Documentations For Export Procedures

There are certain procedures have to be followed to exporting any products. The main goal of these procedures are to smooth flow of goods and payments thereof from across the boundaries. These procedures may involve considerable documentation. 

Many documentations are important at different stages of any export process. The exporters are responsible to submit all the documents to the concerned authorities. There are not any process of export are conducted without the proper documentations. 

Export documentation starts when an exporter gets an order from a buyer or importer to the final stage. Export documentation serves regulatory and operational purpose. In regulatory form all rules and regulations of exporting and importing countries are stated comprehensively.  It also states that where and how for which commodities exporters have to obtain or get an export licence. For pre-shipment inspections there are some different documents. 

As per demand of importing countries exporters have to arrange the documents like certificates of origin of commodities, inspection certificate etc. These documents are also refers as regulatory documents. 

Export documents are operational in nature and customs authorities are entrusted with the prime responsibility of verifying whether all the regulations have been complied with by the exporter. 

Below are the some important lists of documents which is necessary for any export process.

Basic Documents

  • Import Export Code Number
  • Membership Cum Registrations for Export or Trade Councils/ Chamber of Commerce, etc.
  • Performa Invoice
  • Confirmation Order by Importer and Confirmation of Acceptance of Order by Exporter.
  • Shipping Bill
  • Declaration Regarding the statement made in Shipping Bill
  • Invoice
  • G.R. form
  • Export Licence
  • Quality Control Inspection
  • Original Contract or Correspondence Leading to Contract
  • Contract Registration Certificate
  • Letter of Credit
  • Packing List
  • AR-4 form
  • Any Order Document.
Export Licence and Quality Control Inspection Certificates have to be present if required. Contract Registration Certficate and Letter of Credit have to be present if applicable. 

  • Commercial Invoice
  • Packing List
  • Bill of Lading/Shipping Bill
  • Multimodal Transport Document
  • Certificate of Inspection or Quality Control
  • Insurance Policy Certificate and Insurance Declaration
  • Certificate of Origin and Application for Certficate of Origin
  • Shipping Advice and Bill of Exchange
  • Proforma Invoice
  • Shipping Instructions
  • Intimation of Inspection
  • Shipping Order
  • Mate Receipt
  • Letter to the Bank for Collection/Negotiation of Documents.
Certificate of Inspection or Quality Control is necessary if required.