Documentation For Logistics

Export Documentation
 Export documentation plays a vital role in international marketing as it facilitates the smooth flow
of goods and payments thereof across national frontiers.
 Exporters are required to follow certain formalities and procedures, using a number of
documents.
 Each of these documents serves a specific purpose and hence carries its own significance.
 A clear understanding of all documents and their purpose, how to prepare these, number of
copies required, when and where to file, is a must for all export professionals.
 Export Documentation in India has evolved a great deal of interest since 1990.
 Prior to 1990, documentation was manual and it lacked proper co-ordination.
 The result was lot of delays and mistakes, rendering the task very clumsy, tiresome, repetitive,
and truly frustrating.
 India adopted the ADS (Aligned Documentation System) in 1991 which is the Internationally
accepted documentation system
Types of Documents:
Export Documents can be classified into following four categories:
 Commercial Documents:
These documents are used by exporters/importers to discharge their respective legal and
other incidental responsibilities under sales contract.
 Regulatory Documents:
These are prescribed by various Government Departments/Bodies for compliance of
formalities under relevant laws governing export transactions.
 Export Assistance Documents:
These are the documents which are required for claiming assistance under the various
export assistance measures as may be in operation from to time. Currently, these refer to
drawbacks of central excise and customs duties, packing credit facilities etc
 Documentation required by Importing Countries:
These are the documents which are required by the importer in order to satisfy the
requirements of his Government. These include certificates of origin, consular invoice, quality
control certificate etc.
Parties with whom documentation is involved:
1. Buyers and exporters
2. Buying agents
3. RBI
4. Authorized dealers (where the exporter has his bank Account)
5. Buyer’s bank (foreign bank)
6. DGFT
7. Customs and Port Authorities
8. VAT and Excise Authorities
9. EPC’s
10. Insurance Companies
11. Inspection Agencies
12. Clearing and Forwarding Agents
13. Shipping Companies/Airlines and Inland Carriers etc
I. Commercial documents
It can be further sub-divided into:
 Principal Commercial Documents

 Auxiliary Commercial Documents
1. Principal Commercial Documents:

These documents serves the following purposes:
a) To effect physical transfer of goods and title of the goods from exporter to the buyer.
b) To realize export sales proceeds.
Principal Documents include:
 Commercial Invoice (and the invoice prescribed by the importer)

 Packing list
 Certificate of Inspection
 Certificate of Insurance/Insurance Policy
 Bill of Lading/Airway bill/Combined Transport Documents
 Certificate of Origin
 Bill of Exchange
 Shipment Advice
2. Auxiliary Commercial Documents:
These Documents are required to prepare /procure the principal commercial documents and
include:
 Proforma Invoice
 Shipping Instructions
 Insurance Declaration
 Intimation for Inspection
 Shipping Order
 Mates Receipt
 Application for Certificate of Origin
 Letter to bank for negotiation /collection of documents
II. Regulatory Documents:

These are prescribed by various Government Departments/Bodies for compliance of
formalities under relevant laws governing export transactions. These include:
 Exchange Control Declaration Form-GR Form

 Freight Payment Certificate
 Insurance Premium Payment Certificate
 ARE I/ARE II Forms
 Shipping Bill/Bill of Export
 Port Trust Copy of Shipping Bill/Export Application/Dock Challan
 Receipt of Payment of Port Charges
 Vehicle Ticket.
1. Commercial Invoice:
 It is the basic and most important document in an export transaction and extreme care has
to be taken by the exporter to prepare this document.
 This document requires the exporter to submit details such as
1. his own details,
2. Invoice number with date,
3. details of the consignee and buyer (if the buyer is other than consignee),
4. buyer’s order number with date,
5. country of origin of the goods,
6. country of final destination,
7. terms of payment and delivery,
8. pre-carriage details (Road/Rail),

