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PROJECT REPORT ON
PREPARED BY
DIVYA THINGALAYA
Prof. MONA
ACADEMIC YEAR
2006 - 2007
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EXPORT PROCEDURE AND DOCUMENTATION
DECLARATION
DATE:
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EXPORT PROCEDURE AND DOCUMENTATION
CERTIFICATE
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EXPORT PROCEDURE AND DOCUMENTATION
ACKNOWLEDGEMENT
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EXPORT PROCEDURE AND DOCUMENTATION
INDEX
INTRODUCTION
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EXPORT PROCEDURE AND DOCUMENTATION
earning valuable foreign exchange for the country and for meeting their requirements for
importing modern technology and essential inputs. Besides, the income from export
business is also exempted to the specified extent under the Income Tax Act, 1961,
Refund of Central Excise and Custom Duty on export is also made under the Duty
Drawback Scheme of the Government. There is no Sales Tax on products meant for
exports.
Exports can be of goods which can be moved physically from one country
to another or can be of service rendered. Detailed list of services are given in the Foreign
Trade Policy covering more than 160 items e.g. Insurance, Hospital, Postal and
Telecommunication etc.
The government may announce from time to time the types of supplies
that may be considered as deemed export. The Foreign Trade Policy gives the list of
supplies considered under the Deemed Export Category. The policies and procedures are
different for Physical Exports and Deemed Exports as also the benefits available. In a
nutshell, Deemed Exports do not enjoy all the benefits that are available under Physical
Export. The Foreign Trade defines exports as taking out of India any goods by land, sea,
air. Although the act does not term them as “Physical Exports”, we have to put phrase to
distinguish it from “Deemed Exports” which is sales in India but considered as exports
for limited purpose.
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TYPES OF EXPORTERS:
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The partnership firm can also be set up with ease and economy. Business
can take benefit of the varied experiences and expertise of the partners. The liability of
the partners though joint and several, is practically distributed amongst the various
partners, despite the fact that the personal liability of the partner is unlimited. The major
disadvantage of partnership firm of business organization is that conflict amongst the
partners is a potential threat to the business. It will not be out of place to mention here
that partnership firms are governed by the Indian Partnership Act, 1932 and, therefore
they should be formed within the parameters laid down by the Act. Company is another
form of business organization, which has the advantage of distinct legal identity and
limited liability to the share holders.
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decided to incorporate a private limited company, the same is to be registered with the
Registrar of Companies.
• Merchant Exporter i.e. buying the goods from the market or from the
manufacturer and then selling it to foreign buyers.
• Sales Agent / Commission Agent / Indenting Agent i.e. acting on behalf of the
seller and charging the Commission.
• Buying Agent i.e. acting on behalf of the buyer and charging Commission.
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Depending upon the size of the business the numbers of personnel under
each category may increase. For example if a company is transacting substantial volume
of business in more than one product. Then it is necessary to have marketing manager for
each product so that the person can concentrate on a particular trade to enhance the
business.
The Customs Authorities will now allow the exporter to export or import goods into or
from India unless he holds a valid IEC number. Before applying for IEC number it is
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necessary to open a bank account in the name of the company with any commercial bank
authorized to deal in foreign exchange. The duly signed application form should be
supported by the following documents.
• Bank receipt ( in duplicate ) / Demand Draft for payment of the fees of Rs. 1000/-
• Certificate from the banker of the applicant firm as per Annexure 1 to the form
given.
• One copy of PAN number issued by Income Tax Authorities duty attested by the
applicant.
• One copy of Passport Size photographs of the applicant duly attested by the
banker to the applicant.
• Declaration by the applicant that the proprietor/partners/directors as the case may
be of the applicant company, are not associated as proprietor/partners/directors in
any other firm, which has been caution, listed by the RBI. Where the applicant
declares that they are associated as proprietor/partners/directors in any other firm,
which has been caution, listed by the RBI, they will be allotted IEC No. but with
an additional condition that they can export only with RBI’s prior approval and
they should approach RBI for the purpose.
• Each importer/exporter shall be required to file importer/exporter profile once
with the licensing authority shall enter the information furnished in Appendix 2 in
their database so as to dispense with changes in the information given in
Appendix-2, importer/exporter shall intimate the same to the licensing authority.
The following importer exporter is exempted from the requirement of IEC code number.
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• Person importing or exporting goods for their personal use not connected with
trade or manufacture or agriculture.
• Persons importing\exporting goods from\to Nepal & Myanmar provided the CIF
value of single consignment does exceed Indian Rs. 25000\-.
For obtaining IEC number apply in the prescribe form along with the documents listed
above to Regional Licensing Authority (Office of the Regional DGFT). The registered
office or the head office may apply for allotment of IEC No.
Whenever, there is a change in the name, address or constitution of the holder of IEC
No., such change should be intimated within 30 days to the concern authorities.
IEC certificate will be issued in the form (copy enclosed). A copy of IEC No. is also
endorsed to the concerned banker.
VALIDITY :
The IEC No allotted to a firm/company will be valid for all its branches/divisions
units/factories as indicated in the IEC No. Import/Export of any commodity by that
firm/company. There being no date of expiry, the IEC once allotted is valid till it is
revoked. But, if no import or export is effected in the previous financial year, the same
will be made inoperative. However, this can be made operative by a formal request to the
DGFT.
As it is not always possible for the top man or directors, promoters of the company to
visit DGFT frequently. There is a provision of issuance of identity cards to the
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In order to enable the exporter to obtain benefits/concessions under the Foreign Trade
Policy, the exporter is required to register himself with an appropriate export promotion
agency by obtaining registration-cum-membership certificate. (RCMC). If the export
product is that it is not covered by any EPC, RCMC in respect thereof may be issued by
FIEO. An application for registration should be accompanied by a self certified copy of
the Importer-Exporter Code number issued by the regional licensing authority concerned
and bank certificate in support of the applicants financial soundness. The RCMC shall be
valid for 5 years ending 31st March of the licensing year.
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Before selecting a product, one must simultaneously make a study and find out the
prospective market. For finding out the market for the selected product, the following
methods will help.
• Get statistical information as to imports of the product by various countries
and their growth prospects in the respective countries
• Approach the chamber of commerce for their guidance to find out the market.
• Approach the Export Promotion Council dealing in the product of selection to
get more information.
The Preliminary
Once you are ready with the product you wish to export and have found the market for
the same, you are ready to proceed further. Following sequences can be followed:
• Any one, who wishes to export, must first of all get an Importer Exporter
Code Number (IE Code).This can be obtained by making a formal
application to the office of the Regional Directorate General of Foreign
Trade (DGFT).
• Get yourself registered with the related Export Promotion Council and
become a member. Also arrange to obtain Registration-Cum-Membership
Certificate (RCMC) from the council. This has twin objectives:
o Under the Foreign Trade Policy, it is mandatory that an exporter gets him
registered with the Export Promotion Council to avail of various export
facilities.
o Being a member, you will have access to all the information relating to the
product that could be made available by the council
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o Many foreign buyers send their enquiries for the imports to the Export
Promotion Council. Hence you will have few customers interested in your
product.
• If you are a manufacturer, find out the provisions under the EXIM Policy of
getting the raw materials duty free.
• Get familiar with the excise formalities as goods meant for export can be cleared
without payment of C. Excise duty on the finished product subject to compliance
of certain formalities.
• Understand the local government regulations in relations to the export of the
product.
• Get information of the government’s regulations of the importing country as to
restrictions on the quantity, product specification, packing regulations, customs
regulations, requirement of specific documents/information etc.
• Availability of Vessels/Airlines, the transport charges, frequency of operation
etc.,
• To look for a Custom House Agent (CHA) (also know as freight forwarders or
clearing agents) for handling the documents/cargo in the customs.
• If the product is covered under any quota regulation, find out the agency/council
who are handling the quota distribution for the product and the availability of
quota for exports.
FINDING A CUSTOMS
Once you have selected the market, the next step is to find a prospective customer.
This you can get
• From the directory of importers of the country
• By writing to the Embassy of India in that country for assistance
• By writing to the chamber of commerce of that country
• By means of participation in a Fair/Exhibition abroad either directly or through
the Export Promotion Council
• By participating in international fair if organized locally
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• Through the personal contacts in that country. By these processes one can only
have the list of customers. One has to dialogue or correspond with these
customers by sending samples, getting feedback from the customers etc. to
ultimately select the customer with whom to deal with. It is necessary to know the
financial standing of the company which can be obtained through the bank
channel or through the office of ECGC.
NEGOTIATING CONTRACT.
Once the prospective customer is found, the business deal has to be concluded. The
following aspects may be considered before entering into a final contract with the
buyer.
• Credit Worthiness of the Customer.
• Availability of the Steamer/Airlines and the frequency
• The freight charges
• The full product specification
• The quantity, Price
• Terms of Payment
• Type of packing and markings on the packages
• Mode of shipment & Shipment schedule
• Tolerance of quantity to be shipped
• Documentation requirement for the customer
• Documentation requirement of the government of importing country
• Compliance of the local governmental rules and regulations
Before entering into contract one should take note of the above factors. While these are
indicative, the requirements will vary from country to country, product to product and
buyer to buyer.
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Very often exporters do not enter into any formal contract and finalize the trade deal
through the exchange of letters, cable, telex etc. It is, however, expedient that the parties
(exporters & importers) incorporate all important terms & conditions of their trade deal in
a separate document or contract that will avoid disputes arising out of uncertainty or
ambiguity. Export contract may be sent in duplicate along with the Proforma Invoice to
the overseas buyer.
There are certain, peculiar characteristics of international trade contract which are not
present in those for sales of goods in the domestic market
Whereas the parties to a domestic trace contract normally needs only agree on the
elements which are necessary for their particular trade transactions like price, description,
quality and quantity of goods, delivery terms etc the situation will be quite different when
the buyer and the seller to sale/purchase contract belong to different countries. The
parties to all international trade contracts provide all their relative rights and obligations
in several ways.
For example, they may agree to adopt either the Law of the country of the buyer or that
of the seller. The traders are normally reluctant to leave the determination of the rights
and obligations by implications under the legal system of either’s country. They prefer to
make explicit provisions regarding the rights and obligations by including a set of
detailed and precise terms and conditions in their contract.
EXPORT OF SAMPLES\GIFTS.
Exports of bonafide trade and technical samples of freely exportable items shall be
allowed without any limit. Goods including edible items of value not exceeding Rs.
100000/- in a licensing year, may be exported as a gift. However items mentioned as
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In order to avoid disputes, it is necessary to enter into an export contract with the
overseas buyer. For this purpose, export contract should be carefully drafted
incorporating comprehensive but in precise terms, all relevant and important conditions
of the trade deal.
There should not be any ambiguity regarding the exact specifications of goods and terms
of sale including export price, mode of payment, storage and distribution methods, type
of packaging, port of shipment, delivery schedule etc. The different aspects of an export
contract are enumerated as under:
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It will not be out of place to mention here the importance of arbitration clause in an
export contract Court proceedings do not offer a satisfactory method for settlement of
commercial disputes, as they involve inevitable delays, costs and technicalities. On the
other hand, arbitration provides an economic, expeditious and informal remedy for
settlement of commercial disputes. Arbitration proceedings are conducted in privacy and
the awards are kept confidential. The Arbitrator is usually an expert in the subject matter
of the dispute. The dates for arbitration meetings are fixed with the convenience of all
concerned. Thus, arbitration is the most suitable way for settlements of commercial
disputes and it may invariably be used by businessmen in their commercial dealings.
ARBITRATION:
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The INCOTERMS was first published in 1936 --- INCOTERMS 1936 --- and it is revised
periodically to keep with changes in the international trade needs. The complete
definition of each term is available from the current publication --- INCOTERMS 2000.
Under INCOTERMS 2000, the international commercial terms are grouped into E, F, C
and D, designated by the first letter of the term, relating to the final letter of the term. E.g.
EXW—exworks comes under grouped ‘E’.
The purpose of Incoterms is to provide a set of international rules for the interpretation of
the most commonly used trade terms in foreign trade. Thus, the uncertainties of different
interpretations of such terms in different countries can be avoided or at least reduced to a
considerable degree. The scope of Incoterms is limited to matters relating to the rights
and obligations of the parties to the contract of sale with respect to the delivery of goods.
