import export documents
TRANSCRIPT
MEANING
Import –
The term import is derived from the conceptual meaning as to bring in the goods and
services into the port of a country. The buyer of such goods and services is referred to an
"importer" who is based in the country of import whereas the overseas based seller is referred
to as an "exporter". Thus an import is any good (e.g. a commodity) or service brought in
from one country to another country in a legitimate fashion, typically for use in trade. It is a
good that is brought in from another country for sale. Import goods or services are provided
to domestic consumers by foreign producers. An import in the receiving country is an export
to the sending country.
Export –
The term export is derived from the conceptual meaning as to ship the goods and services out
of the port of a country. The seller of such goods and services is referred to as an "exporter"
who is based in the country of export whereas the overseas based buyer is referred to as an
"importer". In International Trade, "exports" refers to selling goods and services produced in
home country to other markets. Any good or commodity, transported from one country to
another country in a legitimate fashion, typically for use in trade. Export goods or services
are provided to foreign consumers by domestic producers.
PROCEDURES FOR IMPORT AND EXPORT
General Provisions about Customs Procedures
Basic document is ‘Entry’
Entry’ in relation to goods means entry made in Bill of Entry, Shipping Bill or Bill of Export. In case of import by post, label or declaration accompanying goods is ‘entry’
Loading and unloading at specified places only
Imported goods can be unloaded only at specified places. Goods can be exported only from specified places.
Computerisation of customs procedures
Customs procedures are largely computerised. Most of documents have to be e-filed.
Amendment to documents
Documents submitted to customs can be amended with permission In case of bill of entry, shipping bill or bill of export, it can be amended after clearance only on the basis of documentary evidence which was in existence at the time the goods were cleared, warehoused or exported, and not on basis of any subsequent document. [proviso to section 149].
ICD and CFS Imported and export goods are usually handled in containers. These can be stored in Inland Container Depot (ICD) or Container Freight Station (CFS). They function like dry port for handling and temporary storage of imported/export goods and empty containers.
Boat Notes ‘Boat Notes’ are used for transferring small cargo from ship to shore, or from shore to ship, without berthing the ship.
Transshipment of goods
Goods can be transshipped from one conveyance to other after following required procedure. Such transhipment may be to any major port or airport in India. The goods can be transshipped to any other customs station in India if Customs Officer is satisfied that the goods are bona fide intended for transhipment to any customs station. The facility is available at all customs ports and Inland Container Depots (ICDs).
Coastal goods Procedures have been prescribed for coastal goods, even if there is neither import nor export.
Import Procedures
e-filing of documents Goods should arrive at customs port/airport only. Most of customs procedures are computerised. E-filing of documents is required.
Import manifest or Import Report
‘Person in charge of conveyance’ is required to submit Import Manifest or Import Report.
Entry Inwards Goods can be unloaded only after grant of ‘Entry Inwards’.
Risk Management System
Self Assessment on basis of ‘Risk Management System’ (RMS) has been introduced in respect of specified goods and importers.
Bill of Entry for home consumption on payment of customs duty
Importer has to submit Bill of Entry giving details of goods being imported, along with required documents. Electronic submission of documents is done in major ports.
White Bill of Entry is for home consumption. Imported goods are cleared on payment of customs duty.
Bill of Entry for warehousing
Yellow Bill of Entry is for warehousing. It is also termed as ‘into bond Bill of Entry’ as bond is executed. Duty is not paid and imported goods are transferred to warehouse where these are stored. Green Bill of Entry is for clearance from warehouse on payment of customs duty. It is for ex-bond clearance.
Noting, examination and assessment
Bill of Entry is noted, Goods are assessed to duty, examined and pre-audit is carried out. Customs duty is paid after assessment.
Bond Bond is executed if required if assessment is provisional (PD bond) or concessional rate of customs duty is subject to certain post import conditions.
Out of customs charge order
Goods can be cleared outside port after ‘Out of Customs Charge’ order is issued by customs officer. After that, port dues, demurrage and other charges are paid and goods are cleared.
Demurrage if clearance from port delayed
Demurrage is payable if goods are not cleared from port/airport within three days. Goods can be disposed of if not cleared from port within 30 days.
Export Procedures
Entry Outward Loading in conveyance can start after ‘Entry Outward’ is given by customs officer.
Export manifest/Export report
Person in charge of conveyance is required to submit ‘Export Manifest’ or ‘Export Report’.
Registration with DGFT and EPC
Exporter has to be obtain IEC number from DGFT is advance. He should be registered with Export Promotion Council if he intends to claim export benefits.
