A SUMMER INTERNSHIP REPORT

ON

Marketing and Documentation

Submitted in partial fulfillment for the award of the degree
BBA (Foreign Trade)
Prestige Institute of Management Research, Indore

Submitted By
Srishti Pandey
BBA (FT) - V

Guided By
Dr. Anuradha Pathak

Prestige Institute of Management Research

(An Autonomous Institute Established in 1994, Accredited with Grade A NAAC (UGC))
Scheme No.74-C, Vijay Nagar, Indore
August, 2016

DECLARATION
Submitted By ; Srishti Pandey

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I the undersigned solemnly declare that the Summer Internship Report on Marketing and Export
Documentation is based on my work carried out during the course of my study under the
supervision of Dr. Anuradha Pathak.
I assert that the statement made and conclusions drawn are outcome of
my bonafide work. I further declare that to the best of my knowledge and belief the report
doesnt contain any part of any work which has been submitted for the award of BBA(FT)
Degree or any other degree/diploma/Certificate in the University of any other University of India
or abroad.
___________________
(Signature of Candidate)
DATE

SRISHTI PANDEY
B.B.A. (F.T.) 5th SEM
PIMR

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CERTIFICATE OF FACULTY GUIDE

This is to certify that Miss SRISHTI PANDEY student of Bachelor of Business Administration
(foreign trade) in Prestige Institute of Management & Research Indore under Graduation
Program has completed her summer training of 4 weeks from 18 th May to 22nd June and prepared
this report EXPORT DOCUMENTATION AND MARKETING under my guidance.

DR.ANURADHA PATHAK
(Faculty guide)

ACKNOWLEDGEMENT

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Every Project big or small is successful largely due to the effort of a number of wonderful
people who have always given there valuable advice or lent a helping hand. I sincerely
appreciate the Inspiration , Support and Guidance of all those people who have been instrumental
in making this project a success.
I SRISHTI PANDEY the student of Prestige Institute Of Management & Research (B.F.T.-5)
extremely grateful to Rajesh Kumar Omprakash Pvt. Ltd. For the Confidence bestowed in me
and entrusting my project in Marketing and Export Documentation At this juncture I feel
deeply honored in expressing my sincere thanks to Mr. Rajesh Agrawal Director of Rajesh
Kumar Omprakash Pvt. Ltd. For Making the resources available at right time and providing
valuable insights leading to a successful completion of my project. I also extend my gratitude to
my project guide Dr. Anuradha Pathak ,who assisted me in compiling the project and provide
critical advice and guidance without which this project would not have been possible.
Here ,I think from the core everybody who has helped at work when it started as an unknown
ocean to swim though ,I need more than sense of words. In true sense besides our guides. I am
indebted to our friends at PIMR for their constant help and invaluable contribution on all
occasion when most needed. Again, I find the opportunity to acknowledge our regards thanks to
my family members who have been true support from behind .

CONTENT
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Serial No.

Name of the topic

1.
SUMMARY
2.
INTRODUCTION
3.
PROJECT OBJECTIVES
4.
COMPANY PROFILE
5.
COMPANY PRODUCTS DEALING IN
6.
EXPORTING / IMPORTING COUNTRIES
7.
QUALITIES OF CHICK PEAS
8. MARKET OF PRODUCT & BUYER/SELLER IDENTIFICATION
9.
EXPORT OF SELECTED COUNTRIES
10.
EXPORT RELATED DOCUMENTATION
11.
IMPORT DOCUMENTS
12.
TERMS OF PAYMENT
13.
Learning

14.

Conclusion

EXUTITIVE SUMMARY
This report relates with the export and import documentation and various procedures involve in
the consignment of goods from the exporters to the destination (buyer) country and also relates
the formality involve in the international business and it relates with the terms and methodology

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used in the various department of government which the exporter have to go through during the
export of goods.
It explains that, how the exporter gets benefit from the various government department and get a
subsidy to enhance their business and how to deal with various government officials which the
exporter has to face during his entire journey of his business.
It describes the basic formalities which the exporter have undergone through the entire business
of international trade and helps the exporter to deal in a very effective and efficient way in the
global market and helps the exporter to search the market for its product and try to expand their
business. The report shows the methodology used in the documentation and marketing.

CHAPTER - 1

INTRODUCTION
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The purpose of industrial training is to expose students to real work of environment .Summer
training is the part of management study and also important to develop skills

in ethics

,communication, management and others.