Incoterms deal with the number of identified obligations imposed on the parties and the
distribution of risk between the parties.
In international trade, it would be best for exporters to refrain, wherever possible, from
dealing in trade terms that would hold the seller responsible for the import customs
clearance and/or payment of import customs duties and taxes and/or other costs and risks
at the buyer’s end, for example the trade terms DEO (Delivery Ex Quay) and DDP
(Delivered Duty Paid)
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Quite often, the charges and expenses at the buyer’s end may cost more to the seller than
anticipated. To overcome losses, hire a reliable customs broker or freight forwarder in the
importing country to handle the import routines.
Similarly, it would be best for importers not to deal in EXW (Ex Works) which would
hold the buyer responsible for the export customs clearance, payment of export customs
charges and taxes, and other costs and risks at the seller’s end
Ex Works: Ex means from. Works means factory, mill or warehouse, which are the
seller’s premises. EXW applies to goods available only at the seller’s premises. Buyer is
responsible for loading the goods on truck or container at the sellers premises and for the
subsequent costs and risks. In practice, it is not uncommon that the seller loads the goods
on truck or container at the sellers premises without charging loading fee. N the
quotation, indicate the named place (sellers premises) after the acronym EXW for
example EXW Kobe and EXW San Antonio.
The term EXW is commonly used between the manufacturer (seller) and export-
trader(buyer), and the export-trader resells on other trade terms to the foreign buyers.
Some manufacturers may use the term Ex Factory, which means the same as Ex Works.
Free Carrier: The delivery of goods on truck, rail car or container at the specified
point(depot) of departure, which is usually the sellers premises, or a named railroad
station or a named cargo terminal or into the custody of the carrier, at sellers expense.
The point(depot) at origin may or may not be a customs clearance centre. Buyer is
responsible for the main carriage/freight, cargo insurance and other costs and risks.
In the air shipment, technically speaking, goods placed in the custody of an air carrier are
considered as delivery on board the plane. In practice, many importers and exporters still
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use the term FOB in the air shipment. The term FCA is also used in the RO/RO (roll
on/roll off) services
In the export quotation, indicate the point of departure (loading) after the acronym FCA,
for example FCA Hong Kong and FCA Seattle. Some manufacturers may use the former
terms FOT (Free on Trucks) and FOR (Free on Rail) in selling to export-traders.
Free Alongside Ship: Goods are placed in the dock shed or at the side of the ship, on the
dock or lighter, within reach of its loading equipment so that they can be loaded aboard
the ship, at seller’s expense. Buyer is responsible for the loading fee, main
carriage/freight, cargo insurance, and other costs and risks In the export quotation,
indicate the port of origin(loading)after the acronym FAS, for example FAS New York
and FAS Bremen. The FAS term is popular in the break-bulk shipments and with the
importing countries using their own vessels.
Free on Board: The delivery of goods on the board the vessel at the named port of origin
(Loading) at seller’s expense. Buyer is responsible for the main carriage/freight, cargo
insurance and other costs and risks. In the export quotation, indicate the port of origin
(loading) after the acronym FOB, for example FOB Vancouver and FOB Shanghai.
Under the rules of the INCOTERMS 1990, the term FOB is used for ocean freight only.
However, in practice, many importers and exporters still use the term FOB in the air
freight. In North America, the term FOB has other applications. Many buyers and sellers
in Canada and the USA dealing on the open account and consignment basis are
accustomed to using the shipping terms FOB Origin and FOB destination.
FOB Origin means the buyer is responsible for the freight and other costs and risks. FOB
Destination means the seller is responsible for the freight and other costs and risks until
the goods are delivered to the buyer’s premises which may include the import custom
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clearance and payment of import customs duties and taxes at the buyer’s country,
depending on the agreement between the buyer and seller. In international trade, avoid
using the shipping terms FOB Origin and FOB Destination, which are not part of the
INCOTERMS (International Commercial Terms).
Cost and Freight: The delivery of goods to the named port of destination (discharge) at
the sellers expenses. Buyer is responsible for the cargo insurance and other costs and
risks. The term CFR was formerly written as C&F. Many importers and exporters
worldwide still use the term C&F.
In the export quotation, indicate the port of destination (discharge) after the acronym
CFR, for example CFR Karachi and CFR Alexandria. Under the rules of the
INCOTERMS 1990, the term Cost and Freight is used for ocean freight only. However,
in practice, the term Cost and Freight (C&F) is still commonly used in the air freight.
Cost, Insurance and Freight: The cargo insurance and delivery of goods to the named
port of destination (discharge) at the seller’s expense. Buyer is responsible for the import
customs clearance and other costs and risks.
In the export quotation, indicate the port of destination (discharge) after the acronym CIF,
for example CIF Pusan and CIF Singapore. Under the rules of the INCOTERMS 1990,
the term CIFI is used for ocean freight only. However, in practice, many importers and
exporters still use the term CIF in the air freight.
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Carriage Paid To: The delivery of goods to the named port of destination (discharge) at
the sellers expenses. Buyer assumes the cargo insurance, import custom clearance,
payment of custom duties and taxes, and other costs and risks. In the export quotation,
indicate the port of destination (discharge) after the acronym CPT, for example CPT Los
Angeles and CPT Osaka.
Carriage and Insurance Paid To: The delivery of goods and the cargo insurance to the
named place of destination (discharge) at seller’s expense. Buyer assumes the importer
customs clearance, payment of customs duties and texes, and other costs and risks.
In the export quotation, indicate the place of destination (discharge) after the acronym
CIP, for example CIP Paris and CIP Athens.
Delivered At Frontier: The delivery of goods to the specified point at the frontier at
sellers expense. Buyer is responsible for the import custom clearance, payment of custom
duties and taxes, and other costs and risks.
In the export quotation, indicate the point at frontier (discharge) after the acronym DAF,
for example DAF Buffalo and DAF Welland.
Delivered Ex Ship: The delivery of goods on board the vessel at the named port of
destination (discharge) at sellers expense. Buyer assumes the unloading free, import
customs clearance, payment of customs duties and taxes, cargo insurance, and other costs
and risks.
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In the export quotation, indicate the Port of destination (discharge) after the acronym
DES, for example DES Helsinki and DES Stockholm.
Delivered Ex Quay: The delivery of goods to the Quay (the port) at the destination at
buyers expense. Seller is responsible for the importer customs clearance, payment of
customs duties and taxes, at the buyers end. Buyer assumes the cargo insurance and other
costs and risks. In the export quotation, indicate the Port of destination (discharge) after
the acronym DEQ, for example DEQ Libreville and DEQ Maputo.
Delivered Duty Unpaid: The delivery of goods and the cargo insurance to the final point
at destination, which is often the project site or buyers premises at sellers expense. Buyer
assumes the import customs clearance, payment of customs duties and taxes. The seller
may opt not to insure the goods at his/her own risks.
In the export quotation, indicate the point of destination (discharge) after the acronym
DDU for example DDU La Paz and DDU N’djamena.
Delivered Duty Paid: The seller is responsible for most of the expenses which include
the cargo insurance, import custom clearance, and payment of custom duties, and taxes at
the buyers end, and the delivery of goods to the final point of destination, which is often
the project site or buyers premise. The seller may opt not to insure the goods at his/her
own risk. In the export quotation, indicate the point of destination (discharge) after the
acronym DDP, for example DDP Bujumbura and DDP Mbabane.
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• Under the “E”-TERM (EXW), the seller only makes the goods available to the
buyer at the seller’s own premises. It is the only one of that category.
• Under the “F”-TERM (FCA, FAS, &FOB), the seller is called upon to deliver
the goods to a carrier appointed by the buyer.
• Under the “C”-TERM (CFR, CIF, CPT, & CIP), the seller has to contract for
carriage, but without assuming the risk of loss or damage to the goods or
additional cost due to events occurring after shipment or discharge.
• Under the “D”-TERM (DAF, DEQ, DES, DDU & DDP), the seller has to bear
all costs and risks needed to bring the goods to the place of destination.
All terms list the seller’s and buyer’s obligations. The respective obligations of both
parties have been grouped under up to 10 headings where each heading on the seller’s
side “mirrors” the equivalent position of the buyer. Examples are Delivery, Transfer of
risks, and Division of costs. This layout helps the user to compare the parties respective
obligations under each Incoterms.
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You should not be happy merely on receiving an export order. You should first
acknowledge the export order, and then proceed to examine carefully in respect of
• Items
• Specification
• Pre-shipment inspection
• Payment conditions
• Special packaging
• Labeling and marketing requirements
• Shipment and delivery date
• Marine insurance
• Documentation requirement etc.
If you are satisfied on these aspects, a formal confirmation should be sent to the buyer,
otherwise clarification should be sought from the buyer before confirming the order.
After confirmation of the export order immediate steps should be taken for
procurement/manufacture of the export goods. In the meanwhile, you should proceed to
enter into a formal export contract with the overseas buyer.
Before accepting any order necessary homework should have been done as to availability
of the production capacity, raw material e.t.c. It would be in the interest of the exporter to
look into entering into forward contract to safeguard against exchange rate fluctuations.
Ensure that the mode of payment is also agreed upon. In case of shipment against letter of
credit, the buyer should be advised to open the credit well in advance before effecting the
shipment.
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As an exporter while selling goods abroad, you encounter various types of risks. The
major risks which you have to undergo are as follows:
• Credit Risk
• Currency Risk
• Carriage Risk
• Country Risk
You can protect yourself against the above risks by initiating appropriate steps.
Credit Risks :
You can cover your credit risk against the foreign buyer by insisting upon opening a
letter of credit in your favour. Alternatively one can avail of the facility offered by
various credit risk agencies. A specific insurance cover can also be obtained from ECGC
(Exports Credit & Guarantee Corporation) to cover your country risk besides covering
credit risk.
Currency Risks:
As regards covering the currency risk, due to the exchange rate fluctuations, you can
request your banker to book a forward contract.
Carriage Risk:
The carriage risk can be covered by taking an appropriate general insurance policy.
Country Risk:
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ECGC provides cover to protect the exporter from country risks. A detailed procedure
how an exporter can get himself protected against the above risks are given in separate
chapters later.
EXPORT DOCUMENTS
Any export shipment involved various documents required by various authorities such as
customs, excise, RBI, Inspection and according depending upon the requirements, there
are categorized into 2 categories, namely commercial documents and regulatory
documents.
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3 Marine insurance policy: Goods in transit are subject to risk of loss of goods
arising due to fire on ship, perils of sea, theft etc. marine insurance protects losses
incidental to voyages and in land transportation. Marine insurance policy is one of
the most important document used as collateral security because it protects the
interest of all those who have insurable interest at the time of loss. The exporter is
bound to insure the goods in case of CIF quotation, but he can also insure the goods
in case of FOB contract, at the request of the importer, but the premium payment
will be made by the exporter. There are different types of policies such as
• SPECIFIC POLICY: This policy is taken to cover different risks for a
single shipment. For a regular exporter, this policy is not advisable as he
will have to take a separate policy every time a shipment is made, so this
policy is taken when exports are in frequent.
• Floating Policy: This is taken to cover all shipments for some months.
There is no time limit, but there is a limit on the value of goods and once
this value is crossed by several shipments, then it has to be renewed.
• Open Policy: This policy remains in force until cancelled by either party
i.e. insurance company or the exporter.
• Open Cover Policy: This policy is generally issued for 12 months period,
for all shipments to one or more destinations. The open cover may specify
the maximum value of consignment that may be sent per ship and if the
value exceeded, the insurance company must be informed by the exporter.
• Insurance Premium: Differs upon product to product and a number of
such other factors, such as, distance of voyage, type and condition of
packing, etc. Premium for air consignments are lowered as compared to
consignments by sea.
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• The goods produced in a particular country are subject to’ preferential tariff rates
in the foreign market at the time importation.
• The goods produced in a particular country are banned for import in the foreign
market.
