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 Forums Index>> International Trade - Basics >> Common Export Documents
New Alliances-new_aliance

Ms. Neu Silvia
New Alliances
Goa, India
Free Member
Joined :10/16/2001
No of Topics Posted : 2
Reply/Comments : 4
TOPIC : Common Export Documents

I am new to exports so wish to know what all export documents are normally required on regular basis? Can anybody suggest?

Posted on 07 July 2007 at 16:15:00 [Message #251]

Tradeindia Editor
(Tradeindia Expert)
New Delhi, India
Re: Common Export Documents


This is a statutory document prescribed for processing in customs for shipment of goods. Generally four copied of shipping bills are submitted in difference colors each having specific significance and use. Such documents for import are called Bill of Entry. While filing the Shipping Bill, additional documents required depending upon the case are: Invoice, packing list, copy of L/C, export licence, quality control certificate, GR form, drawback claim application form, AR 4 form, etc.


This is a declaration by the exporter in the format prescribed by RBI to be submitted along with the shipping bill to customs. The declaration must contain the information about sender, consignee, description of goods, full export value of goods in foreign currency, etc. The exporter submits a duplicate of GR form with its bank along with shipping documents. The bank endorses the copy after realization of sales proceeds and sends it to RBI. The original copy submitted at customs is also directed to RBI by the customs. The RBI confirms the realization of the proceeds as per full export value after comparing the two copies.


Every manufacturer for clearance of excisable goods files an application AR-4 from his factory for export. The clearances can be ‘under claim for rebate of duty’ or ‘under bond.’ The goods can be examined and sealed at the factory by a central excise officer having jurisdiction over the factory. After shipment of goods, the customs officer endorses AR-4 form, which is taken as evidence by excise authorities for considering rebate in duty or cancellation of bond.


This is the principal shipping document between the shipper and the ocean career, shipper and consignee and carrier and consignee. It functions as receipt for shipment of gods, defines the term of contract between the shipper and the carrier and helps pass the title of ownership of goods to consignee. It is a negotiable instrument and a document of ownership of goods.

Export General Manifest is a document to be filed by steamer agents on behalf of the master of vessel within seven days of the sailing of vessel. This contains complete detail of the cargo loaded. The EGM is filed with the Export Documentation Center along with the copies of shipping bill.


This is a provisional document drawn by the exporter giving details of description, quantity, price and terms of supply of goods, which enables him to go through exchange control formalities for opening an L/C. The Proforma invoice duly accepted by the buyer is to be submitted to customs authorities along with shipping bill.

For the carriage of the goods the shipper and the carrier (airline/shipping line) enters into contract of carriage. It provides a proof to the shipper about the carriage of his consignment and it includes customs declaration.


Wherever any duty free import is allowed, the importer has to execute a Legal Undertaking (LUT)/Bank Guarantee (BG)/ Bond with the Customs Authority before clearance of goods through the Customs. However, exporters with export turnover of Rupees 5 crore or more in the current or preceding licencing year are exempted from furnishing a BG for any of the Foreign Trade Policy schemes and may furnish a LUT in lieu of BG.

The Certificate of Origin is an instrument to establish evidence of the origin of goods imported into any country. The certificates are issued under the ambit of the rules of origin of any importing country that grants such concessions to tariffs or merely stipulates a non-preferential certificate without granting any tariff concession. Various countries have formulated their Rules of Origin, which grant greater access to goods from the developing and the least developed countries under the preferential mode. There are two categories of Certificate of Origin viz. (1) Preferential and (2) Non preferential. Exporters looking for preferential treatment from the importing country need to produce certificate of origin.


Posted on 27 August 2007 at 12:20:00 [Message #584 is a comment on message #251 ]
SHUBHAM STARCH CHEM (P) LTD.-shubhamstarch

Mr. Anandd Aggarwal
Managing Director
Faridabad, India
Free Member
Joined :08/20/2004
No of Topics Posted : 1
Reply/Comments : 1
Re: Re: Common Export Documents

Thanks..........really useful information


Posted on 18 July 2009 at 20:46:00 [Message #2277 is a comment on message #251 ]

Nagappan Ramanathan
Tirupur, India
Free Member
Joined :07/18/2009
No of Topics Posted : 0
Reply/Comments : 1
Re: Re: Common Export Documents

i want export document hand over to buyer though bank how to prepare by order how many copies and i have no idea for duty drawback and i do not know about bills & lc bill reply by mail i know simple English only

Thanks & Regards

nagappan ramanathan



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