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Staff Answer
May 05, 2021 - 11:35 PM
Hi,
Thanks for asking such an important question.
Please allow me to answer this for you.
Appropriate documentation is a necessary part of export business and to monitor numerous export transactions. At every stage of setting up and running an export business, you will have to apply, submit, acquire and produce documents en route. Be it the organization deed of your firm, your PAN Card, current bank account, the IEC (Export Import Code), or the RCMC, you will have to swim your way through a heap of reports and desk work to become export-ready. Likewise, you also need to know of the documents that you will require each time you accept an export order. For instance, you need obtain a license to export food item.
Following are the necessary documents needed - Export License: For the export of food products, you need to obtain an FSSAI License for Export to export food outside the country and you need to get approval for your food product under the health ministry and from FSSAI. This would prove that the item is not harmful and can be consumed by people without causing damage to their health. No objection certificate: You need to apply for an NOC , pay the fees for the laboratory testing food samples, clarify all the queries that are raised by the Authorised Officer and accompany the inspection team at the time of testing of the food samples. You need to meet all the requirements from the FSSAI Registration Authority to get the NOC , such as follows:
Once you have cleared all of the requirements, you will be granted an NOC which will help you in attaining the license to export the food items outside the country. Labeling Requirements on Food Exports: When you are exporting the food into foreign markets, you need to make sure that you have enough information and contents listed on the packaging of each food item for them to be acceptable in the foreign markets. There are many other documents required as well to get the license to export food items outside India, such as follows:
Export Documents Checklist Required for Export Shipment from India
[As per Foreign Trade Policy (FTP) 2015 - 2020]
In any case, other than these core three, there are different documents that you may require when you attempt to dispatch abroad. A rundown of the desk work commonly needed in the export of goods is given below.
Do take note that this is just a demonstrative rundown, and not planned to be comprehensive in any structure; the specific documentation list for your export business will rely upon the prerequisites of the Government of India around then and that of the importing country, alongside any specific requirements of your export sector.
Also check: http://agriexchange.
Other lists of Documents required for Export Shipping
Proforma Invoice
A pro forma invoice is a preliminary bill of sale sent to buyers in advance of a shipment or delivery of goods, which gives the buyer all the information about the item, price, delivery, payment terms. etc.
Export Order/Purchase Order
Based on the proforma invoice, the buyer places the order with the exporter, specifying their details and requirements, in the Purchase Order.
Commercial Invoice
Once the goods are packed and ready, a Commercial Invoice is prepared by the exporter. It is a legal document issued by the seller (exporter) to the buyer (importer) in an international transaction and serves as a contract and a proof of sale between the buyer and seller. The Customs countersign it before shipping.
Packing List
If there is more than one item to be exported, a packing list, listing the various items to be shipped, is mandatory. It is a detailed document that states all of the product and packaging details contained in each shipment
Certificate of Origin
Certificate of Origin is a notarized affidavit that indicates the place where the goods are manufactured.
Bill of exchange
This is an internal document that is generated by the exporter which instructs the importer to pay the amount mentioned to the exporter or the payee bank.
Letter of Credit
Although not part of the shipment process, a Letter of Credit is an essential document generated while honoring a buyer’s purchase order. A letter of credit, or "credit letter" is a letter from a bank guaranteeing that a buyer's payment to a seller will be received on time and for the correct amount. If the buyer is unable to make a payment on the purchase, the bank will be required to cover the full or remaining amount of the purchase. However, it is not required if the payment is in the Documents against Payments or Documents against Acceptance modes.
Inspection/Quality check
An importer can insist on inspection or QC of the goods before shipping to verify quality, as well as check for adherence to proper packing parameters. The exporter should keep documents verifying such fulfillment ready as well.
Phyto-sanitary certificates and fumigation certificates
These certificates are in some cases demanded by the buyer, with the latter being even obligatory in numerous countries. These quality and goodness tests might be named depending on product and country, however are basically documented demonstrating adherence to international quality norms and standards. Exporters should guarantee they keep them prepared before packaging.
