Page 10 - DMGT546_INTERNATIONAL_TRADE_PROCEDURE_AND_DOCUMENTATION

Unit 1: Export Procedure and Documentation

For example, shipper top left, references top right, signatory details bottom right and so Notes
on. This makes forms both easier to complete and easier to process. Since common positions
are used for data items, it is possible to use multi-part sets of different forms or to type a
‘master document.’ This master document can be used to produce a range of documents
using a photocopier and overlays (to provide the form outlines and hide unwanted data).
Everyone in the international trade chain benefits from easier document processing. Using
documents that comply with UN alignment standards speeds up form preparation, cuts
costs and reduces errors. You may actually get paid quicker! Aligned documents simplify
document checking and training of new staff. They even enhance an organisation’s
professional image.
Document alignment has been a major agenda item for the UN/ECE Expert Group on
procedures and documentation, with the goal of simplified international trade documents.
Source: Lining up benefits for international trade by Tessa Jones, Head of Publications at SITPRO, the
Simpler trade procedures board, the UK’s trade facilitation agency; http://www.unece.org/trade/cnnct/
artl944.
The export documentation framework in India can be best understood by classifying export
documents in the following two categories:
1. Commercial documents

2. Regulatory documents.
For the purpose of clear understanding, these are discussed under the following broad heads.

1.2.1 Commercial Documents

These documents have their origin in “Custom of Trade” in international commerce and are
used by exporters/importers to discharge their respective legal and other incidental
responsibilities under sales contract. Commercial documents can be further sub-divided into:
(a) Principal commercial documents and (b) Auxiliary commercial documents
(a) Principal commercial documents: These documents serve the following purposes:

To effect physical transfer of goods and title to the goods from exporter to buyer
To realise export sales proceeds.
Principal commercial documents include:
Commercial invoice (and the invoice prescribed by the importer)
Packing list
Certificate of inspection
Certificate of insurance/insurance policy
Bill of Lading/Airway bill/Combined transport document

Certificate of origin
Bill of exchange
Shipment advice.
(b) Auxiliary commercial documents: These documents are required to prepare/procure the
principal commercial documents and include:

Proforma invoice
Shipping instructions

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