(b) Certificate of Origin for availing Concessions under GSP :- Certificate of origin
required for availing of concessions under Generalised System of Preferences
(GSP) extended by certain, countries such as France, Germany, Italy, BENELUX
countries, UK, Australia; Japan, USA, etc. This certificate can be obtained from
specialised agencies, namely;
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• Claused Bill of Lading: - A bill of lading qualified with certain adversere marks
such as, "goods insufficiently packed in accordance with the Carriage of Goods
by Sea Act," is termed as a claused bill of lading.
• Transhipment or Through Bill of Lading: - When the carrier uses other
transport facilities, such as rail, road, or another steamship company in addition to
his own, the carrier issues a through or transhipment bill of lading.
• Stale Bill of Lading: - A bill of lading that has been held too long before it is
passed on to a bank for negotiation or to the consignee is called a stale bill of
lading.
• Freight Paid Bill of Lading: - When freight is paid at the time of shipment or in
advance, the bill of landing is marked, freight paid. Such bill of lading is known
as freight bill of lading.
• Freight Collect Bill of lading :- When the freight is not paid and is to be
collected from the consignee on the arrival of the goods, the bill of lading is
marked, freight collect and is known as freight collect bill of lading
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• It is a contract between the shipper and the shipping company for carriage of the
goods to the port of destination.
• It is an acknowledgement indicating that the goods mentioned in the document
have been received on board for the Purpose of shipment.
• A clean bill of lading certifies that the goods received on board the ship are in
order and good condition.
• It is useful for claiming incentives offered by the government to exporters
• The exporter can claim damages from the shipping company if the goods are lost
or damaged after the issue of a clean bill of lading.
• It is useful to the shipping company for collection of transport charges from the
importer, if not collected from the exporter.
7. Airway Bill: An airway bill, also called an air consignment note, is a receipt
issued by an airline for the carriage of goods. As each shipping company has its own bill
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of lading, so each airline has its own airway bill. Airway Bill or Air Consignment Note is
not treated as a document of title and is not issued in negotiable form.
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1. Proforma Invoice: The starting point of the export contract is in the form of offer
made by the exporter to the foreign customer. The offer made by the exporter is in
the form of a proforma invoice. It is a quotation given as a reply to an inquiry. It
normally forms the basis of all trade transactions.
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The goods are then loaded on board the ship for which the Mate or the
Captain of the ship issues Mate's Receipt to the Port Superintendent.
8. Bank letter for negotiation of documents: at the post shipment stage, the exporter
has to submit the documents to a bank for negotiation or discounting or collection
for forwarding the same to the customer and also for realization of export
proceeds. The bank letter is the set of instruction for the bank as to how to handle
the documents by them and by the bank at the buyer’s country which may include
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1. Shipping Bill: Shipping bill is the main customs document, required by the
customs authorities for granting permission for the shipment of goods. The
cargo is moved inside the dock area only after the shipping bill is duly
stamped, i.e. certified by the customs. Shipping bill is normally prepared in
five copies :-
• Customs copy.
• Drawback copy.
• Export promotion copy.
• Port trust copy.
• Exporter's copy.
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Based on the incentives offered by the government, customs authorities have introduced
three types of shipping bills:-
• Drawback Shipping Bill: - Drawback shipping bill is useful for claiming the
customs drawback against goods exported.
• Dutiable Shipping Bill: - Dutiable shipping bill is required for goods which are
subject to export duty.
• Duty-free Shipping Bill: - Duty-free shipping bill is useful for exporting goods
on which there is no export duty.
In order to facilitate easy recognition and quick processing, following colours have been
provided to different kinds of shipping bills :
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2. A.R.E. 1 form (Central excise): this form ARE-1 is prescribed under Central
Excise rules for export of goods. In case goods meant for export are cleared
directly from the premises of a manufacturer, the exporter can avail the
facility of exemption from payment of terminal excise duty. The goods may
be cleared for export either under claim for rebate of duty paid or under bond
without payment of duty. In both the events the goods are to be cleared under
form A.R.E-1 which will show the details of the goods being exported, the
relevant duty involved and if the duty is paid or goods being cleared under
bond, details of goods being sealed either by the exporter or Central Excise
officials etc.
3. Exchange Control declaration Form (GR/PP/SOFTEX): under the exchange
control regulations all exporters must declare the details of shipment for
monitoring by the Reserve Bank of India. For this purpose, RBI has
prescribed different forms for different types of shipments like GRI, PP forms
etc. These declaration forms must be presented to the customs officials at the
time of passing of export documentation. Under the EDI processing of
shipping bill in the customs, these forms have been dispensed with and a new
form SDF has to be submitted to the customs in the place of above forms.
4. Export Application: this is the application to be made to the customs officials
before shipment of goods. The prescribed form of the application is the
Shipping Bill/Bill of Export. Different types are required for shipment like ex-
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bond, duty free goods, and dutiable goods and for export under different
export promotion schemes such as claims for duty drawback etc.
5. Vehicle Ticket/Cart Ticket/Gate Pass etc.: before the goods are being taken
inside the port for loading, necessary permission has to be obtained for
moving the vehicle into the customs area. This permission is granted by the
Port Trust Authority. This document will contain the detail of the export
cargo, name and address of the shippers, lorry number, marks and number of
the packages, driver’s licence details etc.
6. Bank Certificate of Realisation: this is the form prescribed under the Foreign
Trade Policy, wherein the negotiating bank declares the fob value of exports
and for the date of realisation of the export proceeds. This certificate is
required fore obtaining the benefit under various schemes and this value of
fob is reckoned as fob value of exports.
D. Other Document:
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Special Provision under Uniform Customs and practice for Documentary Credit
UCP-500, for Commercial Invoice.
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Pre-Shipment Documents:
• Shipping bill.
• Export order/Sales contract/Purchase order.
• Letter of Credit
• Commercial invoice.
• Packing list.
• Certificate of origin.
• Guaranteed Remittance (G.R/SDF/PP/SOFTEX),or SDF.
• Certificate of Inspection.
• Various declarations required as per custom procedure.
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Export declaration forms have utmost importance and are binding on the exporters. It is,
therefore, necessary that enough care is taken while declaring exports on these forms,
with special reference on the following points.
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(i) an irrevocable letter of credit for the full value of export has
been opened in favour of exporter and has been advised
through authorised dealer concerned; or
(ii) the full value of shipment has been received in advance by the
exporter through an authorised dealer; or
(iii) On receipt of full value of shipment declared on
this form the authorised dealer will forward to RBI the
duplicate copy along with the certified copy of shipper’s
invoice.
(iv) The authorised is satisfied on the basis of standing and track
record of the exporter and arrangements made for realisation of
the export proceed that he cold do so. If the authorised dealer is
not satisfied about standing etc. of the exporter, the application
is rejected. No reference is entertained by the Reserve Bank in
such cases.
The export of computer software may be undertaken in physical form i.e. software
prepared on magnetic tape and paper media as well as in non-physical form by direct data
transmission through dedicated earth stations/satellite links. The export of computer
software in physical form is subject to normal declaration on GR/PP form and regulations
applicable there to will also be applicable to such exports. However, export of non-
physical form should be declared on SOFTEX Form. Besides computer software, export
of video / T.V. Software and all other types of software products / packages should also
be declared on the SOFTEX forms. Since export of software is fraught with many risks
and special guidelines have been framed for handling such exports.
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OCTROI
• Octroi is the local tax levied by the civic body on goods entering into
the city.
• There are three procedures for clearing goods which are meant for
export.
Procedure – 1, Export on payment of octroi duty and refund thereof after export.
Pay the Octroi Duty and apply for refund of payment made.
• At Octroi Naka form B is issued with cash receipt for the payment of
Octroi Duty.
• Cargo is moved to the docks.
• At Docks Octroi officer prepares form”C” & endorses Shipping Bill
Number & Steamers Name.
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N Form Procedure.
Procedure – 3
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Documents Checked
• Company’s Letter.
• EP form.
• EPC.
• Bill of Lading.
• Shipping Bill – 6.25% Service charge.
Bar Coding
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Goods in transit are subject to risks of loss of goods arising due to fire on the ship, perils
of sea, thefts etc. Marine insurance protects losses incidental to voyages and in land
transportation.
Marine Insurance Policy is one of the most important document used as collateral
security because it protects the interest of all those who have insurable interest at the time
of loss. The exporter is bound to insure the goods in case of CIF quotation, but he can
also insure the goods in case of FOB contract, at the request of the importer, but the
premium payment will be made by the exporter.
Specific Policy: This policy is taken to cover different risks for a single shipment. For a
regular exporter, this policy is not advisable as he will have to take a separate policy
every time the shipment is made, so this policy is taken when exports are infrequent.
Floating Policy: This policy is taken to cover all shipments for same months. There is no
time limit, but there is a limit on the value of goods and once this value is crossed by
several shipments, then it has to be renewed.
Open Policy: This policy remains in force until cancelled by either party, i.e. insurance
company or the exporter.
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Open Cover Policy: This policy is generally issued for 12 months period, for all
shipments to one or all destinations. The open cover may specify the maximum value of
consignment that may be sent pre ship and if the value exceeded, the insurance company
must be informed by the exporter.
Insurance Premium: Differs upon from product to product and a number of other such
factors, such as, distance of voyage, type and condition of packing etc. Premium for air
consignments are lower as compared to consignments by sea.
Realizing the importance of the need for supplying quality goods as per international
standards, the Government of India has introduced Compulsory Quality Control and Pre-
Shipment Inspection of over 1050 items of export under Export (Quality Control and Pre-
Shipment Inspection) Act 1963.
At present, the export items that are subjected to compulsory inspection includes food
and agricultural products, chemicals, engineering, coir, jute and footwear.
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• Status Houses
• Certification by Units IPQC – approved by EIA
• EUO/EPZ/SEZ
• Firm Letter from the overseas buyer
• Specified products such as Eng/Fishery average level of Rs.1.5 Cr.for the last
three years no compliant.
For monitoring pre-shipment inspection, Govt. of India has set up Export Inspection
Council (EIO) The EIC has set up 5 Export Inspection Agencies (EIA). The EIAs are
located one each at Mumbai, Calcutta, Cochin, Delhi and Chennai. The EIAs has a
network of nearly 60 offices throughout India. Each EIA is given certain jurisdiction
for inspection purpose. For instance, EIA of Mumbai has jurisdiction over
Maharashtra, Gujarat and Goa.
For the purpose of pre-shipment inspection, EIC has recognized three systems of
inspection namely:
• Self-Certification
• In-Process Quality Control
• Consignment Wise Inspection
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Self-Certification:
Under this system, complete authority is given to the manufacturing units to certify
their own products and issue certificates for export. The manufacturing units which
have been recognized under this scheme have to pay a nominal yearly fee at the rate
of 0.1% of FOB price subject to minimum of Rs.2,500/- and maximum of Rs.1 lakh
in a year to the concerned EIA
In this system, companies/units adjusted as having adequate level of quality control right
from raw material stage to the finished product stage including packaging are eligible to
get the inspection certificate on a formal request by the exporter. Over 800 units all over
India are operating under this system.
Constant vigil and surveillance are kept on units approved under IPQC and self-
certification system. Units approved under the above two systems are often known as
“Export worth Units”, because of their consistent standards of quality.
Under this system, each and every consignment is subject to compulsory inspection. The
exporter has to follow a certain procedure such as:
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Norms:
Fumigation: For ensuring that no insects or bacteria are carried with the export
certain types of export products are fumigated before shipment. The fumigation is
carried out in the port of shipment.
The shipment of export cargo has to be made with prior permission of, and under the
close supervision of the custom authorities. The goods cannot be loaded on board the ship
unless a formal permission is obtained from the custom authorities. The custom
authorities grant this permission only when it is being satisfied that the goods being
exported are of the same type and value as have been declared by the exporter or his C&F
agent, and that the duty has been properly determined and paid, if any.
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• Carting Order: The exporter’s agent has to obtain the carting order from the Port
Trust Authorities. Carting Order is the permission to bring the goods inside the
docks. The carting order is issued by the superintendent of Port Trust. Carting
Order is issued only after verifying the endorsement on the duplicate copy of
shipping bill. The Carting Order enables the exporter’s agent to cart goods inside
the docks and store them in proper sheds.