Commercial Invoice requirements:
1. Vessel/flight number,
2. Port of loading,
3. Port of discharge,
4. Final destination,
5. Container number,
6. Number and kind of packaging,
7. Detailed description of goods,
8. Quantity
9. Rate and
10. Total amount chargeable etc
2. Packing List:
 This document provides the details of number of packages; quantity packed in each of them;
the weight and measurement of each of the package and the net and gross weight of the total
consignment.
 Net weight refers to the actual weight of the items and the gross weight means the weight of
the items plus the weight of the packing material.
 The packing list serves a useful purpose of the exporter while dispatching the consignment as
a cross check of goods sent.
 For the port personnel, it comes handy while planning the loading and offloading of cargo.
 It is also an essential document for the customs authorities as they as they can carry out the
physical examination of the cargo and conduct checks on the weight and measurements of
the goods smoothly against the declarations made by the exporter in the packing list.
3. Certificate of Inspection:
This is the Certificate issued by the Export Inspection Agency after it has conducted the
pre-shipment inspection of goods for export provided the goods fall under the notified category
of goods requiring compulsory shipment of inspection.
4. Certificate of Insurance/Insurance Policy:

 Insurance is an important area in the export business as the stakes are usually very high.
 Protection needs to be taken in the form of insurance cover for the duration of transit of
goods from the exporter to the importer.
5. Bill of Lading:
 This is issued when the goods are shipped using ocean (marine) transport.
 When the exporter finally hand over the goods to the shipping company for loading on board
the ship for transport to their final destination, the shipping company issues a set of Bills of
Lading to the exporter.
6. Airway Bill:
 Airway Bill is a bill of lading when the goods are shipped using air transport.
 It is also known as air consignment note or airway bill of lading.
7. Combined Transport Document:

 This is also known as Multi-modal Transport Document.
 Ever since containers have become popular, the concept of Combined Transport Document
has gained solid ground.
8. Certificate Of Origin:
 This document serves as a proof of the country of origin of goods for the importer in his
country.
 Imported countries usually require this to be produced at the time customs clearance of
import cargo.
 It also plays an important part in computing the liability and the rate of import duty in the
country of import.
 This certificate declares the details of goods to be shipped and the country where these goods
are grown, manufactured or produced.
 Such goods needs to have substantial value addition so as to become eligible to certification
of this nature.
9. Bill of Exchange:
 Also known as Draft, this is an instruments for payment realization.

 It is a written unconditional order for payment from a drawer to a drawee, directing the
drawee to pay a specified amount of money in a given currency to the drawer or a named
payee at a fixed or determinable future date.
 The exporter is the drawer and he draws (prepares and signs) this unconditional order in
writing upon the importer (drawee) asking him to pay a certain sum of money either to
himself or his nominee (endorsee).
 This order could be made for payment on demand, called a bill of exchange at sight or
payment at a future date, called a usance bill of exchange.
10. Shipping Advice:

 The exporter sends this document , called shipping advice, to the buyer soon after the
shipment is made to provide him all the shipment details.
 This serves as an advance intimation of the shipment and allows the importer to arrange for
delivery of the same.
Commercial Invoice:
Packing List:
Certificate Of Inspection:
Fumigation certificate:
Container clearance document-Form 13
Certificate of Insurance
Bill of Lading copy
Certificate of Origin
Airway bill
Shipping advice

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Export Documentation

4. Authorized dealers (where the exporter has his bank Account)

5. Buyer’s bank (foreign bank)

7. Customs and Port Authorities

8. VAT and Excise Authorities

10. Insurance Companies

11. Inspection Agencies

12. Clearing and Forwarding Agents

13. Shipping Companies/Airlines and Inland Carriers etc

 Principal Commercial Documents

1. Principal Commercial Documents:

Principal Documents include:

 Commercial Invoice (and the invoice prescribed by the importer)

II. Regulatory Documents:

 Exchange Control Declaration Form-GR Form

1. his own details,

2. Invoice number with date,

4. buyer’s order number with date,

5. country of origin of the goods,

6. country of final destination,

7. terms of payment and delivery,

8. pre-carriage details (Road/Rail),

6. Number and kind of packaging,

7. Detailed description of goods,

10. Total amount chargeable etc

4. Certificate of Insurance/Insurance Policy:

7. Combined Transport Document:

 Also known as Draft, this is an instruments for payment realization.

10. Shipping Advice:

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