Marine Insurance policy
This is required for the safety coverage of the goods dispatched overseas.
Mate’s Receipt
With documents like a Certificate of Origin, Commercial Invoice, Export Order, Letter of credit, Certificate of Inspection, and Marine Insurance Policy in place, the cargo can enter the port and onto the dock. A Mate's Receipt is a temporary receipt issued and signed by the officer of a vessel, to acknowledge the goods ready to be loaded on a ship. This acts as evidence that goods were loaded in the vessel but it does not have the same validity, for instance, the bill of lading.
Airway Bill (AWB) or Bill of Lading (BL)
An AWB or BL is issued by the carrier of the goods, after the C&F (Cost and Freight) agent hands over the Mate’s Receipt to the carrier, who analyzes it against the cargo. A master AWB /BL is issued by the main carrier of the goods while a House AWB /BL is issued by the freight forwarder.
FEMA Declaration for exporters
This declaration is a requirement that replaced the erstwhile Self-Declaration Form, as per the notifications of Indian customs, indicating the exporter’s agreement to adhere to the tenets of the Foreign Exchange Management Act ( FEMA ), 1999. Foreign Exchange Management Act or in short ( FEMA ) is an act that provides guidelines for the free flow of foreign exchange in India. It has brought a new management regime of foreign exchange consistent with the emerging framework of the World Trade Organisation ( WTO )
Shipping bill
This is a customs document that can be generated from the dedicated portal electronically. All exporters must submit this document to acquire clearance for exports from Customs.
Let Export Order
The 'Let export order' (LEO) is the final procedure, issued by the customs officer after the completion of export customs clearance procedures. It is proof that all export customs formalities have been completed.
Export General Manifest
The. Export General Manifest is a legal document mandatory to be filed by the carrier of goods with the customs department. This document is used by government authorities as proof of export. The customs officials certify proof of export on shipping documents to exporters based on EGM .
Export Documentation Process
When the EGM is generated and the goods have left the shipping port, the C&F agent advances the three required documents mentioned above, in the wake of getting them cleared by customs. You need to share these documents with your bank, which will at that point investigate and forward them to the importer's bank. The authorized dealers of the Reserve Bank of India are also associated with this activity. All the while, the exporter additionally should give proof of export to the Central Excise authorities, based on the Customs endorsements. On the receipt of payment from the importer, an eBRC or Electronic Bank Realization Certificate is issued by the exporter’s banker, with which the export transaction concludes
Note: It should be noted that these document prerequisites may advance over the long run, contingent upon the prevalent statutes and amendments therein. Exporters can voice their opinion on these requirements to their respective Export Promotion Councils and FIEO, who thusly can give these remarks and feedback to the government. Although there are no established routes for exporters to ‘influence’ or reach out to policymakers, these bodies act as a bridge between the government and exporters, and their lines of communication are always open for exporters in the form of websites and physical offices.
Pro-Tips:
Warnings:
In case you have any more queries, please feel free to reach out to us at help@go4WorldBusiness.com or connect with us at +1-800-114-649 (Toll-Free).
Thanks for asking such an important question.
Please allow me to answer this for you.
Appropriate documentation is a necessary part of export business and to monitor numerous export transactions. At every stage of setting up and running an export business, you will have to apply, submit, acquire and produce documents en route. Be it the organization deed of your firm, your PAN Card, current bank account, the IEC (Export Import Code), or the RCMC, you will have to swim your way through a heap of reports and desk work to become export-ready. Likewise, you also need to know of the documents that you will require each time you accept an export order. For instance, you need obtain a license to export food item.
