* EXPORT PROCEDURES

AND
DOCUMENTATION
*Contents:
*Meaning of Export
*Why Export?
*Export Procedure & Documents
Required
To send goods or services across national frontiers
for the purpose of selling and realizing foreign
exchange.

A function of international trade whereby goods

produced in one country are shipped to another
country for future sale or trade. The sale of such
goods adds to the producing nation's gross output.
If used for trade, exports are exchanged for other
products or services. Exports are one of the oldest
forms of economic transfer, and occur on a large
scale between nations that have fewer restrictions
on trade, such as tariffs or subsidies.
*Access: Today, improvements in trade finance, the Internet,
and trade agreements have dramatically increased access to
markets worldwide.

*Profitability: Exporting can be profitable for businesses of all

sizes. On average, sales grow faster, more jobs are created, and
employees earn more than in non-exporting firms.

*Faster growth: Selling in an overseas markets can help your

business grow at a faster rate than if you were confined to New
Zealand markets.

*Reduced local market dependence: Selling in different

countries diversifies risks such as exposure to economic
conditions or seasonal factors. During a local economic
downturn your overseas customers may be unaffected.
*Improved innovation: Exposure to new ideas, technology and
processes can help you company develop innovative products and
services.

*Greater competitiveness: Trading in the global marketplace

increases your exposure to international best practice, ideas and
alternative ways of doing business – improving your chances of
competing at home and overseas.

*Expand Sales: Exporting can help increase sales by extending your

market base to overseas countries where you can find new
customers and niche markets.
*
* Registration
* Obtain Export License
* Shipping Bill to be submitted
* Excise Formalities at the Time of Export
* Duty drawback Formalities
* G R / SDF / SOFTEX Form under FEMA
* Other Documents Required
* Check in Customs
* Examination of goods before export
* “Let Export” Order by Customs Authorities
* Processing under EDI system
* Conveyance to leave on written order
* Other Customs Procedures
 Registration
1. Registration with Director General of Foreign Trade (DGFT):

 It is necessary to get registered with DGFT, Ministry of

Commerce, Government of India.

 DGFT provides exporter a 10 digits IEC code without which no

exporter is allowed to export aboard.

 However, if the goods are exported to Nepal, or to Myanmar

through Indo-Myanmar boarder or to China through Gunji,
Namgaya, Shipkila or Nathula ports then it is not necessary to
obtain IEC number provided the CIF value of a single
consignment does not exceed Indian amount of Rs. 25, 000 /-.
 Registration

While submitting an application form for IEC number,

an applicant is required to submit the following:

PAN number, as only one IEC is issued against one

PAN.
Current Bank A/c number and Banker’s Certificate.
Bank Receipt (in duplicates)/Demand Draft for
payment of the fee of Rs. 1,000/-.
 Registration
2. Registration with Export Promotion Council:

 In order to enable you to obtain benefits/concession under the

export-import policy, you are required to register yourself with an
appropriate export promotion agency by obtaining registration-
cum- membership certificate.

 An application for registration should be accompanied by a self

certified copy of the IEC number. Membership fee should be paid
in the form of cheque or draft after ascertaining the amount from
the concerned EPC.

 The RCMC certificate is valid from 1st April of the licensing year in
which it was issued and shall be valid for five years ending 31st
March of the licensing year, unless otherwise specified.
 Registration
3. Registration with Income Tax Authorities:

Goods exported out of the country are eligible for exemption from
both Value Added Tax and Central Sales Tax. So, to get the benefit of
tax exemption it is important for an exporter to get registered with
the Tax Authorities.

4. Registration with Commodity Boards:

Commodity Board is registered agency designated by the Ministry of

Commerce, Government of India for purposes of export-promotion
and has offices in India and abroad. At present, there are five
statutory Commodity Boards under the Department of Commerce.
These Boards are responsible for production, development and export
of tea, coffee, rubber, spices and tobacco.
 EXPORT LICENSE:
An export license is a document issued by the appropriate licensing
agency after which an exporter is allowed to transport his product in
a foreign market. Export license depends on the nature of goods to
be transported as well as the destination port. So, while making the
determination one must consider the following necessary points:
 What is being exported?
 Where it is being exported?
 Who will receive the items?
 What will be the use of the items?

