A STUDY ON

EXPORT PROCESS AND DOCUMENTATION

A DISSERTATION REPORT
SUBMITTED TO THE
SAVITRIBAI PHULE PUNE UNIVERSITY

BY
ABUBAKAR SULEMAN VORAJEE

UNDER THE GUIDANCE OF

PROF. SHERYL XAVIER
IN PARTIAL FULFILLMENT OF
MASTER OF BUSINESS ADMINISTRATION
APRIL 2016

ALLANA INSTITUTE OF MANAGEMENT SCIENCES

AZAM CAMPUS, CAMP, PUNE 411001

CERTIFICATE

This is to certify that dissertation Report titled Export Process And

Documentation.

is

bonafide

work

carried

out

by

AbubakarSulemanVorajee, of our Institute for fulfillment of Master of

Business Administration (MBA) degree of the Savitribai Phule Pune
University. He has worked under our guidance and supervision. The material
referred from other sources has been duly acknowledged.

Dr. R Ganesan
Director

Date: - _______
Place: - Pune

Prof. SHERYL XAVIER

Project Guide

ACKNOWLEDGEMENT

Achievement of task is not an individual effort but it is a combined effort of

various factors. Similarly, I would like to show my gratitude to staff members of
the college, for the successful completion of my project in order to pay my
respect to all; I would like to acknowledge them.
I also take this opportunity to express a great sense of gratitude towards our
Director. Dr. (Prof). R. Ganesan our head of department Dr. Roshan Kazi for
providing essential inputs as study which is final output as dissertation report

I will be failing in my duty if I do not thank my Professor and Project Guide,

Prof. Sheryl Xavier , who has helped me in reviewing & rectifying my project
& giving me guidance during the course of project work.
Last but not the least this acknowledgement could not be considered complete
unless we record our gratitude to those who have been directly or indirectly
helping us in completing our project.

Thanking you all,

..

DECLARATION

I undersigned, hereby declare that the dissertation report on Export Process

And Documentation is prepared & submitted by Abubakar Suleman
Vorajee to Savitribai Phule Pune University towards the partial fulfillment
for award of MBA in the year 2015-2016.

I declare that this work is authentic and the contents referred from other sources
have been acknowledged.

Date:
Place:

INDEX
Chapter

Title

Executive Summary

Introduction

Research Methodology

Data Analysis & Data Interpretation

Findings

Conclusion & Suggestion

Bibliography
Appendix

Page No.

Executive Summary
It is said that practice makes a man perfect. In order to achieve excellence and success
theoretical knowledge supplemented with practical knowledge and work is not essential but
indispensable.
Among numerous interesting things concerned with enhancing the understanding of the
management student this practical training for 2 months plays an important role in
development because it helps to get right focus and appropriate exposure Moreover in todays
competitive age practical knowledge

skill, attitude, wisdom, common sense is more

significant and noteworthy.

The main objective of this project is to examine & explore what is the strategic /tactics
planning employed the export import process is done by . Fisheries Private Limited.
I went through a rigorous vocational training at . Fisheries Private Limited and employed got
enriched experience about industrial environment climate culture and business practices.

Chapter No.1
Introduction

Introduction of the study

This project is all about to understand about export procedures relevant/

documentations of shipment & cargo. This project puts focus on custom clearness, export import invoice, shipping bill number from custom department etc. this helps to sustain in the
competitive world by providing range of cargo handling through all instruments which
immense are flexible prompt and innovative in meeting the requirement of the customer. The
purpose of the study was to know about export - documentation of air transportation and
seaway in the export process.

Objectives of the study

This particular topic is chosen because it will assist to understand the export process and
documentation required for exporting at . Fisheries Private Limited which is one of the
successful Indian Fisheries Industries. The other aims are.

To Study the export process and documentation expect to see higher operational
performance.

To understand in detail the export process and documentation process and means
of meeting that requirement in order to carry out the integrated plan of the Organization.

To ensure organizational effectiveness through correcting employee for standard

consistently improved performance, and enhancement of quality of services.

Scope of the study

The reason behindmakingthisproject is to study Export procedures and documents that has to
be submitted for export process from India to the global market.
The study will also include the sequential processing , documentation and the insurance cover
that has to be taken for exporting.To represent how exporting is contributing to India for GDP
growth.
This study will disseminate the information about the export and import of Fisheries from
India and the need & demand of Indian Fisheriesin international market.

