Section 08
Export and import documents
What each paper is, who makes it, when it is needed and what goes on it — with a filled sample so you know what it looks like before your first shipment.
- documents
- 18
- stages
- 5
Stage 01
Setting up
Stage 02
The deal
- The dealBothProforma invoiceA priced offer that looks like an invoice. The buyer uses it to approve the deal, open an LC or send an advance.
- The dealBothLetter of credit (LC)A bank's promise to pay you if you present documents that match its terms exactly, on time.
- The dealBothPurchase order (PO)The buyer's written order. Once you accept it, it becomes the contract.
Stage 03
Shipping
- ShippingBothCommercial invoiceThe final bill you raise on the overseas buyer. Customs in India and in the buyer's country both read it.
- ShippingBothPacking listA package-by-package list of what is inside the shipment, with weights and sizes.
- ShippingExportShipping billThe export declaration to Indian Customs. Goods cannot leave India until customs gives Let Export Order (LEO) on it.
- ShippingBothBill of lading (BL)The sea-freight receipt and contract of carriage. An original ‘to order’ BL is also the title to the goods.
- ShippingBothAir waybill (AWB)The air-freight receipt and contract of carriage. Unlike a sea BL, it is not a title document.
- ShippingExportCertificate of origin (CoO)Proves the goods were made in India. A preferential CoO lets the buyer claim lower duty under a trade agreement.
- ShippingExportPhytosanitary certificateCertifies that plants, fruits, grains, spices or seeds were inspected and are free of the pests the importing country lists.
- ShippingExportHealth certificateOfficial certificate that a food or animal product meets the hygiene and residue rules of the importing country.
- ShippingExportFumigation certificateRecords that the goods or the wooden packing were treated against pests, with chemical, dose and time.
- ShippingBothMarine insurance certificateProof that the goods are insured for transit. Under CIF and CIP the seller must provide it.
- ShippingImportBill of entryThe import declaration to Indian Customs. Duty is assessed and paid on it before goods are released.
- ShippingExportInspection / quality certificateA report that the goods were checked for quality, quantity or packing before shipment.
Stage 04
Getting paid
Stage 05