10 Common Export Documents You Should Know in exports

10 Common Export Documents You Should Know IN exports

Having a detailed understanding of the below common documents is very crucial for the success of the business –

Bill of Lading (B/L) –

Considered as the initial and most common document that is been used in international shipment. It is a contract cum receipt between the carrier and the owner of the products. It contains basic information such as what goods are been shipped, where they are going etc. Bill of lading is of several types such as – Straight B/L, Air Waybill, Ocean B/L, Truck B/L, and Shipper’s order’s B/L.

Certificate of Origin –

It is a certificate used for the export of goods by the exporter/ manufacturer to certify country of origin. The local Chamber of commerce or government entity legalizes certificate of origin. It is been used to identify the country of manufacturer where the product is been made.

Certificate of manufacturer –

It is a notarized document which certifies that the goods are been produced by the manufacturer after fulfilling the general requirement of the product and is then ready for shipment.

Commercial Invoice –

Commercial invoice is the key accounting document prepared by the seller of the goods for the buyer. It is used to determine the actual value of the goods for the purpose of assessing the custom duty. The invoice should include the following –

Country of origin (manufacture)
Gross and net weights
Detailed description of the goods
Inco- terms rule
Total number of packages
Invoice quantity
Certifications
Currency value
Authorized exporter signature
Destination control statement
The following statement along with signature; “I hereby certify that this invoice is true and correct.”

Consular Invoice –

This invoice certifies the shipment of the goods. Not a compulsory document

Dock Receipts –

The reason of this receipt is to provide a proof to the manufacturer/ exporter that the goods are been successfully delivered and are in proper condition.

Inspection certificate –

It certifies the items were received in good condition and that the shipment contained the correct quantity.

Certificate of Insurance –

It certifies you have bought an insurance policy for the cargo.

List of packing –

List of packing is very much similar to that of the shipping list. The list contains details of goods that are to be shipped along with the method of packing, weight/ height dimensions and its numbering methodology. Although it is not a compulsory document in all the cases but it is considered as an significant document that can be used by the freight forwarder in preparing bill of lading.

EEI (Electronic Export Information) –

It is required for all kind of export shipments. This needs to be filled in a Automated export system (AES).

Press Information Bureau
Government of India
Ministry of Commerce & Industry
12-March-2015 18:20 IST

Mandatory Documents Required For Export And Import Reduced To Three Each

India took a leap forward in improving ‘Ease of Doing Business’ today by reducing the mandatory documents required for import and export of goods to three documents each. The Directorate General of Foreign Trade (DGFT) issued a Notification to this effect today (Notification Link below).

The Department of Commerce had set up an Inter Ministerial Committee under the Chairmanship of DGFT in July 2014 to study and recommend ways to reduce the number of mandatory documents required for export and import. The Committee held detailed discussions with all stakeholders and the concerned Departments/ Ministries/Agencies and also visited JNPT to study the ground situation and find ways to minimize the number of documents and reduce transaction costs and time for exports and imports. The Committee submitted its “Trading Across Borders” report to Prime Minister’s Office in December 2014.

Based on the recommendations of the report, the RBI has agreed to do away with the ‘Foreign Exchange Control Form (SDF)’ by incorporating the declaration in the ‘Shipping Bill’ (for exports) and dispensing with the ‘Foreign Exchange Control Form (Form A-1)’ (for imports). Customs have also agreed to merge the ‘Commercial Invoice’ with the ‘Packing List’ and have issued a Circular for accepting ‘Commercial Invoice cum Packing List’ that incorporates the required details of both the documents. The exporters and importers, however, have the option of filing separate ‘Commercial Invoice’ and ‘Packing List’ also, if they so desire. Shipping Ministry has also agreed to do away with the requirement of ‘Terminal Handling Receipt’ and make the process online.

As a consequence, after issue of the DGFT’s Notification dated 12-3-2015, only three documents each would be mandatory documents for export and import.

MANDATORY DOCUMENTS FOR EXPORT & IMPORT
S. No.	EXPORTS	IMPORTS
1	Bill of Lading/ Airway Bill	Bill of Lading/ Airway Bill
2	Commercial Invoice cum Packing List	Commercial Invoice cum Packing List
3	Shipping Bill/ Bill of Export	Bill of Entry

It may be recalled that India ranked 126 in ‘Trading Across Borders” component of “Ease of Doing Business”, out of 189 countries ranked by the World Bank, in its 2015 Report. The ranking methodology adopted by the World Bank for ‘Trading Across Border’ takes into account the number of mandatory documents required for export and import and the time and cost of exporting/importing a container out of/into the country. World Bank’s 2015 Report listed 7 and 10 mandatory documents respectively for export and import from/to India.

MANDATORY DOCUMENTS LISTED BY WORLD BANK IN DOING BUSINESS REPORT 2015
S. No.	EXPORTS	IMPORTS
1	Shipping Bill	Bill of Entry
2	Commercial Invoice	Commercial invoice
3	Packing List	Packing List
4	Bill of Lading	Bill of Lading
5	Foreign Exchange Control Form (SDF)	Foreign Exchange Control Form (Form A-1)
6	Terminal Handling Receipt	Terminal Handling Receipt
7	Technical Standard Certificate	Certified Engineer’s Report
8		Cargo Release Order
9		Product manual
10		Inspection report

As such, after issue of DGFT’s Notification only three documents each would be mandatory for export and import as two documents (Packing List and Commercial Invoice) required by Customs have been merged into one document, whereas one document required by RBI (Foreign Exchange Control Forms – SDF for exports and A-1 for imports) and one document required by Ministry of Shipping (Terminal Handling Receipt) earlier, have now been dispensed with. ‘Cargo Release Order’ is not a mandatory document required by any regulatory agency, but is a commercial document issued by the Shipping line to the concerned importer. As regards, ‘Technical Standard Certificate’/ ‘Certified Engineer’s Report’, ‘Product manual’ and ‘Inspection report’, these documents are required in specific cases/products/tariff lines only and are not mandatory for all products.

The reduction in the number of mandatory documents would also lead to corresponding reduction in Transaction cost and time. It is expected that this step would not only facilitate the ‘Ease of Doing Business’ in respect of ‘Trading across Borders’ but also improve India’s ranking on this parameter.

To read the Notification on reduction in number of mandatory documents required for export and import, click here.

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