Limitations of the Study

Partial information of negotiable documents because of securities reasons.
No direct knowledge of the operations of Forwarding Agents.
Export Rules, Regulations & Compliances are wide to cover thoroughly in short
termproject.
In sufficient response of executives & supervisors in respect to related & relevant
information under the pretext of secrecy and confidentially further the tight schedules
with organizational commitment precluded them to give sufficient time. This is
because in execution of orders time is the essence.

Chapter No 2
RESEARCH METHODOLOGY

RESEARCH METHODOLOGY
The term research refers to the systematic method consisting of enunciating the problem,
formulating a hypothesis, collecting the facts of data, analyzing the facts and reaching certain
conclusions either in the form of solution towards the concerned problem or in certain
generalization for some theoretical formulation. The purpose of research is to discover
increase to questions through the application of scientific procedures. The main of research is
to unravel the truth which is hidden and which has not been discovered yet.

RESEARCH DESIGN:
There are two types of research design i.e. exploratory & descriptive research design. I have
chosen descriptive research design; survey was conducted to collect the relevant data.

DATA COLLECTION METHOD:

Sources of primary data:
For this project Primary data was collected through the following methods by the researcher.
Questionnaire Method
Interview Method
Questionnaire method was most commonly used to collect the primary data. Besides that
interviews were taken to acquire first hand information.
Secondary data
Secondary data are the data already available in form of print material, websites journals etc.
Sources of secondary data:

Journals and magazines.

Internet (related websites)

Text books

Secondary data from internet and various reports will be collected and an overview of
company environment will be studied.

Sampling method
The sampling method used is non-probability sampling in which convenience and purposive
sampling method has been used.
Sampling procedure: Simple Random Sampling procedure was followed.
Sampling Method: Data was collected by survey.
Data collection or evidence gathering
Preparation of Research Report and presentation
As the last step of research the collected information/data and findings will be submitted to
the company and to the project guides along with my opinions and observations which I
experienced throughout doing the project.
Processing and Analyzing the data
After gathering the data from various sources, the researcher has to analyze it to sort out
relevant information. The unwieldy data should necessarily by condense into a few
manageable groups and tables for further analysis. In this project, after collecting the data
from client companies, all data will be properly analyzed. Various table and graph were
prepared. Multiple regressions were also used during analysis. Comments and suggestions
from respondents will be noted down separately.
Population of the study:
The employees are divided in to management staff i.e. Executive, Sr. executive, Officer, and
Sr. officer.
Each respondent will be interviewed for the duration of at least 10-15 minutes. During the
interview a self-administered written Questionnaire was asked to the respondents. Keeping
this in mind the following points will be taken care of while asking questions:
Asking the questions exactly as they are worded in the questionnaire.
Reading each question very slowly.
Asking the question in the order in which they are presented in questionnaire.
Asking every question specified in questionnaire.
Repeating and clarifying the questions that are misunderstood or misinterpreted.

EXPORT PROCESS AND DOCUMENTATION

Export Preliminaries:
In order to enter into export business, certain preliminary and mandatory steps have to be
taken by every business organization. The setting up of an export firm is in two stages. Those
are:
A)

Establishing a Business Firm-:

There are certain specific various formalities and registrations to be made with different
authorities before an exporter can enter into export business and accept an export order.
1)

Selection of name of the firm-: An entrepreneur can choose any name for the firm he
wants to start. It is desirable that the name of the firms indicates that the business relates
to export/import.

2)

Approval to name of firm-: There is no need to obtain prior approval of regional

licensing authority of DGFT (Directorate General of Foreign Trade) for the proposed
name of business firm. However, if the firm is planning to export readymade garments to
any country; approval from Apparel Export Promotion Council (AEPC) is required. The
entrepreneur has to apply to AEPC in the prescribed application form for the clearance of
the name. Once the name is approved, registration of firm in that name with AEPC is to
be made within a period of three months. After the registration is done, the firm would
become registered exporter.

3)

Registration of Organization-: The form of organization can be sole partnership,

partnership firm under Indian Partnership Act, 1932 or join stock company registered
under the companies act, 1956.

4)

Opening of Bank Account-: The firm or company has to open a bank account with
branch of a commercial bank, authorized by Reserve Bank of India to deal in foreign
exchange transaction. The firm may require pre and post shipment finance for its business.

5)

Obtaining Permanent Account Number-: export income is subject to a number of

exemptions and deductions under the Income Tax Act. For claiming those exemptions and
deductions, it is indispensable & essential for every exporter to obtain permanent account
number from the income tax authority.

