Overview of Export Procedures and Documentations
Exports, like the import system, are held to be one of the major components of international trade. Moreover, after the LPG initiative, exporting and importing have heightened its pace of development. Exporting done by the country is bound to many formalities both legal and compulsory made by the exported nation.
In this section, we will know about these formalities that stimulate domestic economic activity. The business exports its goods and services to other nations by adhering to basic principles and law and thus this is very important in the study of export and import fields.
Export Procedure
In general, an export procedure initiates with the willingness to send the goods and services to other foreign nations at some price, these procedures of export are stated below:
Step 1: Receipt Order
The Indian exporter will receive the order either directly from the importer or through the indent houses.
Step 2: Obtaining License and Quota
After receiving the order from the importer, the Indian exporter is required to obtain an export license from the Government of India, for this the exporter needs to apply to the Export Trade Control Authority and get a valid license for this.
Step 3: Letter of Credit
The exporter then asks the importer for the letter of credit, if the importer does not send the letter of credit along with the order.
Step 4: Fixing the Exchange Rate
The rate at which the home currency can be exchanged with the foreign currency is then fixed. The foreign exchange rate fluctuates from time to time so they need to fix the rate of exchange.
Step 5: Foreign Exchange Formalities
As per the Foreign Exchange Regulation Act of India (FERA), every exporter of the goods is required to furnish a declaration in the form prescribed in a manner in the Act.
Step 6: Preparation for Executing the Order
The exporter should make the required arrangements to execute the order:
Step 7: Formalities by a Forwarding Agent
Then the formalities are to be performed by the agent which includes obtaining a permit from the customs department, preparing the shipping bill, paying the dues after disclosing the required details of the product being exported.
Step 8: Bill of Lading
The Indian exporter of the goods presents the receipt copy to the shipping company and issues the Bill of Lading.
Step 9: Shipment Advice to the Importer
The Indian exporter sends shipment advice to the importer of the goods to inform him about the shipment of the goods.
Step 10: Presentation of Documents to the Bank
The Indian exporter needs to confirm that he possesses all the necessary shipping documents.
Step 11: The Realization of Export Proceeds
The exporter of the goods needs to comply with banking formalities after submission of the bill of exchange.
Export Procedure and Documentation
In the previous section, we have learned about the export procedure formalities here we will know about the documentation necessary -
Step 1: Receive an Inquiry
The first step in the shipping documentation process is when someone urges them to buy products.
Step 2: Screen the Potential Buyer and Country
After you receive the inquiry from the buyer, the process is to check their business potentiality to do business with them.
Step 3: Provide a Proforma Invoice
After screening the buyer, we need to provide the proforma invoice for the transaction.
Step 4: Finalize the Sale
The buyer will either reject or accept your proposal thus finalizing the sale.
Step 5: Prepare the Goods and the Shipping Documents
Commercial Invoice, Packing List, Certificate of Origin, Shipper's Letter of Instruction, Bills of Lading all need to be prepared
Step 6: Run a Restricted Party Screening
Again, the process needs to be run, before the goods ship for export.
Step 7: Miscellaneous Forms and Ship Your Goods
There may be other documents that need to be prepared before exporting the goods.
Documents Required for Exporting
When deciding which documents are necessary for an export procedure, the best place to start is with your overseas customer/importer or a freight forwarder. You may help your customer in clearing items with customs in the target market by gathering precise information. Commonly used expert documents are:
Pro Forma Invoice- The document provides a description of the products, such as Price, quantity, weight, kind, and so on, and is a statement by the seller to provide the customer with the products and services at the given date and price.
Commercial Invoice- The commercial invoice is a legal document that is exchanged between the seller and the buyer that clearly outlines the items being sold as well as the price the customer is to pay.
Packing List- This list includes the invoice number, seller, buyer, shipper, carrier, date of shipping, mode of transport, itemized quantity, description, package type, package quantity, total net, and gross weight (in kilograms), packaging markings, and measurements.
Air Waybill- An air waybill is a document that accompanies goods carried by an international air carrier. The paperwork contains complete information about the package and enables tracking.
Export Licenses- A government document that allows the transfer of specified commodities in precise quantities to a specific destination for a defined end-use is known as an export license.
Formalities of Registration and Export Documentation
Export is a very wide concept with a lot of preparations which is required by an exporter before starting the export business.
Establishing an Organization
Opening a Bank Account
Obtaining Permanent Account Number (PAN)
Obtaining Importer-Exporter Code (IEC) Number
Registration cum membership certificate (RCMC)
Selection of product
Selection of Markets
Finding Buyers
Sampling
Pricing/Costing
Negotiation with Buyers
Covering Risks through ECGC
Preparation for Executing an Order
The exporter must make the following arrangements in order to carry out the order:
Marking and packaging of products to be exported in accordance with the importer's standards.
Obtaining an inspection certificate from the Export Inspection Agency after scheduling a pre-shipment inspection.
Getting an insurance policy from the Export Credit Guarantee Corporation (ECGC) to safeguard against credit risks.
Obtaining the necessary marine insurance coverage.
Appoint a forwarding agent, often known as a custom house agent, to handle customs and other related issues.
Formalities by a Forwarding Agent
The agent must complete the following formalities:
The forwarding agency must first get permission from the customs authority before exporting the items.
To the shipping business, agents must provide all needed data about the products to be shipped, such as kind, amount, and weight.