Third party exports Export can be by manufacturer himself or third party (i.e. by exporter on behalf of another). Merchant exporter means a person engaged in trading activity and exporting or intending to export goods [para 9.40 of FTP]
Registration of documents under Export Promotion Scheme
Advance authorisation, DEPB etc. should be registered if exports are under Export Promotion Scheme.
Shipping Mill Export is required to submit Shipping Bill with required documents for obtaining permission to export. There are five forms : (a) Shipping Bill for export of goods under claim for duty drawback - these should be in Green colour (b) Shipping Bill for export of dutiable goods - this should be yellow colour (c) Shipping bill for export of duty free goods - it should be white colour (d) shipping bill for export of duty free goods ex-bond - i.e. from bonded store room - it should be pink colour (e) Shipping Bill for export under DEPB scheme - Blue colour.
FEMA formalities GR/SDF/Softex form (under FEMA) is required to be submitted.
Noting, assessment, examination
The shipping bill is noted, goods are assessed and examined. Export duty is paid, if applicable.
Certification of documents for export incentives
If export is under export incentives, relevant documents are checked and certified. Then proof of export is obtained on ARE-1.
Let export order Conveyance can leave only after ‘Let Export’ order is issued.
PROCEDURE
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EXPORTER IMPORTER
IMPORTERS BANKEXPORTER’S BANK
IMPORTER WAREHOUSE
MANUFACTURING
CUSTOMERS
SHIP
SECURE TRANSPORTATION
AND DOCUMENTATION
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EXPORT DOCUMENTS
Introduction
An exporter without any commercial contract is completely exposed of foreign exchange
risks that arises due to the probability of an adverse change in exchange rates. Therefore, it
becomes important for the exporter to gain some knowledge about the foreign exchange rates,
quoting of exchange rates and various factors determining the exchange rates. In this section,
we have discussed various topics related to foreign exchange rates in detail.
Export from India required special document depending upon the type of product and
destination to be exported. Export Documents not only gives detail about the product and its
destination port but are also used for the purpose of taxation and quality control inspection
certification.
The General Form for Export Documentation
A bill of lading is a document and also a contract between the owner of the export goods and
the carrier. This form is also the owner’s receipt of the goods. It is imperative that the owner
keeps a copy of this form in order to claim the goods. A bill of lading can be negotiable or
non-negotiable.
A commercial invoice is an export document that is required by customs in most countries
that determines how much the cargo is worth. Customs use this invoice to assess duties and
tax. A commercial invoice must identify the buyer and seller of the export and provide a
complete description of the cargo. It should also including the type of packaging used and the
dates and terms of the sale. There may be other information required depending on the
receiving country.
The export packing list is required documentation for exported goods. This document is a
detailed itemization of the goods contained within. It should be attached to the outside of the
package and should clearly give the tare weights and gross weights of the package. The
weights should be displayed in both U.S. pounds and metric.
An Export license will often be required for the exportation of products from one country to
another. It is a government document that gives the exporter authorization to make such a
transaction. Yet it is not required for all exports.
Shipping Bill / Bill of Export Shipping Bill/ Bill of Export is the main document required by
the Customs Authority for allowing shipment. A shipping bill is issued by the shipping agent
and represents some kind of certificate for all parties, included ship's owner, seller, buyer and
some other parties. For each one represents a kind of certificate document.
Documents Required for Post Parcel Customs Clearance
In case of Post Parcel, no Shipping Bill is required. The relevant documents are mentioned
below:
Customs Declaration Form - It is prescribed by the Universal Postal Union (UPU) and
international apex body coordinating activities of national postal administration. It is known
by the code number CP2/ CP3 and to be prepared in quadruplicate, signed by the sender.
Despatch Note- It is filled by the exporter to specify the action to be taken by the postal
department at the destination in case the address is non-traceable or the parcel is refused to be
accepted.
Commercial Invoice - Issued by the exporter for the full realisable amount of goods as per
trade term.
Consular Invoice - Mainly needed for the countries like Kenya, Uganda, Tanzania,
Mauritius, New Zealand, Burma, Iraq, Ausatralia, Fiji, Cyprus, Nigeria, Ghana, Zanzibar etc.
It is prepared in the prescribed format and is signed/ certified by the counsel of the importing
country located in the country of export.
Customs Invoice - Mainly needed for the countries like USA, Canada, etc. It is prepared on a
special form being presented by the Customs authorities of the importing country. It
facilitates entry of goods in the importing country at preferential tariff rate.
Legalised / Visaed Invoice - This shows the seller's genuineness before the appropriate
consulate or chamber or commerce/ embassy.