6)

Registration with Sales Tax Authorities-: exporter need not pay sales tax while
making purchases meant for export. But for availing the benefit, firm has to register with
sales tax authorities and secure sales tax number.

B)

Obtaining the exporter code number -:

This is required for completing other registrations.

1.

Importer - Exporter Code Number (IEC)-: No export or import

transaction can be made without obtaining an importer-exporter code number. IEC
number is a pre-condition for exports from and imports into India. IEC number entitles to
import or export any item of non-prohibited goods. This code number is made compulsory
now. The registered /head office of the applicant shall make an application for grant of
IEC number to the regional office of DGFT (known as Regional Licensing Authority),
having territorial jurisdiction over the firm, along with the following documents: profile
of the exporter/importer, demand draft from a bank for rs.1000 as fees, certificate from the
banker of the applicant, two copies of passport size of the applicant, declaration on
applicants letterhead that there is no association of the applicants firm with caution listed
firms. The licensing authority shall allot the IEC number in prescribed format. There is no
expiry date for iec number. This number is invariably used in all documents particularly in
bill of entry in case of imports and shipping bill in case of exports.

2.

Registration Cum Membership Certificate (RCMC) -: it is

obligatory for every exporter to register with appropriate Export Promotion Council
(EPC) and obtain registration cum membership certificate. Any person applying for
import or export license or any other benefit under the current exim policy is required to
obtain registration cum membership certificate (RCMC). The benefits provided in the
current EXIM policy are available only to those having valid RCMC with the receipt of
the certificate the exporter will be known as Registered Exporter

3.

Registration with Export Credit and Guarantee Corporation

(ECGC)-: the exporter should also register with export credit and guarantee corporation of
India (ECGC) in order to secure export payments against political and commercial risks.
It also helps to get financial assistance from commercial banks and other financial
organization.

4.

Registration with other authorities -: it is desirable for the

exporters to become members of local chamber of commerce, productivity council or any

other trade promotion organization recognized by the ministry of commerce or industry.

Local membership helps the exporters in different ways, including in obtaining certificate
of origin, which is vital for exporter to certain countries.
5.

Registration for business identification number (BIN)-: the

exporters have to obtain pan based Business Identification Number (BIN) from DGFT
(Director General Foreign Trade) prior to filling for custom clearance of export goods.
Purpose of bin is to bring a common identification number to all persons dealing with
various regulatory agencies such as custom department, central excise etc.

6.

Export Licensing -: many items of goods are free for exports

without obtaining any license, if they do not fall in the negative list. The negative list
consist of goods the import or export of which is prohibited, restricted or canalized.
Prohibited items-: these items cannot be exported or imported. These items include wild
life, exotic birds, wood and wood products in the form of logs, timber, pulp and charcoal.
Restricted items -: these are the items, export or import of which is restricted through
license. They can be imported or exported only in accordance with the regulations
governing in this behalf.
Canalized items -: goods which are canalized can be imported or exported through the
canalizing agency, specified in the negative list.

So it is necessary for the exporter to check the nature of the item before he enters into the
contract or even makes efforts to secure the export order. Needless to add, the items of export
agreed upon should not be fall in the negative/ banned list.
Exporters incentives & drawback:
Incentives & facilities:
Advance license -: inputs required for manufacturing export products can be imported
without payment of custom duty under advance license. Since the raw materials can be
imported before exports of final product, the license issued for this purpose is called
advance licenses. An advance license is issued under duty exemption scheme to allow
import of inputs, which are physically incorporated in the export product.

Duty free replenishment certificate (DFRC):- DFRC is issued to a merchant exporter or

manufacturer exporter for the duty free import of inputs such as raw materials, components,
intermediates, consumables, spare parts, including packing materials to be used for export
production. Such license is given subject of the fulfillment of time bound export obligation.
Duty entitlement passbook scheme (DEPB) :- under the DEPB scheme, an exporter
may apply for credit as a specified percentage of fob value of exports, made in freely
convertible currency. The credit shall be available against such export products and at such
rates as may be specified by the director general of foreign trade (DGFT) by way of public
notice issued in this behalf, for import of raw materials, intermediates, components, parts,
packaging materials, etc.
Export promotion capital goods scheme (EPCG) :- EPCG scheme was introduced by the
EXIM policy of 1992-97 in order to enable manufacturer exporter to import machinery and
other capital goods for export production at confessional or no customs duties at all.
This facility is subject to export obligation, i.e., the exporter is required to guarantee exports
of certain minimum value, which is in multiple of tit1e value of capital goods imported.