Following are the necessary documents needed - Export License: For the export of food products, you need to obtain an FSSAI License for Export to export food outside the country and you need to get approval for your food product under the health ministry and from FSSAI. This would prove that the item is not harmful and can be consumed by people without causing damage to their health. No objection certificate: You need to apply for an NOC , pay the fees for the laboratory testing food samples, clarify all the queries that are raised by the Authorised Officer and accompany the inspection team at the time of testing of the food samples. You need to meet all the requirements from the FSSAI Registration Authority to get the NOC , such as follows:
- The sample should be free from fungal infestation and visible insects.
- The food item should have a healthy remaining shelf life at the time of clearance.
- Compliance with the FSS (Packaging & Labelling) Regulations, 2011, and the product-specific labeling requirements.
Once you have cleared all of the requirements, you will be granted an NOC which will help you in attaining the license to export the food items outside the country. Labeling Requirements on Food Exports: When you are exporting the food into foreign markets, you need to make sure that you have enough information and contents listed on the packaging of each food item for them to be acceptable in the foreign markets. There are many other documents required as well to get the license to export food items outside India, such as follows:
- FSSAI License
- Product Approval Certificate
- Ministry of Agriculture Permit
- Ministry of Animal Husbandry permit
- Narcotics Certificate
Export Documents Checklist Required for Export Shipment from India
[As per Foreign Trade Policy (FTP) 2015 - 2020]
- Bill of Lading/Airway Bill/Lorry Receipt/Railway Receipt/Postal Receipt
- Commercial Invoice cum Packing List (As per the Central Board of Excise and Customs circular under the Customs Act, separate commercial invoice and packing list are acceptable)
- Shipping Bill/Bill of Export/Postal Bill of Export
In any case, other than these core three, there are different documents that you may require when you attempt to dispatch abroad. A rundown of the desk work commonly needed in the export of goods is given below.
Do take note that this is just a demonstrative rundown, and not planned to be comprehensive in any structure; the specific documentation list for your export business will rely upon the prerequisites of the Government of India around then and that of the importing country, alongside any specific requirements of your export sector.
Also check: http://agriexchange.
Other lists of Documents required for Export Shipping
Proforma Invoice
A pro forma invoice is a preliminary bill of sale sent to buyers in advance of a shipment or delivery of goods, which gives the buyer all the information about the item, price, delivery, payment terms. etc.
Export Order/Purchase Order
Based on the proforma invoice, the buyer places the order with the exporter, specifying their details and requirements, in the Purchase Order.
Commercial Invoice
Once the goods are packed and ready, a Commercial Invoice is prepared by the exporter. It is a legal document issued by the seller (exporter) to the buyer (importer) in an international transaction and serves as a contract and a proof of sale between the buyer and seller. The Customs countersign it before shipping.
Packing List
If there is more than one item to be exported, a packing list, listing the various items to be shipped, is mandatory. It is a detailed document that states all of the product and packaging details contained in each shipment
Certificate of Origin
Certificate of Origin is a notarized affidavit that indicates the place where the goods are manufactured.
Bill of exchange
This is an internal document that is generated by the exporter which instructs the importer to pay the amount mentioned to the exporter or the payee bank.
Letter of Credit
Although not part of the shipment process, a Letter of Credit is an essential document generated while honoring a buyer’s purchase order. A letter of credit, or "credit letter" is a letter from a bank guaranteeing that a buyer's payment to a seller will be received on time and for the correct amount. If the buyer is unable to make a payment on the purchase, the bank will be required to cover the full or remaining amount of the purchase. However, it is not required if the payment is in the Documents against Payments or Documents against Acceptance modes.
Inspection/Quality check
An importer can insist on inspection or QC of the goods before shipping to verify quality, as well as check for adherence to proper packing parameters. The exporter should keep documents verifying such fulfillment ready as well.
Phyto-sanitary certificates and fumigation certificates
These certificates are in some cases demanded by the buyer, with the latter being even obligatory in numerous countries. These quality and goodness tests might be named depending on product and country, however are basically documented demonstrating adherence to international quality norms and standards. Exporters should guarantee they keep them prepared before packaging.
