documentations-required by the importer in order to satisfy the requirements of his Government. These include certificate of origin, consular invoice, quality control certificate.
1.

Significance of export documents

I. II.

Regulation of trade: G-R Forms Export licence Inspection certificate Consulor invoice Certificate of origin Facilitation of export operations Shipping Bill Bill of lading/Airways bill Marine insurance policy Export assistance schemes

Clearing and Forwarding agents

Clearing and Forwarding agents are a link between the owners of goods and owners of means of transport. They help cargo owners in efficient movement of goods to the buyers by completing a number of procedural and documentary formalities.

Role of clearing and forwarding agents

I.

Essential Services Warehousing before transportation. Local transportation Container transportation. Reservation of shipping space. Selection of mode of transport. Packing, Marking and Labeling. Completing customs and port formalities. Cargo insurance. Advising exporters on trade laws. Educating exporters. Coordination with other agencies. Procuring Documents.

II. Optional Services:

Warehousing facilities abroad. Bringing back goods. Locating stranded Goods. Assessment of Damage.

References
Export Management: N.Kumar, R.Mittal.
EXPORT IMPORT PROCEDURES-

DOCUMENTATION AND LOGISTICS: C.Rama Gopal Export marketing: B.S.Rathor.