EXPORT PROCEDURE

The revised rules, originally designated "INCOTERMS 2013", contain a series of changes,
such as a reduction in the number of terms to 11 from 13. The DAF, DES, DEQ, and DDU
designations have been eliminated, while two new terms, Delivered at Terminal (DAT) and
Delivered at Place (DAP), have been added. INCOTERMS 2010 also attempt to better take
into account the roles cargo security and electronic data interchange now play in international
trade.
WHAT INCOTERMS ARE - INCOTERMS are a set of three-letter standard trade terms
most commonly used in international contracts for the sale of goods. First published in 1936,
INCOTERMS provide internationally accepted definitions and rules of interpretation for
most common commercial terms. In the US, INCOTERMS are increasingly
WHAT INCOTERMS DO - INCOTERMS inform the sales contract by defining the
respective obligations, costs and risks involved in the delivery of goods from the Seller to the
Buyer.
WHAT INCOTERMS DO NOT DO - INCOTERMS by themselves DO NOT:

Constitute a contract;

Supersede the law governing the contract;

Define where title transfers; nor,

Address the price payable, currency or credit terms.

These items are defined by the express terms in the sales contract and by the governing law.

INCOTERMS are grouped into two classes:

1. TERMS FOR ANY TRANSPORT MODE

EXW - EX WORKS (... named place of delivery)

o

The Seller's only responsibility is to make the goods available at the Seller's
premises. The Buyer bears full costs and risks of moving the goods from there
to destination.

FCA - FREE CARRIER (... named place of delivery)

The Seller delivers the goods, cleared for export, to the carrier selected by the
Buyer. The Seller loads the goods if the carrier pickup is at the Seller's
premises. From that point, the Buyer bears the costs and risks of moving the
goods to destination.

CPT - CARRIAGE PAID TO (... named place of destination)

o

The Seller pays for moving the goods to destination. From the time the goods
are transferred to the first carrier, the Buyer bears the risks of loss or damage.

CIP - CARRIAGE AND INSURANCE PAID TO (... named place of destination)

o

The Seller pays for moving the goods to destination. From the time the goods
are transferred to the first carrier, the Buyer bears the risks of loss or damage.
The Seller, however, purchases the cargo insurance.

DAT - DELIVERED AT TERMINAL (... named terminal at port or place of

destination)
o

The Seller delivers when the goods, once unloaded from the arriving means of
transport, are placed at the Buyer's disposal at a named terminal at the named
port or place of destination. "Terminal" includes any place, whether covered or
not, such as a quay, warehouse, container yard or road, rail or air cargo
terminal. The Seller bears all risks involved in bringing the goods to and
unloading them at the terminal at the named port or place of destination.

DAP - DELIVERED AT PLACE (... named place of destination)

o

The Seller delivers when the goods are placed at the Buyer's disposal on the
arriving means of transport ready for unloading at the names place of
destination. The Seller bears all risks involved in bringing the goods to the
named place.

DDP - DELIVERED DUTY PAID (... named place)

o

The Seller delivers the goods -cleared for import - to the Buyer at destination.
The Seller bears all costs and risks of moving the goods to destination,
including the payment of Customs duties and taxes.

MARITIME-ONLY TERMS

FAS - FREE ALONGSIDE SHIP (... named port of shipment)

o

The Seller delivers the goods to the origin port. From that point, the Buyer
bears all costs and risks of loss or damage.

FOB - FREE ON BOARD (... named port of shipment)

o

The Seller delivers the goods on board the ship and clears the goods for
export. From that point, the Buyer bears all costs and risks of loss or damage.

CFR - COST AND FREIGHT (... named port of destination)

o

The Seller clears the goods for export and pays the costs of moving the goods
to destination. The Buyer bears all risks of loss or damage.

CIF - COST INSURANCE AND FREIGHT (... named port of destination)

o

The Seller clears the goods for export and pays the costs of moving the goods
to the port of destination. The Buyer bears all risks of loss or damage. The
Seller, however, purchases the cargo insurance.

PRACTICE POINTS

BE SPECIFIC:
o

If you use INCOTERMS in the Sales Contract or Purchase Order, you should
identify the appropriate INCOTERM Rule [e.g. FCA, CPT, etc.], state
"INCOTERMS 2010" and specify the place or port as precisely as possible.

THE RISK OF LOSS TRANSFERS:

o

A common misconception when the Seller pays the freight is that the Seller
has the risk of loss until the goods are delivered to the place or port specified
on the bill of lading or airway bill. Actually, when using INCOTERMS CPT,
CIP, CFR or CIF, risk transfers to the Buyer when the Seller hands the goods
over to the carrier at origin, not when the goods reach the place or port of
destination.

