Documents related to export and import

Question 1

Aligned documentation system (ADS)

Answer 1

-standardization of pre-shipment export documents
main objectives:
-ensure benefits to everyone in international trade chain by easier documentation
-enter info by easy basis
-access information with ease

Question 2

Classification of aligned documentation system

1. Commercial
2. Regulatory

Answer 2

Commercial- 16

1. Principal export documents
   - Commercial invoice
   - packing list
   - certificate of inspection
   - bill of lading
   - shipping advice
   - certificate of origin
   - insurance policy
   - bill of exchange
2. Auxiliary export documents
   - proforma invoice
   - intimation of inspection
   - shipping instructions
   - shipping orders
   - mate’s receipt
   - application for certificate of origin
   - letter to bank for collection

Regulatory- 9

• Gate pass
• ARE 1
• shipping bill
• dock challan
• receipt of payment for port charges
• vehicle ticket
• exchange control declaration form
• freight payment certificate
• insurance payment premium certificate

Question 3

Documents relate to goods

Answer 3

1. Proforma invoice
   - starting point of any export. contains all info
2. Commercial invoice
   - Documents of contents
3. Consular invoice
4. Legalised invoice
   - Mexico
5. Custom’s invoice
   - USA, Canada and Australia
6. Packing note and packing list
   - packing note- particular list of an ind. pack
   - packing list- consolidate list
7. Certificate of origin

Question 4

Documents related to shipment

Answer 4

1. Shipping bill- main document on which custom’s permission is given, 5 copies
   Let export order- customs order
2. Mate’s receipt- given by assistant of the captain to ensure cargo is loaded on the ship
   2 types- clean mate’s receipt and qualified mate’s receipt
3. Cart ticket- prepared by exporter, carried by driver of the vehicle
4. Certificate of measurement
5. Bill of lading- issued by shipping company or his agent acknowledging the receipt of cargo on board
   non negotiable but transferable
6. Airway bill- air consignment note
7. bill of entry- made by importer on which clearance of goods can be given

Question 5

Document related to payment

Answer 5

1. Letter of credit- by bank
2. bill of exchange- an instrument in writing containing an unconditional undertaking, signed by the maker, directing a certain person to pay a certain sum of money only to, or to the order of, a certain person or to the bearer
   of the instrument”.

Question 6

Documents related to inspection

Answer 6

Certificate of inspection- by Export Inspection Agency under Export (Quality Control and
Inspection) Act, 1963

Question 7

Documents related to excisable goods

Answer 7

1. GP form (Gate pass form)
   - issued for the removal of excisable goods from the factory or warehouse.
   - GP1 form- removal of excisable goods on payment of duty
   - GP2 form- removal of excisable goods without payment of duty.
2. Form C
   - applying for rebate of duty on excisable goods by sea
   - submitted in triplicate to the Collector of Central Excise.
3. Forms AR4/ AR4A -> ARE1 form
   - removal of excisable goods for export by sea.

Question 8

Documents related to foreign exchange regulations

Answer 8

1. GR form
   - exchange control document required by RBI.
   - An exporter has to realise the export proceeds within the
   period of 180 days from the date of shipment, in India.
2. PP form
   - post parcel form
3. VP/COD form
   -value payable or cash on delivery basis.
4. SOFTEX form
   -computer software in non–physical form.

Question 9

MANDATORY DOCUMENTS FOR EXPORT & IMPORT

Answer 9

1. EXPORTS 
Bill of Lading/ Airway Bill 
Commercial Invoice cum Packing List 
Shipping Bill/ Bill of Export 
2. IMPORTS
Bill of Lading/ Airway Bill
Commercial Invoice cum Packing List
Bill of Entry