Certified Invoice - It is required when the exporter needs to certify on the invoice that the
goods are of a particular origin or manufactured/ packed at a particular place and in
accordance with specific contract. Sight Draft and Usance Draft are available for this. Sight
Draft is required when the exporter expects immediate payment and Usance Draft is required
for credit delivery.
Packing List - It shows the details of goods contained in each parcel / shipment.
Certificate of Inspection – It is a type of document describing the condition of goods and
confirming that they have been inspected.
Black List Certificate - It is required for countries which have strained political relation. It
certifies that the ship or the aircraft carrying the goods has not touched those country(s).
Manufacturer's Certificate - It is required in addition to the Certificate of Origin for few
countries to show that the goods shipped have actually been manufactured and is available.
Certificate of Chemical Analysis - It is required to ensure the quality and grade of certain
items such as metallic ores, pigments, etc.
Certificate of Shipment - It signifies that a certain lot of goods have been shipped.
Health/ Veterinary/ Sanitary Certification - Required for export of foodstuffs, marine
products, hides, livestock etc.
Certificate of Conditioning - It is issued by the competent office to certify compliance of
humidity factor, dry weight, etc.
Antiquity Measurement – It is issued by Archaeological Survey of India in case of antiques.
Shipping Order - Issued by the Shipping (Conference) Line which intimates the exporter
about the reservation of space of shipment of cargo through the specific vessel from a
specified port and on a specified date.
Cart/ Lorry Ticket - It is prepared for admittance of the cargo through the port gate and
includes the shipper's name, cart/ lorry No., marks on packages, quantity, etc.
Shut Out Advice - It is a statement of packages which are shut out by a ship and is prepared
by the concerned shed and is sent to the exporter.
COMMON EXPORT DOCUMENTS
To be able to export goods into other countries, exporters are required to have specific export
documentation. This documentation will vary based on the government from which it is
being shipped and the receiving governments regulations.
Here are some of the most common
documents required for export
documentation.
This is a general form that has been adapted
by the airline industry and is a non-
negotiable form meaning that the document
cannot be transferred to another party.
The Section covers to documents that are
commonly used in exporting, but specific
requirements vary by destination and
product. It is divided in the following sections: common export-related documents,
certificates of origin, other certificates for shipments of specific goods, Export licenses and
Temporary shipment documents. For assistance with country-specific documentation
requirements, please contact the Trade Information Center at 1-800-USA-TRADE.
Common Export Documents
Certificates of Origin
Other Certificates for Shipments of Specific Goods
Export Licenses
Other Export Related Documents
Temporary Shipments
Common Export Documents
Airway Bill
Air freight shipments require Airway bills, which can never be made in negotiable form
(see sample). Airway bills are shipper-specific (i.e. USPS, Fed-Ex,UPS, DHL, etc).
Bill of Lading
A contract between the owner of the goods and the carrier (as with domestic shipments). For
vessels, there are two types: a straight bill of lading, which is non-negotiable, and a
negotiable or shipper's order bill of lading. The latter can be bought, sold, or traded while the
goods are in transit. The customer usually needs an original as proof of ownership to take
possession of the goods (see Sample Short Form Bill of Lading and Sample Liner Bill of
Lading).
Commercial Invoice
A bill for the goods from the seller to the buyer. These invoices are often used by
governments to determine the true value of goods when assessing customs duties.
Governments that use the commercial invoice to control imports will often specify its form,
content, number of copies, language to be used, and other characteristics (see Sample).
Export Packing List
Considerably more detailed and informative than a standard domestic packing list, it lists
seller, buyer, shipper, invoice number, date of shipment, mode of transport, carrier, and
itemizes quantity, description, the type of package, such as a box, crate, drum, or carton, the
quantity of packages, total net and gross weight (in kilograms), package marks, and
dimensions, if appropriate. Both commercial stationers and freight forwarders carry packing
list forms. A packing list may serve as conforming document. It is not a substitute for a
commercial invoice.
Electronic Export Information Form (Shippers Export Declaration)
The EEI is the most common of all export documents. Required for shipments above $2,500*
and for shipments of any value requiring an export license. SED has to be electronically filed
via AES Direct (free service from Census and Customs) online system.
CERTIFICATES OF ORGIN
Generic Certificate of Origin
The Certificate of Origin (CO) is required by some countries for all or only certain products.
In many cases, a statement of origin printed on company letterhead will suffice (download
generic certificate or see sample with explanation). The exporter should verify whether a CO
is required with the buyer and/or an experienced shipper/freight forwarder or the Trade
Information center.
Note: 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.
For textile products, an importing country may require a certificate of origin issued by the
manufacturer. The number of required copies and language may vary from country to
country.