Moreover this practical training programme allows students to relate theoretical knowledge.
My project is aimed at understanding the basis of export /import documentation. It includes what
all documents are required to complete legalities of export order.Documentation is one of the
most crucial component of international business transactions.
The training is valuable for experience the discipline of working and experience in terms of
understanding & learning. I believe that in future I will get fulfilled results from training.

Scope of study
The aim of this project is to unfold stepwise all complexities involved in export business right
from receiving and export order to final realization of export proceeds. It gives a detail idea of
how different department in apparel export house work. In syncKronization so that export order
is preceded
The project would be helpful to fulfill many many loopholes of many manufacturing, processing
and analyzing the export order as well as documentation.

RATIONALE OF STUDY
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EXPORTING means selling goods abroad or export refers to outflow of goods and services and
inflow of foreign exchange.
Each country has its own regulation regarding the foreign trade for the fulfillment of all the
rules and regulations of different countries and exporting company has to maintain and different
document requirements .
A documentation depends on the type of goods , process of manufacturing, type of industry and
the country to which goods is to be exported .
Various documents are prepared in the process. Hence, the single mistake or lack of proper
planning can be lead to rejection of the whole order or increase the cost.
So, it is very important to study the export procedure and documents involved in it.

PROJECT OBJECTIVES

To know what are the documents required before and after seafaring
the cargo.

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 To know about the export import process.

To know the demand of agricultural products in different countries

and domestic market.

To give suggestion for improvement.and The main object of

industrial training is to connect with real work of environment.

CHAPTER 2
COMPANY PROFILE:IT is established in 1993
Founder and CEO of this firm is mr. rajesh agarwal
No. of employees is 150

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Turnover of the firm is 35 crores

Address: 39/40 udhyog nagar navlakha Indore
No of warehouses this firm is :
Different departments:

3 at Palda Indore

Purchasing department
Finance department
Sales department

Competitors of the firm are: Sailor export pvt. Ltd Indore

Sharmili spices Mumbai
Terms of payment used by company: Cash in advance
Cash against document at buyers bank
Banks involved : Bank of Baroda
HDFC
Leading merchant exporter in India Leading exporter of agricultural products.
Main Objective :

Earn profit
Buyer satisfaction
Earn Goodwill

COMPANY PRODUCTS DEALING IN:

EXPORT
Chick-peas
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IMPORT
Chick-peas
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Fenugreek seeds
Mustard seeds
Onion seeds
Flax seeds
Organic soyabean
Corn

Green peas
Chitra-rajma
Tuar dal

EXPORTING AND IMPORTING COUNTRIES ACCORDING TO

PRODUCTS

EXPORTING COUNTRIES
COUNTRIES
Gulf countries[Dubai]
Sri Lanka
U.S.A. & Canada
Canada
Submitted By ; Srishti Pandey

PRODUCTS
Chick-peas
Fenugreek seeds
Organic soya bean
Corn(orange part)

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IMPORTING COUNTRIES
COUNTRIES
Mexico, Argentina, Turkey
Brazil
China
Sweden, Canada

PRODUCTS
Chick-peas
Green-peas
Kidney beans(Chitra rajma)
Tuar dal

QUALITIES OF CHICK-PEAS

BEST
40-42
42-44
44-46
TURKEY
ALGERIA
IRAQ
IRAN

MODERATE
48-50
50-54
SRI LANKA
SAUDI ARAB

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WORST
58-60
60-62
62-64
64-68
SRI LANKA
PAKISTAN

DUBAI

MARKET OF PRODUCTS FROM THEY BUY

LOCAL FARMERS ALL OVER MP
INDORE-ANAJMANDI

MARKET AND BUYER AND SELLER IDENTIFICATION

LINKEDIN
GRELLFOLD OFFICIAL WEBSITE
INTENDERS INTERNATIONAL BROKERS

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CHAPTER -3
EXPORT RELATED DOCUMENTATIONS:
Export documentation plays an important role in international marketing as it facilitates the
smooth flow of goods and payments thereof across national frontiers . A number of documents
accompany every shipment. Export documentation is a tedious but necessary process that all
exporters must pay close attention to, as documentation requirements vary considerably by
country, commodity, and situation. Although exporters must fill out and submit many different
forms for each international shipment, most require similar data elements and can (and should!)
be duplicated precisely from one document to the next.
Documents outline the sale, shipment, and responsibilities of each party so that the full
transaction is understood and complete without delay or additional costs. Documents also ensure
compliance with applicable regulations.
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The main purpose of documents accompany a shipment is to provide specific and complete
description of the goods so that they can be assessed correctly .
Incorrect documents may lead to non delivery of goods to the importer. Moreover documents
required differ from country to country.
Exporter is required to deal with various documents both at pre-shipment and post shipment
stages to complete export operations.