• Storing the Goods in the Sheds: After securing the carting order, the goods are
moved inside the docks. The goods are then stored in the sheds at the docks.
• Let Export Order: The Let Export Order is then shown to the Customs
Preventive Officer, along with other documents. The CPO is in charge of
supervision of loading operations on the vessel. If CPO finds everything in order,
he endorses the duplicate copy of shipping bill with the “Let Ship Order” This
order helps the exporter/shipper to load the goods on the ship.
• Loading Goods: The goods are then loaded on the ship. The CPO supervises the
loading operations. After loading is completed, the Chief Mate (Cargo Officer) of
the ship issues the “Mate’s Receipt”. The Mate’s Receipt is sent to the Port Trust
Office. The C&F agent pays the port trust dues and collects the mate’s receipt.
The C&F agent then approaches the CPO and gets the certification of shipment of
goods on AR Forms and other documents
• Obtaining Bill of Lading: The Mate’s Receipt is then handed over to the
shipping company (on whose vessel the goods are loaded). The shipping company
issues bill of lading. The Bill of Lading is issued in:
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The negotiable copies have title to goods; whereas non-negotiable copies do not have
title to goods but are used for record purpose.
The common procedure of excise clearance under “bond” and under “rebate” is
discussed as follows:
• Preparing of Invoice: The export goods have to be cleared from the factory
under invoice. The invoice contains details like name of the exporter, value of
goods, excise duty chargeable, etc. The invoice is to be prepared in triplicate. In
case of export under Bond, the invoice should be marked as “For Export without
payment of duty”. In addition to the invoice, a prescribed for ARE 1 has to be
filed in by exporter.
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original copy of ARE-1 form. The excise officer crosschecks the original copy of
ARE-1 form and the duplicate and triplicate copies of ARE-1 form, which he had
received earlier. If the copies match, then refund is given or the bond is released.
Clearance of goods to docks: If the goods meant for export is of a small quantity
which may not be sufficient to make one full container, the cargo is said to be less
than container load (LCL) cargo. Such cargo has to be taken to the docks where the
goods will be consolidated (combining the cargo of other exporters to make up
quantity for a full container) by the agent and loaded into a container. Here the
examination of the cargo is done at the docks.(There are also inland container depots
approved by the customs where the goods can be consolidated and stuffed into the
container by the agent under the supervision of the customs officer)
If the goods meant for export is of sufficient quantity to make up a full container, the
exporter has the option to take the goods to the docks and get them examined and
stuffed into a separate container. An exporter gets the benefit on the freight amount
for a full container. (Generally called box rate)
Alternatively, he can have a container allotted to him and get the same to his Mills
Premises. The goods meant for exports can be stuffed into the container under the
supervision of the regional Central Excise Authority. Here the exporter has to
• Obtain permission from the Customs for getting the container to his mills
premises for stuffing (House Stuffing)
• Inform the C.Excise Authorities at least 24 hours before bringing the
container for loading.
The C.Excise Authority will supervise the loading, seal the container and certify the
invoice as directed in the permission given by the custom authorities. A special Lock is
used to lock the doors of the container. Samples from the goods will be drawn, if
necessary, as required under the customs permission. Such samples will be sealed and
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forwarded along with the container. The examiner in the docks may arrange to send the
sample for testing. Then the container is moved to the dock for loading. Generally, such
containerized goods are not subject to further examination in the customs. They will be
directly taken for loading.
Export good are exempted from the payment of sales tax. The exporter can claim
exemption from sales tax (on purchases or sales for export purpose), provide the exporter
is registered with the Sales-Tax Department. If the exporter is not registered with the
sales tax department, he cannot utilize the facility of sales tax exemption. Therefore, it is
necessary for the exporter to get his organization registered with sales tax department.
I Registration Procedure
• Application: The exporter must apply to the Sales Tax Officer (STO)
under whose jurisdiction the head/ registered office of the exporter is located.
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• Inspection: The inspector visits the office of the exporter and inspects the
necessary books and other documents.
• Report by Inspector: The Sales Tax Inspector makes a report to the STO for
registration or otherwise. The STO verifies the inspector report. The STO, before
granting the ST Reg. Number may cal the exporter for necessary clarifications, if
required.
• Security Bond: The STO normally requires the exporter to provide a security
bond from another firm which is registered with the Sales Tax Department.
• Granting of Sales Tax Reg. Number: After completing necessary formalities, the
STO grants Sales Tax Reg. Number to the exporter.
• Obtaining Form ‘H’: the registered exporters need to apply to the concerned STO
for obtaining Form ’H’. the exporter should submit:
o A copy of Letter of Credit
o A copy of Letter of Credit /Export Order.
o Copy of the Invoice , where goods are already purchased for export
purchase.
o A copy of shipping bill duty certified by customs.
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The exporter has to affix the prescribed court fee stamp on each of the Form ‘H’ issued.
The STO then affixes the exporter’s company stamp on the Form ’H’.
• Filling the details in Form ‘H’: After export of goods, the exporter fills the
relevant details in ‘Form H’. The Form ‘H’ needs to be prepared in triplicate.
The exporter retains one copy, and other two copies are sent to the seller from whom the
exporter purchased the goods for export purpose. The seller than sends on copy of Form
‘H’ to STO along with the Return of Sales Tax. The other copy is retained by seller. The
STO may issue refund order to the exporter.
Before we proceed to understand the concept of Letter of Credit, let us understand the
various types of payment methods available against export.
METHODS OF PAYMENT
There are three methods of payment depending upon the terms of payment, and each
method of payment involves varying degrees of risks for the exporter. The methods are:
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• Payment in advance
• Documentary Bills
• Letter of Credit
• Open Account
• Counter Trade
A. PAYMENT IN ADVANCE
This method does not involve any risk of bad debts, provided entire amount has been
received in advance. At times, a certain per cent is paid in advance, say 50% and the rest
on delivery. This method of payment is desirable when:
• The financial position of the buyer is weak or credit worthiness of the buyer is
not known.
• The economic/ political conditions in the buyer’s country are unstable.
• The seller is not willing to assume credit risk, as un the case of open account
method.
However, this is the most unpopular methods as a foreign buyer would not be willing to
pay advance of shipment unless:
B. DOCUMENTARY BILLS:
Under this method, the exporter agrees to submit the documents to his bank along with
the bill of exchange. The minimum documents required are
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Documents against payment (D/P): The documents are released to the importer against
payment. This method indicates that the payment is made against Sight Draft. Necessary
arrangements will have to be made to store the goods, if a delay in payment occurs.
The risk involved that the importer may refuse to accept the documents and to pay
against them. The reason for non-acceptance may be political or commercial ones. In
India, ECGC covers losses arising out of such risks. Under this system, as compared to
D/A, the exporter has certain advantages:
• The document remain in the hands of the bank and the exporter does not lose
possession or the ownership of goods till payment is made,
• Other reason may include that the exporter may not be able to allow credit and
wait for payment.
Documents Against acceptance (D/A): The document are released against acceptance
of the Time Draft i.e. credit allowed for a certain period, say 90 days. However, the
exporter need not wait for payment till bill is met on due date, as he can discount the bill
with the negotiating bank and can avail of funds immediately after shipment of goods.
In case of D/A as compared to D/P bills, the risk involved is much grater, as the
importer has already taken possession of goods which may or may not be in his custody
on the maturity date of the bill. If the importer fails to pay on due date, the exporter, will
have to start civil proceedings to receive his payment, if all other alternatives fails. The
risk involved can be insured with ECGC.
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This method of payment has become the most popular form in recent times, it is more
secured as company to other methods of payment (other than advance payment).
Introduction
The cycle of a business transaction can be said to be complete prima facie when the buyer
has received the product he desires to buy and the seller gets his payment in due
consideration of the product supplied.
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While the seller is keen to receive the payment for his supplies, the buyer is equally keen
that he gets what he wants by the paying for the same.
Tough there are many merit and demerits in each of the different mode of payments we
have discussed earlier, in relation either to the buyer or to the seller, we shall now deal in
detail about the mode of payment under the Documentary Credit.
Generally, though exporters are complacent once they get the letter of Credit on hand
feeling that their payment is secured, let me say it is as much a dubious instrument as is a
safe instrument.
If one does not understand the implications of the terms and condition of a letter of credit,
the provisions under UCP 500, how co-operative are the exporter’s bank and how good
are the L/C opening bank and the reimbursement bank, he is sure to land in trouble at
once stage or another.
There are ample cases of frauds under the Letter of Credit. More and more ingenious
methods are adopted to circumvent the provisions of UPC 500 by fair or foul means.
Hence, even the safety and security under the Letters of Credit may prove to be no better
than a mirage for a man in the desert.
Hence, sufficient care is to be taken by the exporter to ensure that instrument is received
in order and the conditions of the L/C can be well complied with, and there are no clauses
of ambiguity.
To say in simple language, this is an Undertaking by a Bank associated with the buyer to
make the payment for the supply of goods by a seller subject to compliance of various
requirements that may be specified in the document of undertaking by the Bank. This
document is known as Documentary Credit. A Documentary Credit is also called a Letter
of Credit (L/C).
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A letter of credit is an important instrument in realizing the payment against exports. So,
needless to mention that the letter of credit when established by the importer must contain
all necessary details which should take care of the interest of Importer as well as
Exporter. Let us see shat a letter of credit should contain in the interest of the exporter.
This is only an illustrative list.
The following are the step in the process of opening a letter of credit:
• Exporter’s Request: The exporter requests the importer to issue LC in his favor.
LC is the most secured form of payment in foreign trade.
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• Importer’s Request to his Bank: The importer requests his bank to open a L/C. He
May either pay the amount of credit in his current account with the bank.
• Issue of LC: The issuing bank issues the L/C and forwards it to its correspondent
bank with also request to inform the beneficiary that the L/C has been opened.
The issuing bank may also request the advising bank to add its confirmation to the
L/C, if so required by the beneficiary.
• Receipt of LC: the exporter takes in his possession the L/C. He should see it that
the L/C is confirmed.
• Shipment of Goods: Then exporter supplies the goods and presents the full set of
documents along with the draft to the negotiating bank.
• Scrutiny of Documents: The negotiating bank then scrutinizes the documents and
if they are in order makes the payment to the exporter.
• Negotiation: The exporter’s bank negotiates the document against the letter of
credit and forwards the export documents to the L/C opening bank or as per their
instructions.
• Realization of payment: The issuing bank will reimburse the amount (which is
paid to the exporter) to the negotiating bank.
• Document to Importer: the issuing in turn presents the documents to the importer
and debits his account for the corresponding amount.
In order to have uniformity and to avoid disputes, the ICC Paris has evolved uniform
customs and practices of documentary credit (UCPDC), in short known as UCP 500
effective from 1-1-96. These are rules have been adopted by more than 150 countries.
They provide the comprehensive and practical working aid to banker, lawyer, importers,
exporters, Exporters, transporters, executives involved in international trade.
Note: as soon as an L/C is received ensure that the same is authenticated. Meaning that
the genuineness of the L/C is certified by the Advising Bank by an endorsement with the
marking ‘AUTHENTICATED’ OR ELSE THE L/C IS OF NO USE.
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There are various types of Documentary Credit opened by a bank in favour of it’s
customer depending upon the requirement. Let us talk about few types of Documentary
Credit which are in common use.
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purchasing the bills of exchange. In such an instance, if the issuing bank fails to
make payment or dishonor the letter of credit, then the negotiating bank cannot
get the money back from the exporter or hold him liable to pay the amount.
However, in the case of with resource letter of credit, the negotiating bank can ask
the exporter to pay back the money along with certain other expenses. For the
exporter, sans Resource letter of credit is more safe as compared to With
Resource letter of credit.