Certificate of Origin for claiming benefits under Free Trade Agreements
Special certificates may be required for countries with which the United States has free trade
agreements (FTAs).Some certificate of origin including those required by the North
American Free Trade Agreement (NAFTA), and the FTA’s with Israel and Jordan, are
prepared by the exporter. Others including those required by the FTA’s with Australia,
CAFTA countries, Chile and Morocco, are importer’s responsibility). Click on a specific
country below to learn details on how to document origin.
Australia (CO samples)
Bahrain (importer to check with Govt. of Bahrain on format/information)
CAFTA (Costa Rica, Dominican Republic, El Salvador, Guatemala, Honduras CO sample)
Chile (CO sample)
Israel (sample Note: Green form needs to be purchased from Vendor or US-Israel Chamber
of Commerce or a publishing house )
Jordan (notarized generic certificate of origin required)
Morocco (importer makes a claim on the basis of supporting evidence)
NAFTA no certificate of origin is required. However, the importer is required to produce the
necessary permits together with an invoice, at the time of cargo clearance.
OTHER CERTIFICATES FOR SHIPMENTS OF SPECIFIC GOODS
ATA CARNET/Temporary shipment certificate
An ATA Carnet a. k. a. "Merchandise Passport" is a document that facilitates the temporary
importation of products into foreign countries by eliminating tariffs and value-added taxes
(VAT) or the posting of a security deposit normally required at the time of
importation. Apply for an ATA Carnet.
Certificate of Analysis:
A certificate of analysis is required for seeds, grain, health foods, dietary supplements, fruits
and vegetables, and pharmaceutical products.
Certificate of Free Sale
Certificate of free sale may be issued for biologics, food, drugs, medical devices and
veterinary medicine. More information is available from the Food and Drug Administration.
Health authorities in some states as well as some trade associations also issue Certificates of
Free Sale.
Dangerous Goods Certificate
Exports submitted for handling by air carriers and air freight forwarders classified as
dangerous goods need to be accompanied by the Shipper’s Declaration for Dangerous Goods
(sample) required by the International Air Transport Association (IATA). The exporter is
responsible for accuracy of the form and ensuring that requirements related to packaging,
marking, and other required information by IATA have been met.
For shipment of dangerous goods it is critical to identify goods by proper name, comply with
packaging and labeling requirements (they vary depending upon type of product shipper and
country shipped to). More information on labeling/regulations is available from
the International Air Transportation Association or Department of Transportation -
HAZMAT websites.
Fisheries Certificate
The National Marine Fisheries Service conducts inspections and analyses of fishery
commodities for export.
Fumigation Certificate
The Fumigation Certificate provides evidence of the fumigation of exported goods (esp.
agricultural products, used clothing, etc). This form assists in quarantine clearance of any
goods of plant or animal origin. The seller to fumigate commodity at their expense a
maximum of fifteen (15) days prior to loading.
Halal Certificate
Required by most countries in the Middle East, this certificate states that the fresh or frozen
meat or poultry products were slaughtered in accordance with Islamic law. Certification by an
appropriate chamber and legalization by the consulate of the destination country is usually
required.
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).
Ingredients Certificate
A certificate of ingredients may be requested for food products with labels that are inadequate
or incomplete. The certificate may be issued by the manufacturer and must give a description
of the product, contents and percentage of each ingredient, chemical data, microbiological
standards, storage instructions, shelf life, and date of manufacture. If animal fats are used, the
certificate must state the type of fat used and that the product contains no pork, artificial pork
flavor, or pork fat. All foodstuffs are subject to analysis by Ministry of Health laboratories to
establish their fitness for use.
Inspection Certificate
Weight and Quality certificates should be provided in accordance with governing
USDA/GIPSA regulations for loading at port and loading at source/mill site as appropriate. A
certificate of origin certified by local chamber of commerce at load port and a Phytosanitary
certificate issued by APHIS/USDA and Fumigation certificate are to be provided to buyer.
Costs of all inspection, certificates/ documents at the load port are usually the responsibility
of the seller.
Insurance Certificate
Used to assure the consignee that insurance will cover the loss of or damage to the cargo
during transit (Sample). These can be obtained from your freight forwarder or publishing
house. Note: an airway bill can serve as an insurance certificate for a shipment by air. Some
countries may require certification or notification.
Phytosanitary Certificate
All shipments of fresh fruits and vegetables, seeds, nuts, flour, rice, grains, lumber, plants,
and plant materials require a federal phytosanitary certificate. The certificate must verify that
the product is free from specified epidemics and/or agricultural diseases. Additional
information and forms are available from Animal and Plant Health Inspection
Service (APHIS).
