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What Are The Essential Documents For Export Documentation?

Export documentation process demands the alignment of the major documents, stating the company’s ID proof, banking details verification, details of the export market, and a lot more. This blog discusses the essentials for export documentation in depth, i.e., importer exporter code, authorised dealer code, letter of undertaking, and importer of record. Further, you will get to know more about these with the necessary documents needed to acquire each of these codes for documentation.

Importer Exporter Code

The first of all export documentation is importer-exporter code, being the key with a business identification number. It is mandatory to export from and import to India. Import export is not made by any person unless the IEC is obtained. However, for service exports IEC is not necessary except when the service provider is availing benefits from the Foreign Trade Policy. Businesses that can acquire IEC documents are:

  • Proprietorship Firm
  • Partnership Firm
  • Limited Liability Partnership
  • Limited Company
  • Trust
  • Hindu Undivided Family (HUF)
  • Society

These firms can acquire this documentation by providing the following necessary documents as proof and for registration.

export documents

Proof of incorporation/ establishment/ registration: These types of firms need to submit the proof of incorporation/ establishment/ registration:

  • Partnership
  • Registered Society
  • Trust
  • HUF
  • Other

Next needed is the proof of the address. This proof is given through the following documents.

  • Sale Deed
  • Rent agreement
  • Lease deed
  • Electricity bill
  • Telephone landline bill
  • Mobile, post-paid bill
  • MoU
  • Partnership deed
  • Other acceptable documents (for proprietorship only):
  • Aadhar card
  • Passport
  • Voter id

Lastly, the proof of firm’s bank account is a mandate which is confirmed with the following documents.

  • Proof of Firm’s Bank Account with a Canceled Cheque and Bank Certificate.
  • An active DSC or Aadhaar of the Firm’s member for submission.
  • Active Firm’s Bank accounts to enter its details in the Application and making online payment of the application fee.

Acquire these, and follow the streamlined process to begin the process of export documentation.

Authorised Dealer Code

Navigating customs procedures and regulations is fundamental to conducting business across borders for international trade. Here, authorised dealer code is an imperative part of export documentation. It is a 14 digit code issued by the exporter’s bank holding business current account. It is acquired after the exporter is successfully registered for an Import Export Code (IEC) by Director General of Foreign Trade (DGFT).

The documents required to acquire the AD code include:

  • Bank Certificate according to Customs Public Notice No. 93/2020 dated 29.07.2020 – This certificate must be provided by the bank and must comply with the prescribed format as mentioned in the customs public notice.
  • Company PAN Card with Seal and signature: A copy of the company’s PAN (Permanent Account Number) Card, that is stamped and signed, must be submitted.
  • IEC Certificate with Seal and Signature: The Import Export Code (IEC) Certificate, serving as a unique identification number for importers and exporters. This must be authorised with the company’s seal and signature.
  • GST Certificate with seal and signature: A copy of the Goods and Services Tax (GST) Certificate, provided by the issuing authority, and with the company’s seal and signature.
  • The company canceled cheque – A canceled cheque from the company’s bank account that has the company’s name and account details need to be provided. This will verify the authenticity of the bank account that is provided for the AD Code registration.
  • Class 3 Digital Signature Certificate (DSC) – A Class 3 Digital Signature Certificate, received from a licensed Certifying Authority. This is required to ensure the authenticity and security of the online submission process.

With these documents you can apply for the AD code, with the following process-

  • Visit the business bank
  • Submit the application by visiting online.
  • Once the application process is approved, you will get the AD code letter from the bank.
  • With this code letter, you can register every code according to different locations.

Letter of Undertaking

An LUT is a formal document by one party providing assurance to another party that all the obligations will be fulfiled as required by the law.

To apply for this documentation, the companies must fulfil the following criteria.

  • The export must be done from the following areas:

Within or outside India

Places categorised as Special Economic Zones (SEZs).

  • The exporter should be a taxpayer and the services need to be registered under GST.
  • The companies accused under the CGST Act, 2017 or IGST Act, 2017 for tax evasion of Rs.2.5 crore or above cannot enrol for LUT.
  • The LUT must be provided within the exporter’s letterhead as registered under GST.
  • The exporting entity must be digitally approved with signature by the company secretary, managing director, partner and other company’s officials.

Also, the document needs to be renewed every year as it is valid only for 365 days.

Importer of Record

This part of export documentation is a person but ensures import products are documented as asked with Customs and Border Protection (CBP) in the USA. An IOR is meant for filing taxes, duties and legal documents that are related to particular imported shipment. This inspection is essential for avoiding unlawful activities and to regulate the payment of import duties.

An IOR cannot be just one but many. It can be a

Customer- The final owner of the products.

Exporter- A person exporting to the final destination country.

Consignee- An owner of the shipment, shipping for personal use.

Customs Broker- The entity hired for legal paperwork for the process of customs clearance.

Bottom Line

Acquiring each of these documents for export documentation demands much time and optimum resources, but not when you have made a smart move of exploring the digital world. One such digital platform is Amazon Global Selling, giving businesses the exposure of exports without in-depth documentation.

This online platform involves a quick registration process with minimum formalities. Fulfil these, confirm registration and begin your baby steps to drop your business’s presence overseas. The online exposure makes it more accessible to a wider world. Apply here and try your hands overseas.

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