For e.g. an exporter enters into a contract for supply of 5000 pairs of Trousers
valued approx.US.$.75,000/- to be shipped every month. The buyer can open an
L/C for a value of US.$.75000/- with validity for 12 months stipulating shipment
every month for a value of US$. 75000/-and by adding a clause to make 12
shipment of like value the L/C stands replenished for the full value of the L/C
after each shipment is made the documents are negotiated for which payment are
also made immediately for the value of the shipment. The main benefit in this L/C
is that the buyer, the bank and the exporter are saved from the routine of opening
one L/C every month, the anxiety of non-receipt of the L/C on time, the
amendments that may be warranted every time, the bank charges for opening
number of L/Cs etc.,. A revolving Documentary Credit may have cumulative
effect i.e. if a particular shipment is not made, then the value is added to the value
for future utilization. In an automatic Revolving Credit, the bank is liable for the
total amount covering the entire shipment and where it is non-automatic its
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Where there are continuous shipments like the one stated above one can call for a
Revolving Letter of Credit.
• Assignable Documentary Credit: In this type of L/C the benefit is shared between
the first beneficiary and the parties whose names are assigned on the L/C. The
assignee is not a party to the letter of credit but he only derives the benefit as per
the L/C. this is more beneficial to the assignee because he receives his part of the
money once the documents are negotiated by the first beneficiary in whose name
the L/C is opened. Calls for an L/C as necessary.
• Stand by Letter of Credit: This is aimed at providing a security to a seller in case
the buyer fails to perform his part. Thus this L/C is used in case of non-
performance while the other types of L/Cs are generally for some performance.
Such credits are paying on first presentation and the only document required
therein is a simple declaration of non-performance along with the statement of
claim. This type of L/C is mainly common in U.S.A.
• Red Clause LC: The red clause LC is the usual irrevocable LC with further
authorities the negotiating bank to make advance to the beneficiary for the
purpose of processing the export goods. Thus, the red LC enables the exporter to
obtain packing credit facility for the purpose of processing the goods. It is called a
red-cause LC because it is generally printed/ typed in red ink.
• Green Clause LC: The Green LC in addition to permitting packing credit advance
also provides for the storing facilities at the port of shipment. Green LCs is
extensively used in Australian wool creditors.
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• Documentary LC: Most of the L\C is documentary L\C. Payment is being made
by the bank against delivery of the full set of documents as laid down by the terms
of credit. The important documents required to be submitted by the exporter under
documentary LC includes the following:
A letter of credit may call for some or most of the above documents and may also call for
some other documents specific to the shipment.
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• payment at Sight: In this mode, the payment is made by the L/C opening bank or
its nominated bank or by a confirming bank on presentation of the documents in
full conformity with the L/C. The L/C may or may not call for draft at sight for
the full value of the documents.
• Deferred Payment Scheme: In this case the payment is to be made at a future date
as stipulated in the L/C. Here, generally NO draft is required as the due date of
payment is defined in the L/C. In case of a confirmed L/C, the final payment is
made by the confirmed bank on due date and by the issuing bank or its nominated
bank if the L/C is not confirmed.
• Acceptance Credit : This type of credit requires a usance draft to be drawn on a
nominated or accepting bank. The payment is made by the nominated/accepting
bank on the due date as per instructions of the negotiating bank. In case of a
confirmed L/C the payment on due date is made by the negotiating bank
(confirming bank).
• Negotiation Credit: Here the payment is made by the negotiating bank upon
negotiation of the documents if it prepares to take the risk and will recourse to the
beneficiary. If the credit is confirmed, then the negotiation bank is obliged to
make the payment upon submission of a clean document by the beneficiary.
Expect in the case of confirmed L/C there is always a time lag between the date of
negotiation of the document and the date of receipt of the payment. This is a grey area. If
the bank acts swiftly and without prejudice, one gets payment within a week’s time. If the
payment is delayed beyond this time, though an exporter has every right to ask for
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compensation, in actual practice, no justice is done to the exporter for the delayed
payment. Very rarely, on persistent approach by the exporter/their banker, does a
defaulting bank comes forward to compensate for the delayed payment. Generally the
exporter has to forego lot of money in correspondence through the negotiating bank
because every communication of the bank is charged to the exporter. It is no surprise
many exporter suffer this loss silently.
Following details :
• the name of the Bank issuing the Documentary Credit.(The L/C Opening Bank)
• the name and address of the buyer on whose behalf the credit is Issued.(The
Applicant)
• the name and address of a bank in the country of the seller the credit through
Whom the L/C is to be advised to the seller.
• The name and address of the Seller (Beneficiary)
• The Maximum Value the opening bank undertakes to pay to the Beneficiary.
• The date of issue of the credit.
• The Expiry Date of the L/C
• The Validity Date for shipment.
• The Details of the product to be shipped.(Description)
• Details of document required for claiming the payment from the Opening bank.
• The name and address of the bank authorized to negotiate the documents.
• The Reimbursement Clause.
As soon as an L/C is received ensure that the L/C is authenticated. If the L/C received in
mail the signatures are got to be verified by the advising bank. In case of telex/swift the
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bank should endorse on the document authenticated and then only the L/C is a valid
document.
While the above details are the minimum that a Documentary Credit may have in actual
practice there can be other stipulations mutually agreeable to the buyer, seller and the
opening bank as also the negotiating bank.
The guidelines for the interpretation and usage of Letter of Credit are governed by the
UCP 500 (Uniform Customs Practice for Documentary Credit) published by the
International Chamber of Commerce (ICC). The UPC 500 covers all the procedural
aspects relating to the transactions under a Letter of Credit. Hence one is suggested to be
familiar with all the 49 Articles as detailed in the UCP 500 of 1994.
While all the elements and events that one may encounter in each and every organization
can not be explained, the UCP 500 has attempted to take care most of the queries that one
may encounter normally.
The ICC Uniform Customs and Practice was first published in 1993. Taking into the
consideration of the various developments in the transactions under the Documentary
Credit the ICC has been reviewing these rules and updating the same. As time changes
and the international transactions faces new aspects, attempts will be made to get the
UCP 500 revised.
Mere receipt of letter of credit is no guarantee of payment. There are many ifs and buts
before the documents are submitted to the bank against the letter of credit for realization
of proceeds from the opening bank. As soon as the letter of credit is received a through
scrutiny is to be undertaken to ensure that
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• First and foremost that the credit is properly authenticated by the advising bank.
• The letter of credit has been opened in accordance with the terms of the contract.
• The name and address of the beneficiary has been spelt properly.
• The details of product description, quality, and value are in order.
• The validity of shipment and expiry are correct.
• The documents that are required can be submitted.
• There is sufficient % of tolerance of quantity and value.
• The unit price and the terms of contract are correct.
• The terms and conditions stipulated can be complied with.
• That the credit is available for negotiation without restriction.
• In case of exports requires the credit to be confirmed by the local, then necessary
clause is incorporated by the opening bank on the credit.
• Last but not the least; the credit has a reimbursing clause enabling the negotiation
bank to get reimbursement of the money paid to the exporter against the
documents.
There are only few suggestions. The requirement may differ for different exporter and the
scrutiny has be done relative to the requirement.
On scrutiny of the letter of credit, if the exporter finds that some change are required to
be made in the credit, he should immediately request the buyer to make necessary change
in the letter of credit and the opening bank issued necessary amendment in this respect.
Any oral and written agreement by the importer about change in the credit directly to the
exporter should not be accepted as it is not valid under the credit. Any change must be
advised by the importer through the opening bank only as a sort of amendment to the
original credit.
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Of all the various type of payments, the most safest as far as the exporter is concerned is
to get an advance payment in full for the value of shipment to be effected. Obviously, this
puts the buyer totally at the mercy of the seller and unless the buyer feels unavoidable he
will not be prepared to make advance payment. Hence, of the rest of the modes of
payment, the best is calling for a Documentary Credit for any shipment. Now let us see
how we can take care of the interest of the exporter while an L/C is established.
It is suggested that the exporter gives the full details as to the various requirements to the
buyer for incorporation in the L/C. this will avoid the necessary of asking for
amendments and will save both time and money. Bear in mind every amendment costs
you badly. Care are should be taken to ensure that there are NO spelling mistakes,
omission and commission of “, or”, or such small things. A discrepancy is a discrepancy
and there is nothing like minor discrepancy or major discrepancy as far as the bank is
concerned. A bank strictly deals in documents and the documents are expected to be cent
percent in line with details give in the Documentary Credit. Ensure that the Validity for
shipment and for negotiation of documents can be complied with. If not possible, call for
amendment extending the validity as required.
Unless the L/C specifies the tolerance for the quantity and value, the exporter should
follow the quantity and value as stipulated in the L/C. There is provision for a tolerance
of the quantity up to 5 percent more or less than stipulated in the L/C even if the L/C does
not specify tolerance exclusively and unless tolerance is prohibited 0 specifically.
However, the value of documents, on no account, could exceed the limits of the L/C.
Check the description of the product properly, the rates if specified, and quantity of each
of the items. Ask for amendment where you cannot copy with the terms. Make sure that
all the documents as called for by the Credit can be submitted without any exception.
The last but not the least is the Reimbursement clause (Getting the funds for the shipment
made). An L/C without this clause is no L/C. if there is no provision as to from where the
exporter is going to get paid for, the whole exercise of the L/C is futile. The opening bank
may specify the reimbursement clauses as follows:
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• The negotiating bank to send the documents to the opening bank who will, upon
receipt of the documents, arrange for reimbursement as claimed by the negotiation
bank.
• The negotiating bank can claim reimbursement directly from a nominated bank
(say ABC Bank, New York) either upon negotiation of documents or after a
period of ¾ days of negotiation subject to the documents being submitted by the
beneficiary is strictly in conformity with terms and condition of the letter of
credit.
I for one prefer the reimbursement clause as in b) so that on one hand my bank sends the
documents to the opening bank and at the same times claims the reimbursement from
nominated bank.
These are some of the aspects one should take care to ensure that the L/C established in
his favor is in order and that he can comply with all the provision thereof. However, one
is advised to make a checklist and take a note of each and every condition of the L/C for
compliance at the right time.
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• Reimbursing Bank: the bank which will reimburse the negotiating bank for the
value of the credit.
Where an L/C stipulates that the Negotiation is restricted to a specific bank which is not
the Advising Bank or Where the L/C is not restricted, and the seller desires to negotiate
the document which is not the advising bank, then we have a separate Negotiating Bank.
Where the opening bank prefers to advise the L/C through its own branch in the
beneficiary country or through another bank of its choice, then the L/C may be advised to
the beneficiary directly by this bank or if it instructed to advise the L/C through the
buyer’s nominated bank then it does so. Here, we have two advising bank.
As far as possible, one should restrict the involvement of the number of the banks to the
minimum. More the number of the banks, more the time in the transmission of the L/C, in
addition to multiplicity of bank charges.
SPECIAL NOTE
Though one may strongly feel that a Letter of Credit is the safest mode of payment, one
will face innumerous practical difficulties in so far as compliance with the terms and
conditions of the L/C. since several documents are involved, there are every possible of
discrepancy in the documents either between different documents or between the
document or between the document and the L/C. the Negotiating bank soft pedal some of
the discrepancies which they feel may not be pointed out by the opening bank as
discrepancy to favour its customer. In the like manner the opening bank, to safeguard the
interest of the buyer, would like to ensure that the document submitted against a Letter of
Credit are strictly in full conformity of the L/C.
For mastery of the operation under the Letter of Credit one is advised to completely study
the various articles of the UCP 500 so that one can be clear in his mind as to the various
provisions available under the Documentary Credit which will stand good while
negotiating the documents with the bank. While the articles of UCP 500 come safeguard
the interest of both the buyer and the seller, there are certain elements which may be
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outside the definition of the UPC 500. Also there is certain flexibility provisions in the
UPC 500 which one might like to exploit to his favour.
So, in spite of the L/C being the safest method to ensure the payment, unless both the
buyer and the seller follow the business ethics there is every chance that one gets cheated
by the other. As a prudent exporter one should be very careful in selecting his customer
apart from taking other safety measures.
If the customer is too good, and you have been dealing with them for a long time, one
may relax and term the L/C as the best method to receive payment. If the customer turns
out to be unscrupulous then he can play havoc. This is applicable to both the seller and
the buyer. There are books on fraudulent us of the Documentary Credits. Sometimes it
may be the buyer who is at the receiving end and some time it may be the other way.
A study of such book as above may help one to take adequate care. But, the brain is
always working in multi directions. It will be no surprise if one comes across newer and
newer dubious methods being adopted by the contracting parties.