Understand that under CIP and CIF, the Seller is only obliged to obtain
insuranceon minimum cover.

RESPONSIBILITY

FOR

LOADING

AND

UNLOADING

CHARGES.

FOR

EXAMPLE:
o

DAT obliges the Seller to place the goods at the Buyer's disposal after
unloading at the named terminal at port or place of destination.

DAP and DDP oblige the Seller to place the goods at the Buyer's disposal on
the delivering carrier ready for unloading at the named place of destination.

CPT, CIP, CFR or CIF on the other hand, require the parties to identify as

precisely as possible the point at the agreed port of destination because the
costs up to that point are for the account of the Seller.
Under FCA terms, the seller satisfies his obligation to deliver when he has

handed over the goods, cleared for export, into the charge of the carrier named
by the buyer at the named place or point. The buyer is responsible for inland
freight, unloading at port of embarkation and loading on ocean carrier/airline.
RESPONSIBILITY FOR U.S. CUSTOMS ENTRY DECLARATIONS:
DDP is the only INCOTERM where the Seller has responsibility for U.S.

Customs entry declarations.

IMPORTANT NOTE: An important factor to be considered when asking the

Seller to be responsible for international carriage, is if the goods ship by

Ocean Freight, an Importer Security Filing (ISF) must be electronically
submitted to Customs 24 hours before the cargo is laden on the vessel bringing
the cargo to the U.S. The Buyer should specify in the contract either (a) the
shipper is responsible for the ISF or (b) the Seller is responsible for providing
the required data in a timely manner (i.e. 72 hrs before lading) to the Buyers
appointed agent (e.g. Customs Broker). In practice, when the broker and the
international forwarder are unrelated parties, this requirement is honored more
in the breach than in the observance. The Buyer responsible for customs entry
should indemnify against the penalties (US$5,000) for filing a late, inaccurate
or incomplete ISF. The ISF does not apply at this time to airfreight shipments

THE IMPORTANCE OF SUPPLY CHAIN VISIBILITY

When CPT, CIP, CFR or CIF are used the Seller fulfills its obligation to

deliver when it hands the goods over to the carrier, not when the goods reach
the place of destination.
o

DAT, DAP and DDP the Seller fulfills its obligation to deliver at the named
destination. The Seller has no obligation to provide transit status updates.

The different steps involved in export department are as follows:

Step 1:
Exporter sends the following document to Shakti Forwarder:
Letter of credit: Assures exporter his payment promise to pay a seller (beneficiary)

upon receipt of goods by a buyer if certain conditions outlined in the letter have been met.
It is a method of payment for goods in the buyer establishes which his credit with a local
bank, clearly describing the goods to be purchased, the price, the documentation required,
and a time limit for completion of the transaction. Upon receipt of documentation, the
bank is either paid by the buyer or takes title to the goods themselves and proceeds to
transfer funds to the seller.
Types of letter of credit
Clean letter of credit: negotiated against a clean draft without any documents
Documentary letter of credit: documents specified in the letter of credit must accompany the
draft
Revocable letter of credit:can be cancelled or revoked any time without the consent or notice
to the beneficiary
Irrevocable letter of credit:cannot be amended, revoked or modified by the issuing bank
without the express consent of all parties concerned
Thus the issuing bank has definite undertaking to honor drafts drawn under that credit,
provided that the conditions in letter of credit are met.
Confirmed letter of credit:Issuing bank sends letter of credit to the bank located in
beneficiarys country with a request to add confirmation to the credit
Confirmation involves legal undertaking on the part of the confirming bank that it will duly
honor payment or acceptance on presentation of documents

Back to back letter of credit:

SECONDARY CREDIT: In favour of a domestic supplier. The original credit backs

the secondary credit and facilitates the purchase of goods from a local supplier by the
original beneficiary of L/C
Red clause letter of credit: Allows exporter to withdraw a predetermined amount so

that he is able to pay his suppliers and purchase relevant letter of credit
Packing list: A list which shows number and kinds of packages being shipped, totals of gross,
legal, and net weights of the packages, and marks and numbers on the packages. The list may
be requested by an importer or may be required by an importing country to facilitate the
clearance of goods through customs.
Invoice: One of the common to both international and domestic transactions is the bill
(invoice) that the exporter sends to the importer. However, the content of an international
invoice is more complex and should be prepared slightly differently for a foreign customer
than for a domestic one.
Step 2:
On the basis of invoice, Shakti Forwarder preparing Annexure A, Annexure C, Annexure
D and SDF ( Statutory Declaration Form ) along with the invoice.
Step 3:
Send these annexure to the custom house. The custom prepares the shipping bill in four
copies on the basis of these annexure.
Step 4:
Custom calculate the duty (CESS) on the value of the goods.
Using the Treasury Challan the duty can be paid. Cargo can enter the port premises.