Canalisation:
Canalisation is an important feature of Export License under which
certain goods can be imported only by designated agencies. For an
example, an item like gold, in bulk, can be imported only by specified
banks like SBI and some foreign banks or designated agencies.
 EXPORT LICENSE:
Application for an Export License:
Export license are issued only for the goods mentioned in the Schedule
2 of ITC (HS) Classifications of Export and Import items. A proper
application can be submitted to the Director General of Foreign Trade
(DGFT).

Exports Free unless regulated:

The Director General of Foreign Trade (DGFT) from time to time
specifies through a public notice according to which any goods, not
included in the ITC (HS) Classifications of Export and Import items may
be exported without a license. Such terms and conditions may include
Minimum Export Price (MEP), registration with specified authorities,
quantitative ceilings and compliance with other laws, rules,
regulations.
 Documents
It is said that “International Trade is a sale of documents”. It is very
important to clearly understand the documents involved in the
transaction to avoid the risk factors and adhere to the legal
obligations.
The entire documentation in export trade can be basically
divided into two categories:

Export
Documents

Post –
Pre-shipment Shipment
Documents Documents
 Pre-shipment Documents
Pre-shipment documents are those that an exporter has to generate,
authenticate and submit to the concerned authorities and departments to
get the necessary clearances, prior to the actual shipment of the cargo, so
that the cargo can be shipped out with valid documents. The pre-
shipment documents are generally prepared when the product is ready
for export and prior to shipment. The standard pre-shipment documents
include:
 Customs Invoice
 Packing List
 G R Form (original and duplicate)
 ARE-1 Form (original and duplicate)
 Copy Of Export order
 Letter Of Credit
 Shipping Bill (entire set)
 Export Licence(for notified items)
 Certificate Of Origin
 Certificate Of Inspection
 Any Other Documents (as required in L/C or by Customs)
 Post-shipment Documents
The post-shipment documents comprise the certified copies of some of
the main pre-shipment documents and certain additional documents to be
generated and compiled by the exporter so that the proof of shipments
can be properly presented to the negotiating bank for collecting the
payments through L/C or for presentation to the foreign buyer for
collection of payment through the nominated bank.
The standard pre-shipment documents include:
 Custom attested invoice
 Custom attested packing list
 Copy of Export Order / Copy Of LC
 Commercial Invoice
 Consular Invoice (If Specified)
 Bill of Lading / Air Way Bill
 Certificate of Origin
 Certificate of Inspection (If Specified)
 Bill of Exchange (Draft)
 G R Form (Duplicate)
 Any other document specified in Export Order / LC
Shipping Bill to be submitted by Exporter
Shipping Bill and Bill of Export Regulations prescribe form of shipping
bills. It should be submitted in quadruplicate. If drawback claim is to be
made, one additional copy should be submitted. There are five forms :
Shipping Bill to be submitted by Exporter
The shipping bill form requires details like:
• Name of Exporter
• Name of Consignee
• Invoice Number
• Details of packing
• Description of goods
• Quantity
• FOB Value etc.
Appropriate form of shipping bill should be used.

Customs authorities give serial number (called 'Thoka Number')

to shipping bill, when it is presented.
Excise formalities at the time of Export
 If the goods are cleared by manufacturer for export, the goods
are accompanied by ARE-1 (earlier AR-4).

 This form should be submitted to customs authorities.

 The Customs Officer certifies that the goods under this form have
indeed been exported.

 This form has then to be submitted to Maritime Commissioner for

obtaining ‘proof of export’.