Radiation Certificate
Some counties including Saudi Arabia may require this certificate for some plant and animal
imports. The certificate is statement that the products are not contaminated by radioactivity.
Steamship or Airline Company Certificate
A declaration attached to a bill of lading or airway bill stating that the shipper will not stop at
an unscheduled port, attesting to the accuracy of the shipping route and providing other
shipping information such as name of vessel/plane, nationality of vessel/plane, owner of
vessel/plane, names of ports of call including port of leading and discharge.
Other (product-specific) certificates
Shaving brushes and articles made of raw hair must be accompanied by a recognized official
certificate showing the consignment to be free from anthrax germs. Used clothing requires a
disinfection certificate. Grain requires a fumigation certificate, and grain and seeds require a
certificate of weight. Many countries in the Middle East require special certificates for
imports of animal fodder additives, livestock, pets, and horses.
Weight certificate
Certificate of weight is a document issued by customs, certifying gross weight of the
exported goods.
EXPORT LICENSES
Export license is a government document that authorizes the export of specific goods in
specific quantities to a particular destination. This document may be required for most or all
exports to some countries or for other countries only under special circumstances. Examples
of export license certificates include those issued by the the Department of
Commerce’s Bureau of Industry and Security (dual use articles), the State Department’s
Directorate of Defense Trade Controls (defense articles), the Nuclear Regulatory
Commission (nuclear materials), and the US Drug Enforcement Administration (controlled
substances and precursor chemicals).
Destination Control Statement
Destination Control Statement (DCS) is required for exports from United States for items on
the Commerce Control List that are outside of EAR99 (products for which no license is
required). A DCS appears on the commercial invoice, ocean bill of lading or Airway bill to
notify the carrier and all foreign parties that the item can be exported only to certain
destinations.
OTHER EXPORT RELATED DOCUMENTS
Consular Invoice
Required in some countries, it describes the shipment of goods and shows information such
as the consignor, consignee, and value of the shipment. If required, copies are available from
the destination country's Embassy or Consulate in the U.S.
Dock Receipt and Warehouse Receipt
Used to transfer accountability when the export item is moved by the domestic carrier to the
port of embarkation and left with the ship line for export.
Import License
Import licenses are the responsibility of the importer and vary depending upon destination
and product. However, including a copy of an import license with the rest of your
documentation may in some cases help avoid problems with customs in the destination
country.
ISPM 15 (Wood Packaging) Marking
The International Standards for Phytosanitary Measures Guidelines for Regulating Wood
Packaging Material in International Trade (ISPM15) is one of several International Standards
for Phytosanitary Measures adopted by the International Plant Protection Convention (IPPC).
The IPPC is an international treaty to secure action to prevent the spread and introduction of
pests of plants and plant products, and to promote appropriate measures for their control..
Pre-shipment Inspections
The governments of a number of countries have contracted with international inspection
companies to verify the quantity, quality, and price of shipments imported into their
countries. The purpose of such inspections is to ensure that the price charged by the exporter
reflects the true value of the goods, to prevent substandard goods from entering the country,
and to deflect attempts to avoid payment of customs duties. Requirements for pre-shipment
inspection are normally spelled out in letter-of-credit or other documentary requirements.
Inspections companies include Bureau Veritas, SGS and Intertek. Some countries require pre-
shipment inspection certificates for shipments of used merchandise.
Shippers Letter of Instruction
Issued by the carrier or the forwarder includes shipping instructions for air or ocean shipment
(sample)
IMPORT DOCUMENTS
Import documentation depends on which country is doing the exporting and importing.
However, there are some common forms needed for most imports .Purchase orders ensure
that the import is valid. Purchase orders can also be used in the place of a letter of credit
although this is not advised. Purchase order funding is a short-term loan that gives funds to a
person expecting import goods that have been pre-sold. These loans however, depend on
credibility and possibly the credit rating of the importer.
A letter of credit may be needed for making payments on the imported goods. The letter of
credit is a crucial part of import documentation as it is a guarantee that the importer’s
financial institution will pay for the goods. Without this, the exporter would have very little
security over the goods being paid by the importer. It would be unwise to send a shipment
without a letter of credit (L/C).
Shipment documents such as a bill of lading for sea shipments or an airway bill for freight
shipments are needed. These documents provide proof that the goods have actually been sent
by the exporter. These forms give evidence that a valid contract of shipment has been made.
Although these documents are generally non-negotiable, negotiable bill of lading forms can
be purchases.
The aspects of the documentation that is required to be submitted to customs at the time of
assessment.