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• Advises the opening bank or the reimbursement bank the details of his Accounts
and the nominated bank where the proceeds are to be credited.
• Once the credit is received, the nominated bank advises the negotiating bank of
the credit. Thus the negotiating bank gets the credit for the L/C documents.
All the steps from 1to6 as far as the beneficiary are concerned since the payment is made
to the beneficiary without recourse. However, the negotiating bank may have to follow
the subsequent steps since he has to receive his money from the opening bank.
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currency notes, foreign currency traveler’s cheque, etc. Without any monetary limit
provided the exporter’s track record is good, he is a customer of the authorized dealers
through whom documents are to be negotiated and prima facie the instrument of payment
represents export proceeds realization. Take care to submit various documents in a proper
manner and within the prescribed time schedule. Apply to the Reserve Bank for extension
of time in case you feel there is likely to be a delay in realizing export proceeds.
• Approaching a Bank: After dispatch of the goods, either by sea, or by air, the
exporter should approach his bank (authorized dealer) with a formal request to
realize sale proceeds from the foreign buyer. It is obligatory to submit the
shipping documents to an authorized dealer within 21 days of the date of
shipment (subject to certain exceptions). In India, the exporters have to realize the
full value of exports within 180 days from the date of shipment, (unless the
payment terms offered are “deferred payment terms”). Where it is not possible to
realize the sale proceeds within the prescribed period, the exporter should apply
for extension in prescribed form ETX (in duplicate) to RBI.
• Submission of Documents to the Bank: The exporter should submit the following
documents
o Bill of Exchange
o Full set of Bill of Lading
o Commercial Invoice Copies
o Certificate of Origin
o Insurance Policy
o Inspection Certificate
o Packing List
o GR (duplicate copy to forward it to RBI)
o Bank Certificate
o Other relevant documents.
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• Letter of Indemnity: If the exporter wants immediate payment from his bankers,
then his bankers may provide advance payment only when the exporter signs an
indemnity letter. The implications of an indemnity letter is that in the event of
refusal of payment by the issuing bank in respect of LC, then the negotiating bank
can ask the exporter to pay back the money advanced along with necessary
charges.
o Credit Expired
o Late shipment
o Presented after permitted time from date of issue of shipping
documents
o Short Shipment
o Credit Amount Exceeded
o Underinsured
o Description of goods on invoice differ from that of credit
o Mark and numbers differ between documents
o Bill of lading, Insurance documents, Bill of Exchange not endorsed
correctly
o Absence of Documents called for under credit.
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In addition to the exporter by sea, air, rail or road, exports are also allowed by courier
under the courier imports or exporters (clearance) Regulation Act, 1998.
These regulations shall apply for clearance of goods carried by authorized courier on
outgoing flights on behalf of exports. Consigner for a commercial consideration.
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It is brought to the notice of all exporters, importers, CHAs, Trade and General Public
that the computerized processing of Shipping Bills under the Indian Customs EDI
(Electronic Data Interchange) System – (Exports), will commence w.e.f.1`5-09-2004.
The computerized processing of shipping bills would be in respect of the following
categories:
The procedure to be followed in respect of filing of shipping bills under the Indian
customs EDI System-Exports at CFS-Mulund shall be as follows:
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2.3 The formats should be duly completed in all respects and should be signed
by the exporter or his authorized CHA . Forms, which are incomplete or
unsigned will not be accepted for data entry
2.4 Initially, data entry for Shipping Bills will be allowed to be made only at
the Service centre. After the exporters/CHAs become conversant with the
EDI procedures, the option of Remote EDI System would also be made
available. In the Remote EDI system (RES) Exporters/CHAs can
electronically file their shipping bills from their offices.
2.5 The schedule of charges to be levied for data entry at the Service Centre is
as follows:
2.6 The Service Centre operators shall carefully enter the data on the basis of
declarations made by the CHAs/Exporters. After completion of data entry,
the checklist will be printed by the Data Entry Operator and shall be
handed over to the Exporters/CHAs for confirmation of the correctness.
Thereafter, the CHA/Exporters will make corrections, if any, in the
checklist and return the same to the operator duly signed. The operator
shall make the corresponding corrections in the date and shall submit the
shipping bill. The operator shall not make any amendment after generation
of the checklist and before submission in the system unless the corrections
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The exporters would have to make use of export invoice or such other documents as
required by the Octroi Authorities for the purpose of octroi exemption.
1. ARRIVAL OF GOODS AT EXPORT EXAMINATION SHEDS IN CFS
The existing procedure of permitting entry of goods, brought for the purpose of
examination (and subsequent: “Let export” Order) in the CFS on the strength of S/B shall
be discontinued. The CONCOR will permit entry of the goods on the strength of the
checklist, the date entry form and the declaration. The CONCOR would endorse the
quantity of goods entering the CFS on the reverse of the checklist
The goods should be brought for examination within 15 days of filing of declaration in
the Centre. In case of delay, a fresh declaration would need to be filed
If at any stage subsequent to the entry of goods in CFS it is noticed that the declaration
has not been registered in the system, the exporters and CHAs will be responsible for the
delay in shipment of goods and any damage, deterioration or pilferage, without prejudice
to any other action that may be taken.
2. PROCESSING OF SHIPPING BILLS
The S/B shall be processed by the system on the basis of declaration made by the
exporter. However, the following S/B shall require clearance of the Assistant
Commissioner/Dy. Commissioner (AC/DC Exports):
Subject to the provisions of para 20.3 of this PN the following categories of S/Bills shall
be processed buy the Appraiser (Export Assessment) first and then by the Asstt/Dy.
Commissioner:
• DEEC
• DEPB
• DFRC
• EOU
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• EPCG
Apart from verifying the value and other particulars for assessment, the AO / AC / DC
may call for the sample s for confirming the declared value or the checking classification
under the drawback schedule / DEEC / DEPB / DFRC / EOU etc., He may also give
special instruction for examination of goods.
If the S/B falls in the categories indicted in para 6.1 above, the exporter should check up
with the query counter at the Centre, whether the S/B has been cleared by Asstt.
Commissioner /Dy. commissioner, before the goods are taken for examination. In case
AC / DC raises any query, it should be replied through the Service Centre or, in case of
EDI connectivity, through terminals of the Exporter / CHA. After all the queries have
been satisfactorily replied to, AC / DC will pass the S/B
3. CUSTOMS EXAMINATION OF EXPORT CARGO
On receipt of the goods in the Export Shed in the CFS, the exporter will contact the
system examining officer (SEO)and present the checklist with the endorsement of
CONCOR on the declaration, along with all original documents such as Invoice, Packing
List, ARE-1(AR-4)etc. He will also present additional particulars in the prescribed form.
SEO will verify the quantity of the goods actually received against that entered in the
system. He will enter the particulars in the system. The system would identify the
Examining Officer (if more than one are available)who would be carrying out physical
examination of goods. The system would also indicate the packages(the quantity and the
serial numbers) to be subjected to examination. SEO would write this information on the
checklist and hand it over to the exporter. He would hand over the original documents to
the Examining Officer. No examination order shall be given unless the goods have been
physically received in the Export Shed. It may, however, be clarified that Customs may
examine all the packages/goods in case of any discrepancy.
The Examining Officer may inspect and/or examine the shipment, as per instructions
contained in the checklist and enter the examination report in the system. There will be
no written examination report. He will then mark the Electronic S/B and forward the
checklist along with the original documents to the Appraiser/Supdt. in Charge. If the
Appraiser/Supdt. is satisfied that the particulars entered in the system conform to the
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description given in the original documents (including AEPC quota and other
certifications) and the ;physical examination, he will proceed to give “:Let Export” order
for the shipment and inform the exporter. The Appraiser/Supdt. would retain the
checklist, the declaration and all original documents with him.
In case of any variation between the declaration in S/B and the documents or physical
examination report, the Appraiser/Supdt. will mark the electronic S/B to AC/DC Exports.
He will also forward the documents to AC/DC and advise the exporters to meet the
AC/DC for further action regarding settlement of dispute. In case the Exporter agrees
with the views of the Department, the S/B would be processed finally. Where the
exporter disputes the views of the Department, the case would be adjudicated following
the principles of natural justice.
4. GENERATION OF SHIPPING BILLS
As soon as the Shed Appraiser/Supdt.gives “Let Export” order, the system would print 6
copies of the S/B in case of Free and scheme S/B. In case of DEPB there are 7 S/B. If
the S/B (DEPB) is assessed provisionally, then EP copy will be generated only after
AC/DC finalises the assessment. On the examination report the Appraiser/Shed Supt.will
sign. On all the copies, the Appraiser/Shed Supdt., Examination Offer as well as
exporter’s representative/CHA will sign. Name and ID Card number of the Exporters
representative/CHA should be clearly mentioned below his signature.
The distribution of S/Bills is as follows:
The original AEPC quota and other certificates will be retained with the S/Bills and
recorded in the Export Shed.
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6. DRAWAL OF SAMPLES
Where the Appraiser of Customs orders for samples to be drawn and tested, the
Examining Officers will proceed to draw two samples from the consignment and enter
the particulars thereof along with name of the testing agency in the system. No registers
will be maintained for recording dates of samples drawn. Three copies of the test memo
will be sprepared and signed by the Examining Officer, the Appraiser and Exporter. The
disposal of the three copies would be as follows:
AC/DC may, if he deems necessary, order for sample to be drawn for purposes other than
testing such as visual inspection and verification of description, market value enquiry etc.
11 QUERIES
With the discontinuation of the assessment of S/B in the Export Department, there should
not be any queries. The exporter, during examination, can clarify doubts, if any. In case
where the need arises for the detailed answer from the exporter, a query can be raised in
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the system buy the Appraiser, but would need prior approval of AC/DC (Exports) The
S/B will remain pending and cannot be printed till the exporter replies to the query to the
satisfaction of the Assistant Commissioner/Dy. Commissioner
12 AMENDMENTS:
Corrections/amendments in the checklist can be made at the service centre provided the
system has not generated the S/B number. Where corrections are required to be made
after the generation of the S/B No. or, after the goods have been brought in the
docks/CFS, amendments will be carried out in the following manner.
• If the goods have not yet been allowed “Let Export”, Assistant
Commissioner/Dy. Commissioner may allow the amendment.
• Where the “Let Export” order has been given, the Addl./Joint Commissioner
(Exports) would allow the amendments
In both the cases, after the permission for amendments has been granted, the
Asstt./Dy. Commissioner(Exports) will approve the amendments on the
system. Where the print out of the S/B has already been granted, the exporter
will surrender all copies of the S/Bill to the Appraiser for cancellation before
amendment is approved in the system.
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17.1 For export items, which are subject to export cess the corresponding serial
number of the Cess Schedule should be clearly mentioned. A printed
challan generated by the system would be handed over to the exporter.
The cess amount indicated should be paid in the Bank of India, Extension
Branch of CFS, under a receipt.
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18.2 In respect of goods to be exported under claim for drawback, the exporters
will file declaration in the form. The declaration in the form would also be
required to be filed when the export goods are presented at the Export
Shed for examination & “Let Export”
18.3 The exporters who intend to export the goods through CFS under claim for
drawback are advised to open their account with the Bank of India branch
situated at CFS-Mulund. This is required to be done to enable direct credit
of the drawback amount to the exporters account, obviating the need for
issue of separate cheque by post. The exporters are required to indicate
their account number opened with the Bank of India branch at CFS-
Mulund. It would not be possible to accept any shipment for export under
claim for drawback in case the account number of the exporter in the bank
is not indicated in the declaration form.
18.4 The exporters are also required to give their account number along with
the details of the bank through which the export proceeds are to be
realized.
18.5 Export declarations involving a drawback amount of more than rupees one
lakh will be processed on screen by the AC/DC before the goods can be
brought for examination and for allowing “Let Export”:
18.6 The drawback claims are sanctioned subject to the provisions of the
Customs Act 1962, the Customs and Central Excise duties drawback rules
1995 and conditions prescribed under different sub-headings of the All
Industry rates as per notification number 26/2003-Cus(NT) dated 1.4.2003
as amended by notification number 12/2004-Cus(NT) dated 29-01-04.
