Nikkoo wants to export coconut products from India is confused.

Trade documentation
may look lengthy and confusing to a new entrepreneur. To help her out, we shall
explain to Nikkoo the various steps in an export shipment from India. We shall
proceed step by step.
Freight Forwarder
Get in touch with a Freight forwarder. Freight forwarders are like ticketing agents
for cargo shipments. The mode of shipment of the cargo can be sea, air, land or
even multi-modal. The freight rate is provided by the relevant Freight forwarder
based on the mode of shipment, destination port and the volume of the shipment.
Pro-forma Invoice
Nikkoo needs to send a Pro-forma Invoice to the buyer after the initial discussion
with the buyer. It provides an idea about the prices, quality, quantity and
description of the goods to be exported. It also lays out the method of payment,
mode of transportation, process of packing of goods/ packing material to be used
etc. (Put a photo of pro-forma invoice here)
Commercial Invoice (CI)
Commercial Invoice is equivalent to any seller’s bill for the merchandise sold.
Commercial Invoice should be prepared by Nikkoo after the confirmation of the
export order (Put a photo of a commercial invoice)
AD Code Registration
Before filing any Export Shipping Bill, Nikkoo or the CHAs are required to register
with the Customs their IE Code and Authorised Dealer Code Number of the Bank
through which export proceeds are to be realised. AD Code registration is at the
port of shipment by the exporter after issuance of IEC from DGFT.
Shipping Instructions
Depending on the nature of the goods, it has to be shipped under specific
instructions. Some goods could be perishable, flammable, corrosive, bio hazardous,
toxic, pathogenic or allergenic. So they have to be shipped under appropriate
safety instructions as per various international conventions like HAZMAT, IATA,
FIATA, SOLAS etc. Shipping instruction is furnished by the freight forwarder after
they are apprised of the various aspects of shipment.
Packing List (PL)
Packing List contains item wise list of the package contents. It serves to inform
all parties like transport agencies, government authorities and the buyer about the
contents of the package. The same is referred to in case the customs authorities
inspect the content of a shipment.
Shipping Bill
The Custom house agent (CHA) will issue a sample shipping bill after receiving the
commercial invoice (CI), the packing list (PL) and other documents. After
approval, the CHA will file the shipping bill with the customs department of the
port concerned. While Nikoo can file the shipping bill herself using ICEGATE portal
of customs, she may use the services of a CHA, the authorized custom house agents,
while starting out the business.
The assessing officer in the Export Department checks the details provided and the
exportability of goods under the foreign trade policy and other laws in-force.
After the "let export" order is given by the customs officer, the Shipping Bill is
generated by the system in two copies i.e., one Customs copy, one exporter’s copy.
There is a third copy that is the E.P. copy which is generated later after
submission of the Export General Manifest (EGM). We shall discuss them in detail
later.
Stuffing / Loading of Goods in Containers
The exporter or his agent should hand over the exporter copy of the shipping bill
duly permitting "Let Export" to the steamer agent who may then approach the proper
officer (Preventive Officer) for allowing the shipment. The stuffing of the
container at the dock is done under Preventive Supervision of the customs.
Bill of Lading
The word Lading is derived from an old English word and simply means loading. Bill
of lading is issued by the carrier vessel after the goods are loaded. It specifies
the details of the shipment and the title of ownership of the goods which would
depend on the INCO terms etc. Bill of lading is the most important documents for
Nikoo as she has to give it to the buyer of her goods, so that the buyer may claim
the goods once they reach his place.
Export General Manifest
Once the ship sails away, shipping lines or its agents furnish the Export General
Manifest to the Customs within 7 days from the date of sailing of the vessel. EGM
contains the list of all items that were loaded or were present on the ship while
it sailed from the port.
The EGM is the final confirmation of the physical export of the goods. Only post
issue of EGM would the Customs consider the sanction the drawback claims made
against the export shipment. We will discuss about drawback claims in further
videos.

The above is the general procedure for export. An important point to note here is
that more augmented procedures exist for specified schemes. Details regarding the
same can be got by referring to Public Notice and Orders issued by the DGFT and
Customs Commisionerates.