Routine Shipments
1. Airway Bill (A.W.B).
2. Cargo Arrival Notice (C.A.N).
3. Letter of Authority, in favour of INTERPORT CLEARING SERVICES for collection
of documents / Delivery Order (Take Prints).
4. Bank Delivery Order - in case A.W.B / C.A.N is in favour of the Bank.
5. Commercial Invoice (duly signed)
6. Packing List.
7. Indent / Proforma Inv. / Purchase Order (w.r.t. the document referred to in the invoice.)
8. Catalogue / Drawing / Tech. Literature.
9. Copy of L/ C.
10. Insurance Certificate or Insurance Premium Memo (Required only if terms are C & F /
F.O.B).
11. Certificate of Origin.
12. Import and GATT declaration forms duly filled and signed (Take Print).
13. I.E.C. Code No. ( D.G.F.T. has now issued P.A.N based certificates)
14. Income Tax P.A.N No.
15. Octroi 'N' forms. (Take Print).
(a) 'N' Form.
(b) 'N' Form Undertaking.
16. Factory licence / Shop and Est. Certificate / Sales Tax regn. For Octroi 'N' form
registration.
17. Freight Certificate (If freight Payable in India).
18. Modvat declaration (If applicable).
19. Original documents (Bank attested).
20. Blank letterheads.
The above listed documents are required in the normal course of clearance to ensure smooth
and quick clearance of Cargo. In case the customs officer has any doubt, they can ask for any
other papers, which on demand will be called for from the importers.
With regards to certain categories of Imports related to certain schemes or for different nature
of products, the customs department will insist on certain additional documents during
assessment of the Bill of Entry. These are the various documents required for the various
products, different schemes, or the different modes that they are being imported.
Import documents
The obligation to submit to customs documents covering imported goods
An importer shall submit to customs authorities import documents before imported goods are
removed from storage at the transporter, placed in abonded warehouse or removed from a
bonded warehouse or a free zone for disposal domestically; the documents shall be submitted
to customs no later than 3 months from the date of arrival of the vessel which transported the
goods to the country.
Import documents shall be submitted to the director of customs in the customs district where
the goods are unloaded from the vessel, unless the goods are transported undeclared to
another customs district and arrangements are made for customs treatment there.
Documents that shall be submitted
The following documents shall be submitted with an import declaration, as far as applicable:
An invoice
a bill of lading or a transport document issued in connection with the transport of the goods;
however when there is submitted a bill covering freight charges or a notice from the
transporter to the consignee concerning a consignment of goods, and these documents contain
the same information as specified in regular bills of lading, a bill of lading need not be
submitted unless specially requested ,a certificate of origin when preferential customs
treatment is requested in accordance with international agreements to which Iceland is a
party, unless a declaration of origin has been entered on the invoice,
other documents concerning the imported goods which are of relevance to their customs
treatment, e.g. an import license when required, a confirmation of an authorization for special
customs treatment when such is the case, or other certificates required in special
circumstances.
Invoices
Invoices shall contain the following information:
name and address of the seller (consignor),
name and address of the buyer (consignee),
place and date of issue,
when the sale took place,
number of pieces, type of packing, weight, marks and numbers,
the goods contained in a consignment, type, make and quantity (number, weigh tor
measurements, as the case may be),
the selling price of individual articles and the currency in which the price is specified,
terms of payment, payment conditions and delivery conditions, discounts and other
deductions and the reasons for granting such discounts or making such deductions.
An original or a copy of the documents listed above may be submitted to customs, provided
that international agreements to which Iceland is a party do not stipulate otherwise
An importer may submit such import documents which he has received in other forms than in
writing, for example by computer media or telecommunications.
If customs authorities deem it necessary, they can always stipulate that an importer must
submit an original of mentioned documents.
import documentation: Certificates of Origin one of the vital documents for enabling
the goods to be imported
Certificates of origin are vital because many countries will not accept the importation of
goods from specific countries or they impose tariffs that may apply for certain types of goods.
The certificate of origin is signed by a designated authority and enables the goods to be
imported.
Inspection certificates may also be required import documentation. If the importer requests
that an inspection be made prior to the goods shipping, then this import documentation is
imperative to ensure that the goods will be accepted upon arrival.
A packing list is an inventory of all the packages and the contents of each package. It is
imperative for this piece of import documentation to be accurate. Any deviation from the
packing list can cause customs to reject and confiscate the shipment.
An Invoice is the most critical part of Import documentation for accepting shipments
The invoice is also a crucial document that needs to be accurate. This is by far, the most
critical import documentation needed for accepting shipments. A complete summary of the
goods should be made part of the invoice.