Based on these factors, many of the following documents may be required for an
international shipment. These documents can be prepared by the exporter.
Invoices Commercial
Packing Lists
Bills of Lading (B/L) Ocean B/L, or Motor/Truck or Air Bill, or Way Bil
Certificates of Origin (C/O), sometimes country-specific NAFTA C/O, Israel
C/O

Essential Documentation
The invoice and bill of lading are the two documents required for every export shipment.
As such, you should ensure that all other documents associated with the shipment match
the information on these documents.
The documents used for export and import in the firms are as followsCOMMERCIAL INVOICE
PACKING LIST
BILL OF LADING
CERTIFICATE OF ORIGIN
WEIGHT AND QUALITY CERTIFICATE
INSURANCE CERTIFICATE
FUMIGATION CERTIFICATE
PHYTOSANITARY CERTIFICATE

INVOICES
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COMMERCIAL INVOICE
A commercial invoice is a document used in foreign trade. It is used as a customs declaration
provided by the person or corporation that is exporting an item across international borders. A
document containing a record of the transaction between a seller( exporter) and a
buyer( importer),containing information such as a complete listing and description of the goods
including prices, discounts and quantities , and delivery and payment terms . A commercial
invoice is often used by governments to determine the true value of goods for assessment of
custom duties, and must therefore conform to the regulations of the importing countries.

PACKING LIST
A packing list is a document that includes details about the contents of a package.
This document provides the details of number of packages; quantity packed in each of them ;the
weight and measurement of each of the package and net and gross weight of the total
consignment.net weight refers to the actual weight of the items and the gross weight means the
weight of the items plus the weight of the packing material. The packing list serves a useful
purpose of the exporter while dispatching the consignment as a cross check of goods sent.

BILL OF LADING
Bill of lading issued when the goods are shipped using marine transport. A bill of lading is a
legal document between the shipper of goods and the carrier detailing the type,

Quantity and destination of the goods being carried. The bill of lading also serves as a receipt of
shipment when the goods are delivered at the predetermined destination. This document must
accompany the shipped goods, no matter the form of transportation, and must be signed by an
authorized representative from the carrier, shipper and recieiver.

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Fumigation Certificate:The Fumigation Certificate, in respect of international shipping of sea freight, also referred to
as a 'pest control certificate' is the proof that wooden packing materials used in international
sea freight shipping e.g. wooden pallets and crates, wood, wool etc have been fumigated or
sterilized prior the international shipment. Fumigation certificates in international
shipping usually contain details such as purpose of treatment, the articles in question,
temperature range used, chemicals and concentration used, etc.
the fumigation certificate as an international sea freight shipping document is NOT a mandatory
international shipping export document. However, it assists in quarantine clearance of an
international seafreight shipment upon the arrival to the destination

Certificate of Origin
A Certificate of Origin is an important shipping document sent by the exporter along with the
other document to the importer. this document is showing or giving the information of the fact
that the goods which are exported are manufactured within a specific country only. It is a proof
about the origin of goods exported.

WEIGHT AND QUALITY CERTIFICATE:Documents issued commonly by customs authorities of the exporting country, certifying the
correct gross weight of the goods being shipped.

Insurance certificate
A certificate of insurance is a document used to provide information on specific insurance
coverage.

The certificate provides

Submitted By ; Srishti Pandey

verification

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of

the insurance and

usually

contains

information

on

types

and

limits

of coverage, insurance company,

policy

number,

named insured, and the policies' effective periods.

PHYTOSANITARY CERTIFICATE
A phytosanitary certificate for export is usually issued by the NPPO (National Plant Protection
Organization of the country where the plants, plant products or regulated articles were grown or
processed. The phytosanitary certificate is an official declaration stating that plants and plant
material exporting are free from pests and diseases, so as to prevent introduction and spread of
any pests in the importing countries.
Phytosanitary certificates should only be issued for this purpose.). A phytosanitary certificate
for export or for re-export can be issued only by a public officer who is technically qualified and
duly
authorized by an NPPO

IMPORT DOCUMENTS

IMPORT PERMIT CERTIFICATE

Any importer of India importing goods have to take import permit from govt. Of India
which is must.

Non GMO certificate

It is very important certificate which is given by importer to the countries required like Georgia
and azerbizian. This certificate gives us a proof that the products imported are free from gems
and insects.