Step5:
Custom examined the cargo by using the sample. (Customs examined the cargo only after the
duty is paid) in case of more than one container in one B/L than A.C give some container no.
randomly for examination and that container must be de-stuff by EP.
Step 6:
The duplicate shipping bill and wharf age duly paid is given to the container agent. The
container agent hand over the duplicate shipping bill to the vessel agent who is here uses it
for the purpose of filling EGM (Export General Manifest).
The container agent gives the wharf age form paid is given to the container agent grants the
loading permission. (But in case of the break bulk cargo, the EP itself submits the wharf age
paid form to the port authority, so that loading can be allowed in the vessel).
Step 7:
In the case of break bulk, after loading the cargo the chief officer issues the mate receipt, on
the basis of which captain of the vessel issues the bill of lading.
Step 8:
Besides all the EP sends the phytosanitary certificates/pre inspection certificate to the
exporter so that with all documents he can submit this to the bank.
In case of charter, after processing and shipment of the goods following documents are sent
back by the EP to exporter.

Full set of bill of lading:

For pre carriage is through ship the bill prepared for export is called bill of lading & if the
shipment is by air then the bill prepared is called airway bill.

A bill of lading is a very important document. It is issued by the logistics service

providers. It can be well explained as a document issued by a common carrier to a shipper
that serves as:
A receipt for the goods delivered to the carrier for shipment.
A definition of the contract of carriage of the goods.
A Document of Title to the goods described therein.
This document is generally not negotiable unless consigned "to order." If we ask to the
logistics companies than a Bill Of Lading is a product for them. They do the whole business
on the Bill of Lading. Increase in Bill of Lading shows increase in companys turnover.
Bill of Lading, On Board:
A bill of lading acknowledging that the relative goods have been received on board a
specified vessel.
Bill of Lading, Order:
It is a negotiable bill of lading. There are two types:
A bill drawn to the order of a foreign consignee, enabling him to endorse the bill to a third
party.
A bill of lading drawn to the order of the shipper and endorsed by him either "in blank" or to
a named consignee. The purpose of the latter bill is to protect the shipper against the buyer's
obtaining the merchandise before he has paid or accepted the relative draft.
To get B/L, software (Visual Samudra) is used. Various details are entered in the software
such as Vessel Name & Number, Consignee, Shipper, Notify Address, Quantity, No. of
Packages, Packing List (Details of Material), Container No. etc.
The invoice is given to the company by the shipper. And a shipping bill is generated in the
customs clearance on the basis of the invoice and packing list.

The container is stuffed and the required information is received from the port office, such as
the container number, and the Vessel name and No. The details are entered in the Software
(Visual Samudra) also each B/L is given a manual entry if not computerized. Than the details
are entered in the software and the final print of the B/L is taken. In B/L there are two types.
Receipt for shipment: If the shipper wants a receipt the shipper can get the receipt when the
container is ready to load on a vessel.
HBL House Bill of Lading
HBL House Bill of lading is made when the information is received for the port office. If
the shipper wants a bill before the loading of vessel on board, than HBL is provided. HBL is
also sent to shipper for approval.
MBL Master Bill of Lading
MBL- Master Bill of lading is the final copy of Bill. It is given to the shipper it contains all
the details of everything. The Bill is used to charge the fees from the shipper. It is only given
after the container is loaded on to the vessel for sail.
Now if the freight charges are paid by the exporter then bill of lading is stamped as freight
prepaid& if the freight charges are to be paid by importer then bill of lading is stamped as
freight to pay.

Copy of Mate Receipt:

Issued by commanding officer of the ship that cargo has been loaded to the ship name of the
vessel, date of shipment, condition of cargo at the time of receipt, berth, and description of
packages.
Mate receipt is handed over to the port authorities so that port dues are cleared by the
exporter. Bill of lading is issued by the shipping company only after the mates receipt is
submitted by the exporter

Self Declaration Form or G R Form:

Under customs act, every exporter is required to declare export value of shipment ad give an
undertaking that export proceeds would be realized within a period of six months from the
date of shipment or due date, which ever is earlier. If customs clearance for the shipment is
made manually, declaration is made in GR form, in duplicate. If the clearance is
computerized, SDF form, in duplicate, is used in place of GR form.