Marine Insurance policy
This is required for the safety coverage of the goods dispatched overseas.
Mate’s Receipt
With documents like a Certificate of Origin, Commercial Invoice, Export Order, Letter of credit, Certificate of Inspection, and Marine Insurance Policy in place, the cargo can enter the port and onto the dock. A Mate's Receipt is a temporary receipt issued and signed by the officer of a vessel, to acknowledge the goods ready to be loaded on a ship. This acts as evidence that goods were loaded in the vessel but it does not have the same validity, for instance, the bill of lading.
Airway Bill (AWB) or Bill of Lading (BL)
An AWB or BL is issued by the carrier of the goods, after the C&F (Cost and Freight) agent hands over the Mate’s Receipt to the carrier, who analyzes it against the cargo. A master AWB /BL is issued by the main carrier of the goods while a House AWB /BL is issued by the freight forwarder.
FEMA Declaration for exporters
This declaration is a requirement that replaced the erstwhile Self-Declaration Form, as per the notifications of Indian customs, indicating the exporter’s agreement to adhere to the tenets of the Foreign Exchange Management Act ( FEMA ), 1999. Foreign Exchange Management Act or in short ( FEMA ) is an act that provides guidelines for the free flow of foreign exchange in India. It has brought a new management regime of foreign exchange consistent with the emerging framework of the World Trade Organisation ( WTO )
Shipping bill
This is a customs document that can be generated from the dedicated portal electronically. All exporters must submit this document to acquire clearance for exports from Customs.
Let Export Order
The 'Let export order' (LEO) is the final procedure, issued by the customs officer after the completion of export customs clearance procedures. It is proof that all export customs formalities have been completed.
Export General Manifest
The. Export General Manifest is a legal document mandatory to be filed by the carrier of goods with the customs department. This document is used by government authorities as proof of export. The customs officials certify proof of export on shipping documents to exporters based on EGM .
Export Documentation Process
When the EGM is generated and the goods have left the shipping port, the C&F agent advances the three required documents mentioned above, in the wake of getting them cleared by customs. You need to share these documents with your bank, which will at that point investigate and forward them to the importer's bank. The authorized dealers of the Reserve Bank of India are also associated with this activity. All the while, the exporter additionally should give proof of export to the Central Excise authorities, based on the Customs endorsements. On the receipt of payment from the importer, an eBRC or Electronic Bank Realization Certificate is issued by the exporter’s banker, with which the export transaction concludes
Note: It should be noted that these document prerequisites may advance over the long run, contingent upon the prevalent statutes and amendments therein. Exporters can voice their opinion on these requirements to their respective Export Promotion Councils and FIEO, who thusly can give these remarks and feedback to the government. Although there are no established routes for exporters to ‘influence’ or reach out to policymakers, these bodies act as a bridge between the government and exporters, and their lines of communication are always open for exporters in the form of websites and physical offices.
Pro-Tips:
- You can try the services of a custom house agent who can ensure that your customs and dispatch procedure is carried out smoothly and speedily.
- Do an exhaustive check of the information you announce, to avoid a mismatch of information between different documents.
- To stay away from disarray and postponement, it is better if you know which items are to be examined and by which offices.
Warnings:
- Be cautious while choosing the item classification on your documents – incorrect selection can cause an issue with customs clearance, and while availing export benefits as well.
- Ensure the accessibility of acknowledged quality certificates if there is a risk of severe quality checks or potential investigation.
- Keep steady coordination with your C&F agent to stay away from the postponement of clearance in ports. Deferrals can end up being a costly affair.
In case you have any more queries, please feel free to reach out to us at help@go4WorldBusiness.com or connect with us at +1-800-114-649 (Toll-Free).
Not the number for your
Regards,
go4WorldBusiness.com Team
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