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DOCUMENTATION PROCEDURE:EXPORT DOCUMENTATIONTHE FORMS AND PROCESS OF

EXPORT DOCUMENTATION
Essential data elements must be uniform on all documents:

Name & Address of Seller / Shipper

Name & Address of Buyer / Consignee
Origin Point & Destination Point
Port of Load / Unload
Description of the Goods
Number of Pieces, Cartons, Crates
Net weight, Gross Weight, Volume
Invoice & Purchase Order Numbers

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For fulfillment of export order, we need to send above documents
to our buyer.
Submitted By ; Srishti Pandey

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TERMS OF PAYMENT USED IN INTERNATIONAL BUSINESS:Payment term in any business is a major part of sales contract. Terms of payment in exports and
imports plays an important role in international business Because, unlike other domestic
business, we are dealing with a buyer who situates thousands of miles away from our place
crossing borders of our country. We may or may not know the financial condition or credit
worthiness of your buyer. We are not meeting the buyer personally at initial stage, may not
be aware of the specific policy of trade of buyers country, no idea about political status or
natural calamity chances of the region etc. So its very necessary to make the payment agreement
before the agreement of consignment.
.
Various types of payment terms used in International business are:

Advance payment
With a sellers point of view, an advance payment is the safe mode of payment for any business
including export business. Receiving amount of sales in advance helps exporter in various ways
to plan his financial activities smoothly. However with a buyers point of view, advance payment
carries little risk, as he advances payment before dispatch of goods. Advance payment of term in
exports and imports is taken by a buyer only when he knows the seller in details on genuineness
as a seller.

D/P basis - Documents against Payments

Documents against Payment DP/DAP is another term of payment in international trade. The
documents under consignment are delivered to buyer/importer only after collecting payment of
goods by buyers bank. Generally the payments to be made by the opener within 7/5 banking
days from the receipts of documents.

The amount is payable as soon as the prescribed

documents are submitted and bank has checked them. So the proceeds of the bills are normally
are at the immediate disposal of the beneficiary.

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WORKING EXPERIENCE
I was quite puzzled about the direction in which my career should steer.
Determining what job function, role or company I should aspire to during my search for
a summer internship seemed like a enormous task. The only thing I was clear about
was that I wanted an entirely different work experience. This summer internship
opportunity was indispensable in giving me exposure to an entirely new work
MARKETING

First 10 days i have learnt about marketing . head of marketing guided to me

about the marketing technique they use to follow ,so that they can expand their
business in different countries . , finding the buyer, sending of a quotation by e-

mail to a customer.
DOCUMENTATION
After the first task , I was introduced to the documents of export/import which is
the backbone of the International Business.
How to rectify error in Documents , and also understood what
problem can occur if any mistake are their after the final

approval of documents
The documentation procedure of export and import
To learn theoretical as well as practical knowledge
EXPORT DOCUMENTS
Commercial invoice
Packing list
Bill of lading
Fumigation certificate
Certificate of origin
IMPORT DOCUMENTS
Import permit certificate
Non gmo certificate
Import payment document

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PAYMENT TERMS
The payment terms
Advance, Letter OF Credit,
Documents against Acceptance,
Documents against Payment)
Which helps the importer and exporter deal with their business
used in foreign market.

CONCLUSION:On the whole , this internship was a useful experience . I have gained new knowledge , skills and
met many new people I have achieved several of my learning goals. I have been able to go
through the export documentation and various terms relating to export and import and I also
learn the management tactics and has go through the various bank procedure and government
procedures involve in the international trade and I am sure it will help to create a better
opportunity in the future.
One main thing that I have learned through this internship is how to deal with the export and
import business and all the processes related to international business and also learn the time
management skill and learn the basic ethics which are used in the company. As I started I did not
think that I was going to be able to make myself sit in an office for eight hours a day, six days a
week. Once I realized what I had to do I organized my day and work so that I was not
overlapping or wasting my hours. I learned that I needed to be organized and have questions
ready for when it was the correct time to get feedback. From this internship and time
management I had to learn how to motivate myself through being in the office for so many
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hours. I came up with various proposals and ideas that the company is still looking and try
making their work easier.
.

The internship was also good to find out what my strengths and

weaknesses are. This helped me to define what skills snd knowledge I have to improve in coming
time.

REFERENCE
CITIATION FROM WEB
GOOGLE.CO.IN
APEDA.COM
FAOSTAT
Personal observation

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Submitted By ; Srishti Pandey

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