Copy of shipping bill (triplicate and quadruplicate).

Bill is generated in the customs clearance on the basis of The invoice is given to the company
by the shipper. And a shipping the invoice and packing list. When cargo is stuffed, inside the
container, in our port office or at factory. The details are given to the corporate office
documentation department via fax. The details as such received are feed in to software called
Visual Impex. Than, the details are sent via Ice gate link to the customs database. In return,
the customs allocate a shipping bill number and print a shipping bill in the port office which
is to be collected from the port office. Further, the procedure goes for carting and loading the
cargo into the vessel.

Following three types of shipping bill with custom authorities

Dutiable shipping bill: it is used in case of goods, which attract export duty may or may not
be entitled to duty drawback. It is printed on yellow paper.
Free shipping bill: it is used in case of goods which neither attract any export duty nor
entitled for duty drawback. It is printed on simple white paper.
Drawback shipping bill: it is used in case when refund of duties is allowed on the goods
exported generally it is printed on green paper, but when the drawback claim is paid to a
bank, then it is printed on yellow paper.

Certificate of origin.

A document provided by the exporters chamber of commerce that attests that the goods
originated from the country in which exporter is located.
Documents submitted by EP to customs:

Invoice.
Packing list.
Self Declaration Form Or Gr Form
Acceptance of contract.
Letter of credit.
Quality Control Certificate.

Lists of documents required to be submitted by the exporter to various authorities,

organizations, and agencies.
1) To the custom authority:
Commercial invoice

GR Form ( Original and Duplicate )

Shippers Declaration Form

Copy of the Export Contract /L/c/Export Order

Inspection certificate

AR-4 Form Export License

Export license

Weighment Certificate

Shipping bill
2) To the port authorities:
Port Trust Copy of the Shipping Bill

Wharf age application.

3) To the bank

Letter of credit

Commercial invoice

Bill of lading

Insurance Policy/Certificate

Bill of exchange

GR Form (duplicate copy)

Bank certificate

Export Inspection Certificate

Certificate of Origin

Shipment advice
4) To the RBI:
Copy of the invoice

Sales Contract


Bill of lading

Inspection / Analysis Report

5) To the EXIM Bank:

Export contract

Letter of Contract

Balance sheet of the exporter

Statement of profit and loss in the transaction covered by the export contract

Statement regarding the projections of the credit requirement.

Short shipment:
In case of short shipment customs sends the short shipment notice Annexure C to the RBI
(Reserve Bank of India) along with G R form.
Short shipment notice is in five copies:

Original Customs
Second copy Agent
Third copy Exporter
One copy Wharf age refund
One copy is for CESS

Chapter No.3
Data Analysis and Interpretation

Data Analysis and Interpretation

1) Types of transport used, that is by Road, Sea and Air.

Domestics
International

By Road

By Sea

By Air

40 %
0%

0%
0 %

60 %
100 %

Domestic

Interpretation:
Transportation by Road is 40 % and By Air is 60% for domestic purchase order.
International

Interpretation:
Transportation by Air is 100 % for International Business (i.e. export).

2) Sea Foods which is Imported from Europe.

Import From Europe

Export From India

5%
95%

Interpretation:
Sea Foods like Shrimps, Prawns, few sea foods which is imported and exported from
Europe and India as compared to other countries shows that India is the largest
Country of import other countries who are the competitors.

3) Export of Products :
Europe

20 %

Arabs Countries

50 %

Other Countries

30%

Interpretation:
Products for export to Europe is 20 % and Arabs nations getting export of 30 % and
other countries exporting products is 50 %.

4) Total Number of supply of Seafood in the Indian and International

Market is-:
Indian Market

15 %

International Market

85 %

Interpretation :
The above graph shows that Major supply of Seafood is in the International Market
that is 85% and in the Indian market the supply is about 15 percent of Sea Foods

5) How many % of Sea foods is being purchased by Europeand Indian

&Domestic Market:
Europe

70 %

Indian Market

30 %

Interpretation:
70 percent of Sea foods productsis being purchased by European Countries and 30
percent of Sea foods is purchased by Indian Market like shopping Malls, Private
Restaurant, Hotels & Stores.

6) Damage of Products while Transportation.

