Page 20 - DMGT546_INTERNATIONAL_TRADE_PROCEDURE_AND_DOCUMENTATION

Unit 1: Export Procedure and Documentation

Self Assessment Notes

Fill in the blanks:
1. ADS refers to, ..................... which is the internationally accepted documentation system.
2. Regulatory Documents are prescribed by various government departments/bodies for
compliance of formalities under relevant laws governing ........................ transactions.
3. ........................ Invoice is the basic and most important document in an export transaction
and extreme care has to be taken by the exporter to prepare this document.
4. ........................ List provides the details of number of packages; quantity packed in each of
them, the weight and measurement of each package.
5. Certificate of Inspection is the certificate issued by the ........................ after it has conducted
the pre-shipment inspection of goods for export.

6. Bill of Lading is issued when goods are shipped using .................. transport, i.e. ships.
7. ........................ is a bill of lading used when the goods are shipped using air transport. It is
also known as an air consignment note or airway bill of lading.

8. ........................ has made it possible to move the goods from the place of origin, i.e. the
factory or warehouse, to its final destination.

9. Certificate of Origin serves as a proof of the country of origin of goods for the ........................
in his country.
10. Bill of exchange is an instrument for ........................ realization.

1.4 Processing an Export Order

Export order is an important document as it works as a base for other documents to be prepared
in international trade transactions. The roles of commercial and regulatory documents are well-
known as no international trade transaction can take place without them. Such documents vary
from country to country, from port to port within a country and from product to product.

Example: The number of documents used in developing countries is usually higher
when compared to developed countries, as developing countries still deploy a variety of
documents in order to restrict or control their imports.
Similarly, documents vary between ports within a country such as Export Application, which is
used when a shipment is sent from Chennai and Cochin; Port Trust copy is used in case of Port
of Mumbai, JNPT and Kandla and Dock Challan is used in case of Port of Kolkata and Haldia,
although all of them serve the same purpose. In the LPG&M era, countries have become very
sensitive to quality and technical standards of products and may prescribe a specific document
to be accompanied for such inspection from a certified agency. Hence; it is advisable that all
these matters be discussed in advance and put into paper in an export order.
The first task to be completed by an exporter is to acknowledge the receipt of the order to the
foreign buyers. Acknowledging an export order is different from confirming the same and it is
advised that an exporter must make a proper scrutiny of export order before confirming it to the
foreign buyer. Scrutiny of export order is also important as it provides a final opportunity to
make necessary changes in the same. It is to be seen that export order must conform to the terms
and conditions as sent to the importer. Important issues to be examined are terms of payments,

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