In foreign trade, the significance of proper documentation cannot be emphasised enough. For any product being exported out of India, having all the documents required forexporting goods is essential. The correct documents necessary for exporting enable the flow of goods through customs and the regulatory requirements of the importing country. Proper documentation also ensures that the exporter gets paid on time. The export documents ensure that the goods are lawfully transported, serve as evidence of the transaction, and prevent any interruption during transportation. With foreign trade growing day by day, it is crucial to have correct export documents for any exporter who deals with foreign shipping.
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12 Documents Required for Exporting Goods from India
List of Documents Required for Export from India
Below is the list of documents required for export that must be prepared and ready to be submitted to the relevant authorities.
i. Proforma Invoice
A Proforma Invoice is one of the primary documents needed for exporting. It is a pre-despatch advance invoice sent by the exporter to the buyer prior to the despatch of goods. It contains information like the quantity, price, and type of goods, and the freight cost and tax payment, if any.
It acts as a quotation to the buyer and assists them in determining whether they want to go ahead with the transaction. This report is important in enabling the importer to make a decision on the terms of the transaction, particularly in obtaining an import licence or presenting bank documents to obtain a Letter of Credit (LC).
ii. Commercial Invoice
A commercial invoice is the invoice for selling goods. It is a claim for payment and expresses the terms and conditions of selling. It is issued after the proforma invoice has been accepted and received by the buyer. This contains all the information of the goods, including their description, amount, unit value, aggregate price, as well as additional charges. This invoice is needed by customs officials to determine the value of the goods as well as the applicable duties and taxes in the exportation process.
iii. Packing List
A Packing List is a detailed document containing specific information on how the goods are packed, such as the number of boxes, size, weight, and type of packaging. This facilitates customs officers, freight forwarders, and the consignee to check the contents of the shipment and to ensure that the cargo is consistent with the shipping instructions. This report is crucial in effective cargo inspection and helps in the export process by ensuring that all the goods have been loaded appropriately on the carrier vehicle or container.
iv. Certificates of Origin
A Certificate of Origin is a document that provides proof of the country of origin of the goods. This document is required to enable customs authorities to know what tariff would be appropriate and if there is a preferential trade arrangement.Â
The document comes into use when exporting to countries with which India has a trade arrangement. The document can exclude or suspend duties on imports for products originating in India. Certificate of Origin typically originates in the concerned chamber of commerce in India and should be signed and stamped by a representative officer.
v. Certificate of Free Sale
The Certificate of Free Sale is a certificate that confirms that the exported goods, e.g., pharmaceuticals, medical devices, or foodstuffs, are freely on sale in the home market of the exporting nation. This document is sufficient evidence to show that the exported products are legally manufactured and for sale in India. This certificate guarantees the importer that the products to be exported meet the regulatory demands of the country of origin. All these are required for the international shipping of particular commodities.
vi. Shipper's Letter of Instruction
A Shipper's Letter of Instruction (SLI) gives instructions to the shipping lines and freight forwarders utilised in the export process. It has detailed instructions for the movement of commodities, i.e., shipping mode, details of the consignee, and special handling instructions.Â
The SLI also contains details like the point of shipment, carrier of choice, and special handling to be given to the shipment (e.g., refrigerated or hazardous materials). Without a precise and comprehensive Shipper's Letter of Instruction, the commodities risk being mismanaged or delayed during transportation.
vii. BIS-711 Form
BIS-711 Form is among the significant export documents released by the Bureau of Indian Standards (BIS) explaining the standards required to satisfy some products. Such certificates are vital for goods such as electric appliances. Observance of global standards while shipping is extremely essential so that hindrances or holdups should never happen during the process of customs clearance.
ix. Inland Bill of Lading
Inland Bill of Lading is a document acknowledging the delivery of the goods to the carrier for transit within India. It normally covers the shipping details, from the exporting warehouse to the export port. This document generally acts as a receipt for the goods and is essential for clearing inland transport before the shipment is handed over to shipping lines. It serves as proof of transport within India before goods move to international shipping.
