» Export Documentation
Documentation is very essential part of export trade. From the beginning to till the end of export process the export documents play a very vital role.
Types of Export Documents
Documents used in export trade are as follow
* Pro-Forma Invoice: - It is a quotation send by exporter to his buyer. This is issued by exporter to his buyer giving details about the order. On the basis of pro forma invoice buyer open the letter of credit.
* Commercial Invoice: - this document shows the value of goods. There are three types of Commercial invoice used in export trade.
1- (Custom Invoice): - When the Commercial invoice is prepared on the format prescribed by the custom authorities of importer's country, it is called custom invoice, this invoices required in USA, Canada and Australia.
2 - Consular Invoice: - When the Commercial invoice is duly verify (sign) by the Embassy/Consulate of the importer country based in the country of exporter is called consular invoice. Embassy/Consulate attested invoice become legalized/ consular invoice. This type of invoice is required in countries like Mexico & Middle East countries.
3 - Legalized Invoice : - It is same as consular invoice. This term is use in country like Turkey, Liberia, Taiwan, Latin American countries.
* Packing List : - This documents have all the information about the gross weight of goods, net weight of goods, packing type, marks and no of boxes etc.
* Certificate of Inspection/ Quality control : - A document in which certification is made as to the good condition of the merchandise immediately prior to shipment. The buyer usually designates the inspecting organization, usually an independent inspection agency or govermen body. This is usually performed by a third party and often obtained from independent testing organizations.
* Certificate of Insurance : - This is a proof that exporter covers the loss of or damage to the cargo during transit.
* Mate Receipt: - It is a receipt issued by the shipping line at the time of loading the goods on the ship. This receipt states the condition in which goods received by shipping line. This is used when goods are sends by sea only.
* Transport Documents
1- Bill of lading: - This is a contract between the owner of the goods and shipping line. This is the proof of shipment that you have sent the goods. Bill of lading is issued by shipping line against mate receipt. It is issued in set of negotiable and non-negotiable copies. Bill of lading includes (a) Title of goods receipt for the goods shipped & an admission to their apparent condition & quality at the time of shipment.
2- Airway Bill : - Airway bill (AWB) refers to a receipt issued by an international courier company for goods and it is evidence of the contract of carriage, but it is not a document of title to the goods. Airway bill is non-negotiable.
3 - Combined Transport Documents : When goods are send by more then one source of transport. this document is required.
4 - Track Receipt : When goods are send by track to another country, this recipt is issued by transport company
5- Railway receipt : When goods are send by rail to another country, this recipt is required.
6 - Post office receipt : When goods are send by post office to another country, this recipt is issuesd by post office.
* Certificate of origin : - Certificate of origin is a document that show the country in which the goods are produced or manufacture. Certificate of origin is issued by chamber of commerce of exporter's country. Some countries (i.e. Middle East) require that certificate of origin be notarized, certified by local chamber of commerce and legalized by the commercial section of the consulate of the destination country.
* GSP Certificate of origin : GSP (Generalised System of Preferences) program or the preferential tariff treatment, a free or reduced duty is granted by developed countries to certain manufactured goods from the least developed countries, in order to bolster their exports and economic growth. Most imports eligible under the GSP program are free of duty. There are over 20 industrialized countries---donor countries (country of destination)---which maintain GSP programs and over 100 least developed countries---beneficiary countries (country of origin)---which are eligible under the GSP program.
* Bill Of exchange: - A written order for a certain sum of money, to be transferred on a certain date from the person who owes the money or agrees to make the payment (the drawee) to the creditor to whom the money is owed (the drawer of the draft).
* Letter to the bank for Collection/negotiation of documents
* ARE-1 with declaration
* Exchange Control Declaration form (SDF/GRI)(PP)(SOFTEX)
* Health Certificate For shipment of live animals and animal products (processed foodstuffs, poultry, meat, fish seafood, dairy products, and eggs and egg products). Note: Some countries require that health certificates be notarized or certified by a chamber and legalized by a consulate. Health certificates are issued by the U.S. Department of Agriculture’s Animal and Plant Health Inspection Service (APHIS).
* Marine Insurance : An isurance which will compensate the owner of goods transported overseas in the event of loss which cannot be legally recovered from the carrier.
Some other documents are required for the export of goods. These documents can be seen at