18.7 After actual export of the goods, the drawback claims will be processed
through EDI system by the officers of drawback branch on first come first
serve basis. There is no need for filing separate drawback claim. The
claims will be processed, based on the Train Summary/Inward way bill,
submitted by CONCOR. The status of the S/Bill and sanction of
drawback claim can be ascertained from the “query counter” set up at the
service centre. If any query has been raised or deficiency noticed, the same
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All the DEPB S/Bills having FOB value less than Rs.5 lakhs and/or DEPB rates less than
20% will be assessed by Appraiser/Supdt. (DEPB Cell) However, the S/Bill having FOB
value more than Rs.5 lakhs and/or credit rate 20% or more will be assessed by AC/DC
(Export) . Any query at the time assessing by Appraiser (DEPB cell) or AC/DC (Export)
may be obtained from the service centre and reply to the query has to be furnished
through service centre.
If the group code No., Item No. and FOB value declared is accepted by the
Appraiser/Supdt (DEPB Cell) or Asstt./Dy. Commissioner(Export), goods may be
brought and entered in the system. The examining officer will feed the examination
report and “Let Export” order will be given by Appraiser/Supdt. in the EDI system.
Seven copies of S/Bill will be printed for the purposes mentioned against each as under :
Customs Copy For record of Customs
Exporter’s copy For record of Exporters
E.P.Copy For office of DGFT
DPB copy For use in the import cell of ICD Bangalore for
registration of licence.
Exchange Control Copy For negotiating the export documents in bank
TR-1TR-2 copies
There is a provision for changing the Group Code No./Item No./Value for DEPB credit
purposes and such changes will be reflected in the print out of the S/Bill. Such charges
may be done by Appraiser/Supdt. (DEPB Cell) AC/DC(Export) as well as by
Appraiser/Supdt.(Exam.) The credit will be allowed by the DGFT at the rate/value (for
credit purposes only) as approved by Customs. The EP copy of the shipping bill shall be
used by the Exporters to obtain DEPB licence from DGFT.
In case, for credit purposes, the exporter accepts the lower value as determined by
customs, such lower value will be entered by Appraiser (DEPB Cell) AC/DC (Export) or
by Appraiser (Exam) for each item(s) Printout of S/Bill at item level will indicate for
FOB value as well value for DEPB credit purposes. Exporters are required to apply for
the DEPB Licence at the B value accepted by Customs and not the value declared by
them. However, as DEPB is issued on the basis of exchange rate applicable on the date of
Let Export, exporters are advised to apply for DEPB Licence at the value accepted by
Customs at the time of export multiplied by exchange rate on the date of Let
Export(LEO) (As per para 4.43 of EXIM Policy 2003 edition)
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In case the exporter does not accept the value determined by the customs, the exports will
be allowed provisionally after taking samples ‘for market enquiry. The words “NOT
VALID FOR DEPB” will be printed on all the copies of S/Bill and the exporters will be
not be eligible for DEPB licence against provisionally assessed S/Bills. In such cases, EP
copy of S/Bill will not be printed and only 6 copies will be printed. However, market
enquiries about value will be conducted in such cases and either after issue of the Show
Cause Notice the market value will be determined or may be accepted by the Exporters
on his own. In such cases where samples are drawn subject to market enquiry the copy of
the S/Bill for claiming DEPB will be generated after determination of value on the basis
of market enquiry and handed over to the exporters duly signed by Appraiser/Supdt. of
Customs. In such cases wherever market value has been found to be less than twice the
credit claimed, the market value will be mentioned in the EP copy of S/Bill as under :
Sample may also be drawn for the other purposes such as Chemical test,.
DEPB entitlement etc. The procedure of Provisional Assessment shall be
applicable mutates mutandis to above cases as well and the cases will be
finalized after necessary reports etc. arte received and unprinted copy of
S/Bill meant for DEPB Licence shall be released thereafter for printing.
The DEPB Licence in respect of exports made from this customs station
will be required to be registered at the same station. Before registration,
the concerned officer will verify the S/Bill(s) in the Licence from the
computer ensure that exports have been affected and value mentioned is as
determined by customs at the time of export. In cases of S/Bills assessed
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provisionally, the verification will not be possible because S/Bill will not
be in the verification queue. The exporters are advised to obtain licences
for the items exported un DEPB scheme and not for non-DEPB items. If
the lower value for credit purposes has been accepted at the time of export,
the licenses shall be obtained only for such lower value and not for FOB
value declared in S/Bill or as per Bank realisation certificate. Similarly in
cases where market value of the goods is less than twice the credit availed,
the licence shall be obtained for 50% of the present market value of the
goods. The computer at the time of registration of licence will calculate
admissible credit on the basis of exchange rate on the date of realisation of
export proceeds (as per bank realisation certificate) for DEPB items only
and at customs approved value at the time of export. If the amount of
licence is more than the amount of credit calculated by the system, it will
not be possible to register a licence and reference will be made to DGFT
for correction of amount of credit. If the amount of credit as per customs
computer matches with the credit as per DEPB licence, computer will
generate printout regarding verification of the exports giving details like
S/Bill No. date , rate of credit, FOB value as approved by customs and
amount of credit etc. DEPB licence will be registered on the basis of
printout of verification report duly signed by AC/DC (Export). If a DEPB
Licence is having S/Bills exported from other ports in the same city the
exporters can get the licence registered at any of the ports from where he
intends to import the goods in the city after verification about exports from
other ports from where exports were affected. The same procedure will be
followed for DFRC Licences also.
20.1 The exporters can get the export goods examined by Central
Excise/Customs Officer at the factory even prior to filling of S/Bill. Self
sealing facility is also available. He shall obtain the examination report in
the form to this Public Notice duty signed and stamped by the examining
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officer and supervision officer at the factory. The export invoice shall also
be signed and stamped by both the officers at the factory. Thereafter the
goods shall be brought to the concerned customs warehouse for the
purpose of clearance and subsequent “Let Export”. The exporters/CHA
shall present the goods for registration along with Examination Report,
ARE-1, Export Invoice duly signed by the Examining Officer and
supervising officer at the factory, check list, declaration in form and other
documents such as document of transportation, ARE-1, etc., to the
examiner in the concerned shed. After registration of goods, the shipping
bill will be marked to an examiner for verification of documents and seal.
If seal is found intact the S/Bill will be recommended for LEO, which will
be given by the shed appraiser. However if seal is not found intact, the
goods will be marked for examination and LEO will be given if the goods
are found in order.
21.1 All the exporters intending to file shipping bills under the EPCG scheme should
first get their EPCG licence registered with the Export section. For registration of EPCG
licence, the exporter/CHA shall produce the Xerox copy of EPCG licence to the service
centre for data entry. A printout of the relevant particulars entered will be given to the
exporter/CHA for his confirmation. After verifying the correctness of the particulars
entered, the said printout will be signed by the exporter. Thereafter, the original EPCG
licence along with the attested copy of the licence and the signed printout of the
particulars shall be presented to the Appraiser/Supt (EPCG Cell)The Appraiser/Supdt.
(EPCG Cell) would verify the particulars entered in the computer with original licence
and register the same in EDI system. The registration number of the EPCG Licence
would be furnished to the exporters/CHA, who shall note the same carefully for future
reference. The said registration number would need to be mentioned against respective
item on the declaration form filed for data entry of the s/bill, at the time of export of
goods. All the EPCG S/Bill would be processed on screen by the Appraiser/Supdt.(EPCG
Cell) and the AC/DC (Export). After processing of the EPCG S/Bill by the Appraiser
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EPCG Cell and AC/DC Export, the goods can be presented at the Customs warehouse for
registration, examination and “Let Export” as in the case of other export goods. After
train summary is submitted to CONCOR, the S/Bill will be put to Appraiser queue for
logging/printing of ledger. After logging/printing of ledger, the EPCG bill will be moved
to history tables.
22.1 Only shipping bills pertaining to DEEC books issued on or after 1.4.95 will be
processed on the EDI system.
22.2 All the exporters intending to file s/bills under the DEEC scheme including those
under the claim for drawback should first get their DEEC Book registered with the CFS
Mulund. The registration can be done in the service centre.
The original DEEC book would need to be produced at the service centre for data entry.
A print out of the relevant particulars entered will be given to the exporter/CHA. The
DEEC Book would need to be presented to the Appraiser/Supdt., DEEC Cell, who would
verify the particulars entered in the computer with the original DEEC and register the
same in the EDI system. The registration No. of the DEEC Book would be furnished to
the exporter/CHA, which would need to be mentioned on the declaration forms at the
CFS for export of goods It would not be necessary thereafter for the exporter/CHA to
produce the original DEEC book for processing of the export declarations
22.3 Each book will be allotted a Registration No. should be indicated on the shipping
bills in the relevant columns.
22.4 Exporters/CHAs that will be filling S/Bills for export of goods under the DEEC
Scheme would be required to file additional declarations regarding
availment/non-availment of MODVAT or regarding observance/non-observance
of specified procedures prescribed in the Central Excise 1944 in the form. The
declaration should be supported by necessary certificates (ARE-1 or for non-
availment of MODVAT) issued by the jurisdiction Central Excise authorities.
“Let Export” would be allowed only after verification of all these certificates at
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the time of examination of goods. The fact that the prescribed DEEC declaration
is being made should be clearly stated at the appropriate place in the declaration
being filled in the service centre or through RES-Mode.
22.5 All the export declarations for DEEC would be processed on screen by the
Appraiser/Supdt., Export Department and the AC/DC Exports. The said
processing would be akin to the processing of Bill of Entry on the EDI System
with provisions for query/reply. After the declarations have been so processed and
accepted, the goods can be presented at the Export Shed along with DEEC Books
registered in the4 EDI System so that the export declarations are processed
expeditiously.
22.6 Further, exporters availing of DEEC benefits in terms of various notifications
should file the relevant declarations.
22.7 It is further clarified as follows:
• While giving details relating to DEEC operations in the form the exporters/CHAs
should indicate the S.No. of the goods being exported in the column titled “ITEM
S.NO.IN DEEC BOOK PART E”
• If inputs mentioned in DEEC Import book only have been used in the
manufacture of the goods under export, in column titled “Item Sr.No. in DEEC
Book Part C” the exporters/CHAs are required to give S.No. of inputs in Part-C of
the DEEC Book and Exporters need not fill up column titled “DESCRIPTION OF
RAW MATERIALS”
• If some inputs which are not in Part-C of the DEEC Book have been used in the
manufacture of the goods under export and the exporter wants to declare such
inputs, he shall give the description of such inputs in column titled
“DESCRIPTION OF RAW MATERIALS”
• In the Col. “IND/IMP”, the exporters are required to write “N”, if the inputs used
are indigenous and “M”. if the inputs used are imported.
• In column titled “Cess Schedule Sl.No.” the relevant Sl.No. of the Schedule
relating to Cess should be mentioned.
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The details pertaining to export products i.e. input materials utilized as per SION should
be clearly mentioned in the declaration mentioned at Annexure A at the time of filing.
The abbreviated form for Export Credit and Guarantee Corporation is ECGC. As the
name indicates this is a sort of guarantee or a sort of cover for the exporter. Let us now
see what this is all about.
Needless to say that an exporter before entering into a contract with the overseas buyer
for making any supply, takes care to ensure that the customer with whom he is dealing
have some credit worthiness. This he may be able to do either through the local agent
who is in a better position to know about the customer or through a bank or through any
of the exporter’s associates if happens to be in the area of the customer etc., But, in a
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business things may change. The financial status of a customer may take drastic turn and
an established customer may go bankrupt within a short period of time.
Moreover, the buyer may be willing to make the payment, but there are other
environment which prevents him from effecting the transfer of funds through the bank.
For e.g., there could be break out of war, the balance of payment position of the country
may become unfavourable, there may be some coup of the government etc., and all
transactions could be sealed.
These are the risk factors for the exporters. What is the guarantee that he will get paid for
the supplies he has made?