Due to Climate Condition

0%

By Transportation Breakage

5%

Interpretation:
This above graph shows that only 5 percent of damage happens while road
transportation and 100 % is safer by Air Transportation without any damages it means
that by Air Transport it is 100 percent safer.
Due to the climate condition there is no damage it is 100 percent safer because it
contain 2oC to 8oC temperature Ice packages like Thermocol Boxes, Ice Packs.

7) Products of Fisheries.

Packed Sea Foods

10 %

Sea Foods

90 %

Interpretation:
This above graph describes that Packed Sea Foods makes 10 % of .and 90 % of
Production.

8) On time delivery of products to Delivery Places:

On time Delivery

95 %

Delivery With Delayed

5%

Interpretation :
Above graph depicts the percentage of consignment of products is delivered 95 % on
time and 5 % consignment of the delivery are having delay& deference.

09) Fisheries holds how many share for sea foods in India market:
fisheries

95 %

Other

5%

Interpretation:
This above graph show that the Fisheries is holding 70 % Share for Sea Foods
towards other Countries as agents having 30 % of Share.

Chapter No.4
Finding

FINDINGS
On the execution of the objective of study, it is inferred that processing of export order
requires meticulously complying the custom stipulations which therefore takes longer
time.
A careful planning and micro level careful implementation of appropriate procedure can
help to reduce time and cost.
An accurate, error free documentation not only reduces the threats of frauds, bottlenecks
and risks but also enhances the business relationship between Exporters, Importers &
Governments.
Since the government export policy is very dynamic along with volatile markets, it is
suggested that the exporter should be alert & vigilant to make himself aware of the
changes.
Its impact & influence, new incentives awarded and benefits in future
It is necessary to change the business strategy accordingly

Chapter No.5
Limitation& Suggestion

LIMITATIONS AND SUGGESTION

The concerned authorities could not disseminate complete information under the
pretext of secrecy & confidentially as per the policy of the organization.
No clear, comprehensive information of the operations of Forwarding Agents.
Export Rules, Regulations & Compliances are required to be followed meticulously
to cover thoroughly in short termproject.
In sufficient response by executives & supervisors in respect of related on account of
time constraints.

Chapter No.6
Conclusion

CONCLUSION

The Indian business environment is changing with the rapid growth in infrastructure dynamic
technology. Government policy to boast up exportwith the increasing inflows of
multinationals, trade has been enhanced, which result in stiff competition between the
organizations.
Despite the stiff competition effective implementation of quality management system and
customer centric approach.
It is clear from the above study that the complexity of international import-export
businesscanbe overcome easily by a systematic export procedure & fair documentation. This
is only thedocumentation which safeguards the interests of Exporter, Importer, Banks,
Governments,Transport Agencies, Insurance Agencies and Inspection Agencies. Thus the
whole studyconcludes in brief
To survive & grow in todays international market for any export house, the systematicexport
procedure is compulsory.
To overcome any kind of error, bottleneck, fraud and mistake; the awareness
andimplementation of standardized rule-regulations & documentation is necessary.
The final indicator of success any business is its financial viability and in exports theinflow
of funds is from across the borders. Thus mode of payment must be decided onthe basis of
best business suitability according to the Govt. & RBI policies.
Also the Government of India has instituted many support programmers with a view togive
thrust to our sectors. These programmers have been made to facilitate the exportersin their
exports efforts at various stages of export process.

Chapter No.7
Bibliography

BIBLIOGRAPHY

References
1)
2)
3)
4)
5)

C.R.Kothari
Paras Ram Anagram
Thomas E. Johnson
Export Import Documentation : Prof: D C Pai
Logistics in International Business : Prof: Rajiv Aserkar

Export (what, where. how) Author Paras Ram Anagram Publishers

International business by Charles W.L Hill
Building an import / export business by Kenneth D. Weiss
Export and import process & documentation by Thomas E. Johnson

Websites

1) www..indianfisheries.icsf.net
2) www.indiamart.com Transportation and Shipping Transporters

Appendix
Types of transport used, that is by Road, Sea and Air.

Export of Products :

By air
By sea
By road

Europe

Arabs Countries
Other Countries

Total Number of supply:

Indian Market
International Market

Total Number of supply of Seafood in the Indian and International Market is-:

o Indian Market
o International Market
How many % of Sea foods is being purchased by Europe and Indian

& Domestic Market:

Europe
Indian market

Damage of Products while Transportation.

Due to Climate Condition
By Transportation Breakage

Products of fisheries
Packed Sea Foods
Sea Foods

On timely delivery of products to Delivery Places:

On time Delivery
Delivery With Delayed
Fisheries holds how many share for sea foods in India market:

fisheries
Other