Page 230 - DMGT547_INTERNATIONAL_MARKETING

Unit 13: Export Documentation

13.2 Declaration Forms Notes

There are four main declaration forms, which are prescribed. These are called GR, PP, VP/COD
and Softex Forms. All exports to which the requirement of declaration applies must be declared
on appropriate forms as indicated below:

GR Form: Used for exports to all countries made otherwise than by post. The Reserve Bank
of India has devised this form. It is a declaration form declaring that the foreign exchange
realised in lieu of goods exported will be deposited with the RBI. This document is filled
in and submitted by the exporter. The form is prepared in duplicate; the original has to be
submitted to the customs authorities at the time of shipment, which is sent back by them
to the RBI. The duplicate copy of the form is submitted to the negotiating bank along with
other documents after shipment of the goods. It is also sent to the RBI by the bank. When
an exporter wants to retain the proceeds in the importing country, with agent or branches
abroad, the exporter has to seek the permission of Reserve Bank of India.

PP Form: Used for exports to all countries by parcel post, except there made a “Value
Payable” or “Cash on Delivery” basis.

VP/COD Form: Used for exports to all countries by parcel post under arrangement to
realise proceeds through postal channels on “Value payable” or “Cash on Delivery” basis.

Softex: Used for export of computer software in non-physical form.
13.2.1 Disposal of Export Documentation Form

GR forms covering export of goods other than jewellery should be completed by the exporter in
duplicate and both the copies should be submitted to customs at the port of shipment. Customs
will give their running serial number on both the copies of GR forms after verifying the particulars
and admitting the corresponding shipping bill. The value declared by exporter will also be
verified by customs and they will also record the assessed value. Duplicate copies will be
returned to exporter and customers for onward submission to Reserve Bank of India which will
retain the original. Duplicate copy of GR form will again be presented to customs at the time of
actual shipment. After examination of goods and certifying the quantity passed for shipment,
the duplicate copy will again be returned to the exporter for submission to the authorised
dealer. However, an exception to submission of GR forms to the customs authorities has been
made in case of deep-sea fishing.

The PP forms are to be presented to an authorised dealer for counter signatures. The authorised
dealer will countersign the form only if the post parcel is addressed to his branch or correspondent
bank in the country of import. The concerned overseas branch or correspondent is to be instructed
to deliver the post parcel against payment or acceptance of relevant bill as the case may be. The
authorised dealer will return the original PP form after countersignature to the exporter and he
will retain the duplicate. The original PP form should then be submitted to post office along
with the parcel.

!
Caution In case of VP/COD forms only one copy is required to be completed and submitted
to post office along with the relative parcel at the time of dispatch.
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 station/satellite links. The export of computer software in physical

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