With a view to provide support to Indian exporters, the Govt. of India set up the Export
Risk Insurance Corporation (ERIC) in 1957. This was transformed into Export Credit &
Guarantee Corporation Ltd. in 1964. In order to give the Indian identity a sharper focus
the name was again changed to Export Credit & Guarantee Corporation of India Ltd., in
1983. This is a company wholly owned by the Govt. of India and functions under the
administrative control of the Ministry of Commerce and managed by the Board of
Directors representing Government, Banking, Insurance, Trade, Industry etc.
Though one may insist for a Letter of Credit, still there could be some elements of risk
which we will study later here. Except getting an advance payment for the full value of
the supplies, any other mode of payment will have some risk.
Take the case of an exporter who has made supplies and before the payment is received
the buyer goes bankrupt or there comes some new provision or policy of Government of
the importing country preventing repatriation of the funds to other countries what
recourse the exporter has to recover his dues. The litigation procedure might be time
consuming and the exporter can never be sure of getting his full payment. An ECGC
cover a safeguard his interest to a great extent.
An exporter can either agree for sight payment or can made shipment on credit terms for
say 60 days, 90 days etc., In project exports the period of payment may extend to some
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years. Longer the period of cre3dit given to the customer, more will be the risk factor for
the exporter.
In respect of sight bill, there is almost no risk because the customer has to make payment
first before he retires the documents. Therefore, before the title of the goods is passed on
to the customer, the importer makes the3 payment. However, in respect of usance bill
(credit bills) the buyer retires the documents by accepting the usance draft and takes
delivery of the goods. In case the customer goes bankrupt or become insolvent, before the
due date of payment, the exporter is totally at a loss. While big units may be able to
absorb the one time loss, small exporters will get broke even with one such transaction.
Here the ECGC comes into picture. It takes up the responsibility of paying the funds to
the exporter and makes all efforts including legal proceedings to recover the dues from
the customer, provided the exporter has taken an ECGC cover.
ECGC offers various types of insurance cover to protect the exporter’s interest. For each
type of cover an exporter has to take Policy specific to the respective requirements. The
Policy that is most commonly taken by the exporters is the Standard Policy or otherwise
called the Shipments (Comprehensive Risks) Policy.
For exporters with an annual export turnover in excess of Rs.50 lakhs, the Shipments
(Comprehensive Risks) Policy is the one intended for covering shipments on cash basis
or on short-term credit basis. (Credits not exceeding 180 days)
The risks covered this Policy is as follows effective from the date of shipment.:
Commercial Risks
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Political Risks
The Standard Policy does not cover losses on account of following risks:
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Shipments Covered
The Standard Policy is meant to cover all the shipments that may be made by an exporter
during a period of 24 months ahead. The policy cannot be issued for selected shipments,
selected buyer or selected markets. For specific requirements an exporter can opt for
different policy from the various services offered by the corporation
Exclusions:
However, shipments against confirmed L/C may be covered for political risks only. The
premium for cover under political risks will be less than that under the comprehensive
policy. ECGC may also agree to exclude certain items if the exporter is dealingt in
different distinct products.
Shipments to Associates:
Shipments to buyers i.e. the foreign buyers in whose business the exporter has financial
interest, are normally excluded from the Policy. However such shipments can be covered
against political risks.
Shipments by Air
Since the buyer is able to take delivery of the goods even without retiring the bank
documents, shipments by air are not covered under the policy. However, the exporter
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may cover such shipments for payments under open terms. The exporter can have cover
for such shipments, if he has obtained Credit Limit on such buyers on open delivery
terms and also pays the premium at rates applicable to open delivery terms.
An exporter desiring to get the ECGC cover has to approach the office of the ECGC
making a Proposal. He must make his home work and be clear as to what will be his total
turnover during a year ad what will be the maximum amount he expects to be outstanding
from various buyers at a given point of time. Once this is clear he can apply for an Open
Policy for the maximum amount that he expects to be outstanding at a given point of
time. Suppose, he expects that at any given time his outstanding will be say Rs.50/- lakhs
then he can apply for a policy for this amount. After verification of the details of the
exporter, the ECGC may issue a open policy for Rs.50 lakhs with a validity of say 2
years. This is the first step.
Once the open policy is taken, as a next step the exporter must make out the list of the
customers to whom he expects to make shipment. For each and every customer he has
to apply to the ECGC to have a limit of liability fixed. That is to say, he has to declare the
maximum amount of bills he expects to be outstanding from each customer at a given
point of time. Based on the value of business dealing, suppose the exporter expects that
from customer A the outstanding may be Rs.10 lakhs. Then the exporter has to apply to
ECGC in the prescribed form for getting limit fixed for the customer. On receipt of the
application, ECGC will check for the credit worthiness of the customer either through
their own net work of offices globally, or through the customer’s bank or through some
reputed independent agency. Based on the credit report, ECGC will determine the limit
that can be fixed for the customer. If it feels that a limit of Rs.10 lakhs is in order, it will
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advise the exporter of the same. Similarly, the exporter can have the limit fixed to all his
customers.
Once the limit is taken from ECGC, the exporter is free to make his shipments to the
various customers. If shipment for any customer is made before getting the limit fixed by
ECGC, no risk will be covered for that shipment.
For the risk the ECGC takes, it charges a premium on the value of the shipments actually
made. This is calculated as per the table to be supplied by ECGC which shows the
premium per Rs.100 of exports.
This table which gives the premium amount payable is framed based on the following.
The various countries around the globe are divided into different groups and are
classified as A1, A2, B1, B2, C1,C2 & D. The countries are grouped according to
their economic standard. For e.g. USA. Canada, UK are grouped in category A. The
premium amount will be less for group A countries and will be increased gradually to
group B, C & D countries.
The premium for group D countries will be more because they are all economically
weaker countries and payment risks are high
Again the premium table is based on the period of credit. The slab is for credits up to 90
days, 120 days, 180 days etc. Longer the credit period greater is the premium.
Thus, the premium will be least for group A countries and for the shorter credit
period and will be maximum for group D countries and for maximum credit period
The exporter has to send a monthly return in the prescribed form to ECGC declaring the
list of various shipments made and the amount of premium payable as per the premium
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table. The exporter has to work out the total premium applicable on the shipment effected
and make payment to the ECGC
The exporter is also expected to file a Monthly Return in a separate form listing all the
Bills which are not paid on due date, if any, so that ECGC is periodically aware of the
defaulters.
In case of any eventuality when the buyer goes bankrupt, he may prefer a claim with
ECGC for payment.
The policy that is issued for shipment not covered under L/C is called Comprehensive
Policy meaning that the policy will cover both the commercial and political risks. While
commercial risk is that of the buyer going bankrupt, the political risk relates to the
country’s policies which may prevent the repatriation of funds or there could be outbreak
of war preventing financial transactions etc.
All the above relates to shipments not covered under L/C. However, an exporter can have
a separate ECGC Policy for shipments under L/C. Here the exporter will have the policy
covering only the political risk since under L/C, the bank stands as a guarantor and there
is no commercial risk.
An exporter must cover all his exports under ECGC, including bills on sight basis, and
are NOT under L/C. He cannot be selective to certain countries or certain buyer. The
cover is on whole turnover basis.
For all shipments under L/C, the buyer may take a separate policy to cover the political
risks. The premium for L/C shipments will be relatively less than that on comprehensive
policy.
Note: ECGC cover is not for non-payment on account of dispute on quality, damages to
the goods, theft, pilferage etc.
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The cover is only when the party goes insolvent or there are some political risk due to
which the exporter is not in a position to get the payment immediately or on due date.
This cover must be distinguished from the general insurance.
1. STANDARD POLICY
An exporter whose annual export turnover is more than Rs.50 lakhs is eligible for this
policy
Letters of Credit
Consignment Exports
Political Risks
Highlights
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Letters of Credit
Consignment Exports
Political Risks
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Highlights
• Highest coverage/compensation
• Lowest premium rate
• NCB of 5% every year
• Discrepancy cover for LC
• Automatic approval for resale/shipment upto 25% of GIV
• Increased discretionary limit
These policies can be availed of by exporters who do not hold our Standard Policy or by
exporters having standard policy, in respect of shipment permitted to be excluded from
the purview of the standard policy. Exporters can pick and choose the contract/shipment
to be covered and indicate the type of cover required.
Period of Policy :
The policy would be valid for shipment(s) made from the date of the policy upto last date
allowed under the relevant contract for shipment.
Risk Covered:
• Commercial Risks
• Political risks
• LC Opening Bank Risk
• Insolvency risk on agent on conditions
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Highlights:
The specific buyer policy provides cover for shipments made to a particular buyer or set
of buyers. An exporter not holding the standard policy can avail of this to cover their
shipments to one or more buyers. Exporters holding Standard Policy can also avail this
Policy for covering shipments to individuals Buyers, if all shipments to such buyers have
been permitted to be excluded from the purview of the Standard Policy.
Political Risks
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Highlights:
Turnover Policy is for the benefit of large exporters who contribute not less than Rs.10
lakhs per annum towards premium. The policy envisages projection of the export
turnover of the policyholder for a year and the initial determination on the premium
payable on that basis, subject to adjustment at the end of the year based on actual.
Political Risks
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Highlights:
The Buyer Exposure Policy is to insure the exporters having large number of shipments
with simplified procedure and rationalized premium. An exporters can chose to obtain
exposure based cover on the selected buyer. The cover would be cover against
commercial and political risk. The option to exclude LC shipment is available. If the
exporter has opted for commercial and political risks cover, failure of LC opening bank
with World Rank up to 25,000 as per latest Bankers Almanac is available. If exporters
opts for only political risks for LC exports premium at a less rate is offered
Political Risks
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Percentage of Cover: 90% for Standard policyholder and 80% for others
Highlights:
Some exporters export to large number of buyers. The number of shipments made by
them is also quite high. In order to meet the needs of such exporters, Multi buyer
exposure policy is introduced. Cover would be available for exports to the buyers in
countries listed under open cover category as long as the buyer is not in “default buyers
list” maintained by the Corporation and available on its website www.ecgcindia.com. If
the transaction is on LC terms, failure of the LC opening bank in respect of exports
against LC will also covered, For banks with World Rank upto 25000 as per Latest
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Bankers Almanac Cover in respect of exports to restricted over countries would not be
available under this policy
Political Risks
Highlights:
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Economic liberalization and gradual removal of international barriers for trade and
commerce are opening up various new avenues of exports opportunities to Indian
exporters of quality goods. A method increasingly adopted by Indian exporters is
consignment exports where goods are shipped and held in stock overseas ready for sale to
overseas buyers, as and when orders are received. Thus separate Credit Insurance Policy
is introduce to cover exclusively shipments on consignment basis taking into account
their special features, providing adequate incentives and simplifying procedures
considerably
Risks covered:
Percentage of Cover: 90% for Standard Policyholders and 80% for others
Highlights:
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A method adopted by India exporters is consignment exports where goods are shipped to
their own branch office overseas ready for sale to overseas buyers, as and when orders
are received. Thus separate credit insurance policy is introduce to cover exclusively
shipments by the exporters to their branches overseas on consignment basis taking into
account their special features, providing adequate incentives and simplifying the
procedures considerably.
Risks covered:
Percentage of Cover: 90% for Standard Policyholders and 80% for others
Highlights:
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Services Policies offer protection to Indian firms against payments risks involved in
rendering services to foreign parties. A wide range of services, hiring or leasing can be
covered under these policies. The exporters can opt for whole Turnover Services Policy
or for Specific Services Policy depending on the nature of services provided. The
premium rates applicable. To standard policy will be applied for whole turnover services
policy and specific shipment policy (SSP-ST) premium rates will be applied for Specific
Service Policy.
Risks covered:
Percentage of Cover: 90% for Standard Policyholders and 80% for others
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Highlights:
7. MATURITY FACTORING
The Maturity Factoring scheme, as designed by ECGC has unique features and does not
exactly fit into the conventional mould of maturity factoring. The changes devised are
intended to give the clients the benefits of full factoring services through the maturity
factoring scheme, thus effectively addressing the needs of exporters to avail of pre-
finance (advance) on the receivable, for their working capital requirements. One
important feature is the very role and special benefits envisaged for banks under the
scheme.
Benefits:
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Exporters Obligations:
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