Although these are the most common types of import documentation needed, there may be
other documents required which varies from country to country. When importing food and
animals, some countries have strict laws governing their acceptance. You may also need a
permit for these types of products.
It is imperative to understand what each country requires before shipping or receiving out of
country goods. Having correct and accurate import documentation will allow the transition of
the imported goods to be a smooth process. Documentation is the one of the most important
parts of international trade as it is closely monitored. Any deviation from the required
paperwork can be disastrous for the importing or exporting company
In a significant extension of liberalisation schemes, which the government has been following
over the past one year, government of India have simplified and rationalised customs laws
and procedures as pert of the liberalised economic, industria land trade policies of the
government in June 1992.
The following is the gist of official announcement on simplification of customs rules and
procedures, both for goods and passengers.
Self- assessment of import document by which importer of proven identity with
unblemished record of past conduct to self-assess the goods, determine duty liability
and disburse the duty.
This is applicable to government departments and undertakings.- Any breach of trust
to attract penalty.
Green channel for clearance of cargo under which cargo imported by persons
of proven identity with unblemished record as well as private sector units to be
cleared without scrutiny.
Only 10 percent consignments to be selected at random for physical verification.
Chemical test of samples to be extended to other institutes and laboratories in view of
the congestion in the central revenues control laboratory.
The powers of assistant collectors and deputy collectors enhanced. Export documents
in certain prescribed categories not required to be put up to assistant collector.
Import document up to a value of rupees one lakh to be assessed by the appraisers.
Greater facility to imports through international courier service to be provided. The
level of duty cut and value up which the articles to e imported through courier raised.
Bonafide commercial samples restricted to Rs. 200 duty free imports allowed up to
Rs. 1300
Passenger clearance rules simplified and inconvenience and irritants eliminated
.Duty-free allowance to passengers enhanced from Rs 2000 to Rs 3000. This includes
those arriving from Sri Lanka and Maldives provided their stay abroad is more than
three days
MAJOR CONCESSIONS IN CUSTOMS DUTY
In further bid to boost exports and bring tariffs down to international levels, the government
of India have announced major concessions in customs duty for capital goods and their
components. The first notification prescribes a concessional rate of customs duty of 25 per
cent ad valorem or 15 per cent ad valorem on capital goods imported under the export
promotion capital goods (EPCG) scheme, subject to specified conditions
The second notification prescribes customs duty at a concessional rate of 15 per cent ad
valorem on components imported for the manufacture of capital goods to be supplied to the
manufactures- exporters under the EPCG scheme, subject to specified conditions. The third
notification fully exempts capital goods and components imported under the scheme from
auxiliary duty to customs.According to the first notification, an importer undertaking an
export obligation equivalent to three times the CIF value of the capital goods over a period of
four years would attract customs duty at the rate of 25 per cent ad valorem. Imports
undertaking an export obligation equivalent to four times the CIF value of the capital goods
over a period of five years would have to pay customs duty at the rate of 15 per cent ad
valorem. Capital gods include plant, machinery, equipment or accessories required by an
importer for manufacture of goods and also machinery for packing goods, testing equipment
and equipment required for research and development activity .The second notification
prescribes a concessional rate of customs duty of 15 per cent ad valorem on components
imported for the manufacture of capital goods. All such imports of capital goods and
components have also been fully exempted from the additional customs duties
IMPORT EXPORT DOCUMENTS
The Import Export documents that
accompany all import export items are an
integral part of all import export
activities.Given that the world is now a global
village there’s hardly anything that doesn’t
move between borders be it books, foodstuffs,
white goods and even cars. Importing and
exporting are routine activities for many
businesses, and the reason for being for others. It is almost certain that you’ve been involved
in import export at some level in your business, even if it’s just the products you need to use
in your business. But if you are toying with the idea of getting more serious about import
export, you need to learn about the import export documents you will need to be familiar
with.
The Importance of Import Export Documents
A common adage is that importing and exporting has next to nothing to do with goods and
everything to do with import export documents! It sounds like an exaggeration, but
unfortunately it’s true! The importance of correct paperwork cannot be overstated properly
managing importing exporting. If you’re the type of person who just can’t stand dealing with
paperwork for your import export documents, may we suggest that you hire someone who
can! Documentation is the cornerstone of international trade and the lifeblood of making a
living from it.
Some Variation in the Import Export documents Required
There is generally some variation in the Import Export documents documentations required
for trade from country to country but they’re sure to include the following:
Purchase order - It seems like a business requirement but it may be needed for financing. The
purchaser may need to show the order to his bank to organize a temporary loan or customs
may want to see the paperwork to make sure everything is valid.