ix. Ocean Bill of Lading
It is an agreement between the carrier and the exporter for the transportation of merchandise. It is a receipt indicating that the merchandise arrived in good condition. This is normally used as a title document that must be produced by the consignee to present to the authorities as a release document at delivery of goods.
x. Air Waybill
An Air Waybill is a duplicate of the Ocean Bill of Lading, but for air transport. It is a buyer-airline contract of carriage that specifies the terms of shipment, consignee details, and transport information. This is used for international airlifting of goods and ensures the shipment is treated according to the exporter's and buyer's specifications.
xi. Dangerous Goods Forms
These documents are necessary for the transport of any dangerous products or goods. It contains full information about the dangerous aspects of the products, such as handling, safety, and emergency procedures. This information is crucial for all parties involved in the transportation and handling of hazardous products to exercise care and prevent accidents during international shipping.
xii. Bank Draft
The Bank Draft is an order for payment, instructing the importer or their bank to pay the exporter upon certain conditions being satisfied. It may or may not be accompanied by a transmittal letter in which the information of the draft transaction is summarised. These details include additional documents and payment instructions. Bank drafts are used to ensure payment is made safely after shipment of the goods and assist in decreasing the risk of non-payment on the part of the exporter.
Marine Insurance Premium Calculator
New machinery or equipment for industrial use
Iron & steel rods, metal pipes, tubes
Electronic and white goods
All types of FMCG commodities
All kinds of food like oils essence flavours and other various packed items
Automobiles
New machinery machine tools and spares in closed ISO containers
Solar panel
Machinery machine tools spares duly packed/lashed
Stationery items
Timber and wood products
Edible oil in tanker
Aggregators/Transporters
All types of containers
All types of paints duly packed
Auto spare parts
Ceramic products and tiles
Edible vegetables or fruits and nuts or peel of citrus fruits
Granite and marble
Metal hand tools
Metal scrap in ISO container
Metals of all types excluding precious metals
Non hazardous chemicals in bags
Pharmaceuticals and bulk drugs
Rough marble in blocks
Toys, games and sports equipment
Used CPM machines and equipments
Used machinery machine tools and spares in closed ISO container
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Conclusion
Proper documentation must be ensured to prevent shipment delay and free flow of export operations. Exporters must keep track of fluctuating trade policies, regulatory regulations, and insurance aspects to satisfy local as well as international requirements. Lack of compliance may cause delays, fines, or even rejection of shipments. Furthermore, having comprehensive marine Insurance is highly recommended.
It keeps commodities away from possible risks during transportation, such as loss, theft, or natural disasters, in order to gain a safe and easy worldwide shipping process. Considering all these factors will result in a quality and realistic exporting process.
Disclaimer: Above mentioned insurers are arranged in alphabetical order. Policybazaar.com does not endorse, rate, or recommend any particular insurer or insurance product offered by an insurer.
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4.3 April 03, 2023
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4.3 February 28, 2023
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User Friendly Interface
The website's user-friendly interface made it easy to compare different plans and find the perfect fit for my business needs.Thanks
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4.3 February 11, 2023
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4.3 January 11, 2023
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3.8 January 01, 2023
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Comprehensive Coverage
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*Savings of 42% are based on the comparison between the highest and lowest premiums for a Rs 50 lakh sum insured under Inland Transit Clause B or Institute Cargo Clause B for single transit cover of auto spare parts with shipment type of Inland(Domestic) and road as mode of transport. Premium varies on the basis of Occupancy, Business Activity & Coverage Type By clicking on "View Plans" you agree to our Privacy Policy and Terms Of Use and also provide us a formal mandate to represent you to the insurer and communicate to you the grant of a cover. The details of insurance coverage, inclusions and exclusions are subject to change as per solutions offered by insurance providers. The content has been curated based on the general practices in the industry. Policybazaar is not responsible for the factual correctness of these details.
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