Documentation in export import

business
Followings are the neccesary documents what every exporter and importer needs to
provide or receive if you are importing/exporting. All the following docs are needed for
clearing import or export custom.

1.Proforma invoice (PI)

Mandatory Export import document.

This is a document, what will state the value per unit for the goods. And will show the
total value of the goods exported. Also, the exporter and importer details are stated.
There is no formal format for the proforma invoice, just make sure all the needed data is
stated.

Below is a sample proforma invoice from our own business.

 2. Sales-
purchase contract
Belongs to mandatory export import documentation.

This is the proof of purchase-sale between the parties. You need to present this to your
country custom together with the proforma invoice. Sales purchase contract needs to be
well drafted and prepared. Entrepreneurs should use the service of professional lawyers.

It is not wise to use the contract forms that are available on the internet for free! We
have included professional international sales-purchase contract form ( ready for use and
modify) in our premium course.

3. Packing list (PL)

Mandatory export import procedures and documentation

Packing list states the quantity of the goods exported. Also those packing and weights
and CBM,s. also, the amount of the packages are stated on the packing list.

On the packing list, also the product HS code is marked.

HS code is a code, that all the nations understand same way. This code will determine
the import duties and other formalities.

Below is again one example of our Chinese partner.

packing list in export-import business documentation

4. Bill of landing/Airway bill/Railway bill

Crucial Export import document for importers custom.

Afer, the goods had been taken on the shipboard, then shipper will issue the Bill of
landing ( B/L). This document confirms, that goods had been taken on the ship and are
ready for shipping.

This is the proof for receivers and banks that the goods are ready for shipment.

Similarly, if the goods are transported by the airplane, then there is airway bill. If goods
are transported by Train, then there is railway bill.

Below is an example of a bill of landing from our own business.

Bill of landing in export-import business documentation

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5.Certificate of Origin (C/O)

This is very important doc what is required by countries customs. This doc can lower the
import duties in some cases and without this sometimes exporting is impossible. This
doc will prove, that the goods are from the country by which the C/O is issued.

Also, the C/O contains the producer data. This is an official doc what can be issued only
by country export and trading authorities. Usually, to issue the certificate of origin, this
will cost some money.

below is an example of C/O from our own business.

Certificate of origin ( C/O) in export-import business documentation

6. CE certificate
CE belongs to the export import procedures and documentation if you are exporting to
Europe.

With all the products, the CE certificate is required, in trading with Europe.

The producer must have been certified by third country to have CE certificate. CE
confirms, that the product meets the European Union safety standards.

Below is the example.

Ce certificate

7. Material safety sheet (MSD)

Sometimes this document is required by importing country custom. This doc can be
issued by the exporter and must confirm that product is not harmful to the humans and
nature. This doc is usually required for liquids.

8. Freight insurance certificate

This doc is not mandatory in export import documentation.

If the goods are precious then usually the buyer requires that exporter signs insurance-
policy for the goods. The insurance certificate is issued by companies who provide
insurances. Also the international shipping companies like DHL, DSV provide the
insurances.

Below is one example of our own export-import business:

freight insurance certificate in export-import business documentation

port and Import Procedure in India

India ranks 19th in terms of overall export of merchandize and 12th in terms of overall import
of merchandize when compared to other countries. With more trade liberalization deals to be
signed by the pro-business Indian Government, there is plenty of opportunity for establishing
a successful import or export business. To undertake an import or export business, the
Entrepreneur must have a strong understanding of all documentation pertaining to import or
export transactions. In this article, we cover basic export procedure and import procedure in
India along with the necessary documentation.

Export and Import Procedure

To being exporting or importing goods from India, the business or individual must obtain an
Import Export Code or IE Code from the Directorate General of Foreign Trade. IE Code can be
obtained by the business after obtaining PAN and opening a bank account. IndiaFilings can
help you obtain IE Code.

Commercial Invoice
Commercial invoice is issued by the seller to the buyer containing the terms of the
transaction like date of transaction, seller details, buyer details, value, shipping terms and
more. Customs duty is levied on the shipment usually based on the commercial invoice
raised by the sell
 Sample

Commercial Invoice

Air Waybills
An airway bill is a proof of shipment of goods by air. Air waybills serve as a proof of receipt of
goods for shipment by the air cargo agent, an invoice for the air shipment, a certificate of
insurance and a guide to the air cargo agent for handling, dispatch and delivery of the
consignment. A typical airway bill contains details about the shipper and the consignee, the
departure airport and destination airport, description of the goods, sign and seal of the
carrier.

Sample Air

Waybill

Bill of Lading
Bill of Lading is provided by shipping agency for goods shipped by them. Bill of lading usually
contains information pertaining to the shipper, consignee, carrying vessel, ports of loading
and discharge, place of receipt and deliver, mode of payment and name of the carrier.
Sa
mple Bill of Lading

Bill of Exchange
Bill of exchange is used when an importer agrees to pay the exporter in future on a date on or
before that is mutually agreed upon. Bill of exchange is an important written document in
wholesale trade wherein large amounts of money is involved. Bill of exchange can be
classified as bill of exchange after date and bill of exchange after sight. Bill of exchange after
date is when the due date for payment is counted from the date of drawing. Bill of exchange
after sight is when the due date for payment is counted from the date of acceptance of the
bill.

Certificate of Origin
Certificate of origin is usually requested by the Customs Authority while clearing Customs.
Certificate of Origin is used to establish the origin of the product and is issued by the
Chamber of Commerce of the Exporter’s country. Certificate of origin usually contains the
name and address of the exporter, details of the goods, package number or shipping marks
and quantity, as applicable.
Sa
mple Certificate of Origin

Packing List
Packing list contains detailed information about the goods being shipped, quantity, weight
and packing specifications. Packing list must contain description of the goods and have
details regarding the shipping marks.
 Sample Export Packing List

Letter of Credit
Letter of Credit is an arrangement wherein a Bank on the request of it customer agrees to
make payment to a beneficiary on receipt of documents from beneficiary as per the terms
stipulated in the Letter of Credit. Letter of Credit or LC is used extensively in international
and domestic trade transactions. Click here to know more about Letter of Credit (LC).
Sa
mple Letter of Credit

For more information about export and import procedure in India, talk to an IndiaFilings
Business Advisor.