Letter of credit - this is used for making payments for imported goods, once the necessary
import export documents are handed over (see, we told you they were important). A letter of
credit basically says that the importer’s bank guarantees to pay provided all the papers
stipulated in it are in order.
Shipment documents - a bill of lading is needed for sea shipments or an airway bill when
goods are sent by plane, as proof that the goods have been sent by the supplier.
Certificates of origin - Several countries have restrictions on the learn import of goods from
certain other countries, and may apply tariffs to these goods or ban them altogether.
Alternatively, there may be tariff benefits accorded to goods from specific supply sources. In
such cases, an learn export will need to submit a Certificate of Origin, which is endorsed by a
designated regulatory authority.
Quality or inspection certificates - if the buyer specifies an inspection prior to shipment, these
are paramount to making sure the deal is confirmed.
Packing list - The list of all of the cartons within the container and the contents within.
Invoice - The most important document, make sure that a full summary of goods is outlined
and it’s invoiced in the currency of sale.
Others(!) - These are specific requirements, and change from country to country. For
example, Australia has stringent quarantine restrictions governing the trade of food and
animal products. You would need to secure a permit, or subject your goods to an inspection
or quite possibly both.
COMMON EXPORT IMPORT DOCUMENTS
There are many documents involved in international trade, such as commercial documents, financial documents, transport documents, insurance documents and other international trade related documents. In processing the export consignment, documentation may be executed in up to four contracts: the export sales contract, the contract of carriage, the contract of finance and the contract of cargo insurance. It is therefore important to understand the role of each document and their requirements in the international trade.
A. Commercial Documents
Document Functions Prepared by
Quotation An offer to sell goods and should state clearly the price, details of quality, quantity, trade terms, delivery terms, and payment terms.
Exporter
Sales Contract An agreement between the buyer and the seller stipulating every details of the transaction. It is a legally binding document. It is therefore advisable to seek legal advice before signing the contract.
Exporter and Importer
Pro Forma Invoice
An invoice provided by a supplier prior to the shipment of merchandise, informing the buyer of the kinds and quantities of goods to be sent, their value, and importation specifications (weight, size and similar characteristics). This is not issued for demanding payment but may be used when applying for an import licence/permit or arranging foreign currency or other funding purposes.
Exporter
Commercial Invoice
It is a formal demand note for payment issued by the exporter to the importer for goods sold under a sales contract. It should give details of the goods sold, payment terms and trade terms. It is also used for the customs clearance of goods and sometimes for foreign exchange purpose by the importer.
Exporter
Packing List A list with detailed packing information of the goods shipped.
Exporter
Inspection Certificate
A report issued by an independent surveyor (inspection company) or the exporter on the specifications of the shipment, including quality, quantity, and/or price, etc; required by certain buyer and countries.
Inspection Company or Exporter
Insurance Policy/ Certificate
An insurance policy is an insurance document evidencing insurance has been taken out on the goods shipped, and it gives full details of the
Insurer or Insurance Agent or
There are many documents involved in international trade, such as commercial documents, financial documents, transport documents, insurance documents and other international trade related documents. In processing the export consignment, documentation may be executed in up to four contracts: the export sales contract, the contract of carriage, the contract of finance and the contract of cargo insurance. It is therefore important to understand the role of each document and their requirements in the international trade.
A. Commercial Documents
Document Functions Prepared by
Quotation An offer to sell goods and should state clearly the price, details of quality, quantity, trade terms, delivery terms, and payment terms.
Exporter
Sales Contract An agreement between the buyer and the seller stipulating every details of the transaction. It is a legally binding document. It is therefore advisable to seek legal advice before signing the contract.
Exporter and Importer
Pro Forma Invoice
An invoice provided by a supplier prior to the shipment of merchandise, informing the buyer of the kinds and quantities of goods to be sent, their value, and importation specifications (weight, size and similar characteristics). This is not issued for demanding payment but may be used when applying for an import licence/permit or arranging foreign currency or other funding purposes.
Exporter
Commercial Invoice
It is a formal demand note for payment issued by the exporter to the importer for goods sold under a sales contract. It should give details of the goods sold, payment terms and trade terms. It is also used for the customs clearance of goods and sometimes for foreign exchange purpose by the importer.
Exporter
Packing List A list with detailed packing information of the goods shipped.
Exporter
Inspection Certificate
A report issued by an independent surveyor (inspection company) or the exporter on the specifications of the shipment, including quality, quantity, and/or price, etc; required by certain buyer and countries.
Inspection Company or Exporter
Insurance Policy/ Certificate
An insurance policy is an insurance document evidencing insurance has been taken out on the goods shipped, and it gives full details of the
Insurer or Insurance Agent or