 The bond executed by Manufacturer-exporter with excise

authorities is released only when ‘proof of export’ is accepted by
Maritime Commissioner or Assistant Commissioner, where bond
was executed.
 Duty drawback formalities

If the exporter intends to claim duty drawback on his

exports, he has to follow prescribed procedures and
submit necessary papers. The procedures are
discussed in the chapter on ‘Export Incentives'. He
has to make endorsement of shipping bill that claim
for duty drawback is being made. If he fails to do so
due to genuine reasons, Commissioner of Customs
can grant exemption from this provision.
G R / SDF / SOFTEX Form under FEMA
Reserve Bank of India has prescribed GR / SDF form under FEMA.

GRF SDF
Guaranteed Statutory
Receipt Form Declaration Form

Used when Used when

shipping bills are shipping bills are
processed processed
manually electronically
 Other documents required for export
The following are the export documents required to be prepared
by the exporter:

• GR forms (in duplicate) for shipment to all the countries.

• 4 copies of the packing list mentioning the contents, quantity,
gross and net weight of each package.
• 4 copies of invoices which contains all relevant particulars like
number of packages, quantity, unit rate, total f.o.b./ c.i.f. value,
correct & full description of goods etc.
• Contract, L/ C, Purchase Order of the overseas buyer.
• ARE-1 (both original and duplicate) and invoice.
• Inspection/ Examination Certificate.

In case of excisable goods, from ARE-1 prepared at the time of

clearance from factory should also be submitted.
 Check in customs
Document submitted is processed by customs authorities, and
following are checked:

 Value and classification of goods under drawback schedule in case of

drawback shipping bills.
 Export duty / cess if applicable.
 Advance License shipping bills are checked to ensure that description
in invoice and final product specified in Advance License matches. If
necessary, samples may be drawn and assessment may be done after
visual inspection or testing.
 Exportability of goods under EXIM policy and other laws - Some
exports are totally prohibited under various Acts e.g. items restricted
or prohibited under Foreign Trade (Regulation) Act; antiques; art
treasures; Arms; narcotics etc. Some items like tea, coffee and coir
products can be exported only against authorization/ license under
respective Acts.
 Examination of goods before export

• After shipping bill is passed by export department, the goods

are presented to shed appraiser (exports) in dock for
examination.
• Goods will be examined by examiner.
• This inspection is necessary:

 to ensure that prohibited goods are not exported.

 goods tally with description and invoice.
 duty drawback, where applicable, is correctly
claimed.
“Let Export” Order by Customs Authorities

Customs Officer will verify the contents and after he is satisfied

that goods are not prohibited for exports and that export duty,
if applicable is paid, will permit clearance by giving ‘let ship’ or
‘let export’ order.

GR-1, ARE-1, octroi papers, quota certification for export etc.

are also signed. Exporter’s copy of shipping Bill, GR-1, ARE-1
etc. duly certified are handed over to exporter or CHA
 Processing under EDI system
• Under EDI system, declarations in prescribed form are to be filed
through ‘Service Centre’ of customs.
• After verification, shipping bill number is generated by the
system, which is endorsed on printed checklist generated for
verification of data.
• Goods are inspected at docks on the basis of printed check list.
• All documents are submitted to Customs Officer along with
checklist.
• If goods and documents are found in order, ‘let export’ order is
issued. Then two copies of Shipping Bill are generated:
 Customs Exporter’s copy
 Exporter’s copy
 Processing under EDI system

• Exporter’s copy is generated only after EGM (Export General

Manifest) is submitted by shipping agent.

 These are signed by CHA and customs officer and

then by Appraiser.

• Exporter’s copy of Shipping Bill, SDF, ARE-1 etc. duly signed are
handed over to exporter or CHA.

 SDF, ARE-1, octroi papers, quota certification for export etc.

are also signed.
 Conveyance to leave on written
order
• The vessel or aircraft which carry export goods cannot leave the
customs station unless a written order is given by Custom Officer.

• Such order is given only after:

(a) export manifest is submitted,
(b) shipping bills or bills of export, bills of transshipment etc.
are submitted,
(c) duties on stores consumed are paid or payment of the
same is secured,
(d) no penalty is leviable,
(e) export duty, if applicable, is paid.

Such permission is not required if the conveyance is carrying only

luggage of occupants.
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