A shipment bill/order must be prepared by the forwarding agent.
The forwarding agency is responsible for duplicating the port challans and paying the fees.
The loading of the products on the ship is the responsibility of the ship's captain. The loading must be done in the presence of customs authorities and on the basis of the shipping order.
When the cargo is loaded into the ship, the ship’s master provides a receipt for them.
Foreign Exchange Formalities
Under exchange control laws, an Indian exporter must comply with specific foreign exchange procedures. Every exporter of products is obliged under the Foreign Exchange Regulation Act of India (FERA) to provide a declaration in the form provided in a way. According to the declaration:
The foreign exchange gained by the exporter on exports must be disposed of in the manner and within the timeframe stipulated by the RBI.
Authorized foreign exchange dealers are needed to handle shipping documentation and discussions.
Only permitted methods will be used to collect payment for the products shipped.
Surrender the foreign exchange to approved dealers through the exchange control authority.
FAQs on Export Procedures and Documentation: A Guide
1. What is export procedure and documentation?
Export procedure and documentation refers to the structured set of activities and paperwork required when sending goods from one country to another. This process ensures that exports comply with the laws of both the exporting and importing countries and facilitates smooth transactions. Export documentation is essential to declare the nature, value, and quantity of goods and to receive necessary approvals from customs authorities. Proper completion of these export documents helps prevent legal issues and delays. Altogether, the export procedure and documentation streamline the movement of goods across borders while ensuring regulatory compliance.
2. What are the 5 steps of the export process?
The export process is organized into several key stages that ensure efficiency and compliance with international laws. Generally, there are five main steps involved in the export process:
- Order confirmation from the buyer
- Arranging goods and quality inspection
- Preparation of export documentation
- Customs clearance and shipping
- Receipt of payment and delivery confirmation
3. What are the documents required for export?
Exporting goods legally and efficiently requires various specific documents. The main documents needed for an export shipment generally include:
- Commercial Invoice
- Packing List
- Bill of Lading or Airway Bill
- Export License (if required)
- Certificate of Origin
- Insurance Certificate
- Customs Declaration
4. What are the basic import and export procedures?
Import and export procedures are systematic steps that help businesses buy and sell goods across borders. Both processes involve documentation, cargo preparation, and compliance with legal regulations. Key basic steps in import and export procedures include:
- Obtaining necessary licenses and permits
- Preparing shipping and commercial documents
- Completing customs declaration and inspection
- Arranging transport and insurance
- Completing payment transactions
5. Why is export documentation important?
Export documentation is critical because it serves as legal proof of shipment and ensures compliance with international shipping rules. These documents detail the transaction and the characteristics of goods, which customs authorities use for inspection and clearance. Accurate documentation minimizes delays, prevents penalties, and facilitates the quick movement of goods across borders. In addition, export documentation protects both buyers and sellers if any disputes arise during the transaction.
6. Who is responsible for preparing export documents?
The responsibility for preparing export documents typically falls on the exporter or seller. In many cases, large companies have freight forwarders or export managers who handle this work. It is the exporter’s legal duty to ensure documents like invoices, packing lists, and bills of lading are complete and accurate. Mistakes in documentation can delay shipments and even lead to penalties.
7. What is a commercial invoice in export documentation?
A commercial invoice is a key export document that acts as a bill for the goods sold by the exporter to the importer. It contains important details such as the description of goods, quantity, price, payment terms, and the names of the buyer and seller. Customs authorities use the commercial invoice to determine the duty and taxes payable for the shipment. Accurate information on this invoice is crucial for smooth international trade and legal compliance.
8. How does the Bill of Lading work in export procedures?
The Bill of Lading (B/L) is a vital shipping document in export procedures. It serves as a receipt for the shipped goods, a contract between the shipper and carrier, and a document of title. The exporter hands it over to the importer to claim ownership and possession at the destination port. Without a properly endorsed Bill of Lading, the importer cannot receive the goods. This document ensures security and transparency in international shipments.
9. What is customs clearance in the export process?
Customs clearance is the process where customs authorities review and approve goods for export. Exporters must submit necessary documentation such as the commercial invoice, packing list, and shipping details to customs. During this step, officials inspect goods to ensure they comply with regulations and that there are no prohibited items. Successful customs clearance allows the exporter to legally ship goods to foreign markets and avoid penalties or delays.
10. What is a Certificate of Origin and why is it required?
A Certificate of Origin is an export document that certifies the country where the goods were manufactured. This certificate is required by customs authorities in the importing country to verify the origin of goods, which affects tariff rates and trade agreements. Many countries offer lower import duties for goods from certain origins. Therefore, providing a Certificate of Origin makes the export process more efficient and helps importers benefit from preferential tariffs.
11. What are common challenges in export documentation?
Exporters often face several challenges when dealing with export documentation. Some of the most common issues are:
- Lack of understanding of document requirements
- Typographical errors or missing information
- Mismatches in shipping and commercial details
- Delays in obtaining certificates or government approvals
12. How can technology help streamline export procedures and documentation?
Technology has greatly simplified export procedures by automating the preparation and transfer of export documents. Digital platforms and software now enable exporters to generate, store, and share paperwork electronically with customs and transport providers. This reduces manual errors, speeds up the approval process, and ensures compliance with changing regulations. Overall, technology enhances efficiency for businesses engaged in international trade by making export documentation faster and more secure.
