Free Export Decleration Form in PDF

Instructions on Writing Export Decleration

When preparing to send goods abroad, accurately completing the Export Declaration Form is crucial. This form ensures that the necessary details about the goods being exported are communicated effectively to customs authorities. It is essential for compliance with export regulations and for the smooth transition of goods across borders. Below are the steps to fill out the Export Declaration Form properly:

1. Begin with the General Information section. Fill in the Customs Security No., Form No., and specify the Nature of Cargo. Include the Shipping Bill No. & Date and select the Mode of Transport by checking the appropriate box (Air, Land, Sea, Post/Couriers, etc.).
2. Select the Category of Exporter that applies to your situation (Custom DTA units, SEZ, 100% EOU, etc.) and, if applicable, provide the RBI approval no. & date.
3. Enter the IE Code and AD code, followed by the Exporter's Name & Address, and the AD Name & Address.
4. Fill in the Consignee’s Name & Address and select the Mode of Realisation for the payment from the options provided (L/C, BG, Others).
5. Specify the Port of Loading / Source Port in case of SEZ exports and name of the Indian bank and AD code, in case of LC/BG.
6. Include the Country of Destination and the Port of Discharge. Indicate whether the payment will be received through ACU by checking Yes or No.
7. Provide details about the Export including the Let Export order (LEO) Date, General Commodity Description, State of Origin of Goods, Total FOB value in words (INR), and the Custom Assessable value (INR).
8. Move to section 2 for Invoice-Wise details of Export Value. If your shipping bill includes more than one invoice, repeat this block for as many invoices as necessary. Include the Invoice No., Currency, Nature of Contract, Invoice date, and Invoice Amount. Specify the financial details including FOB Value, Freight, Insurance, Commission, Discount, Other Deduction, and Packing Charges to determine the Net Realisable value.
9. If the export is under FPO/Couriers, fill in the Name of the post Office and the Number & date of Parcel receipts in section 3.
10. In the Declaration by the Exporters section, confirm the accuracy of provided information and compliance with RBI guidelines regarding foreign exchange. Insert the date and sign the declaration.
11. The last section is reserved for the competent authority (Custom/SEZ), where an official will certify the declaration and provide a signature and date.

Remember to carefully review all the information entered on the form for accuracy and completeness before submission. Ensuring that all details are correct will facilitate a smoother export process and help avoid delays or complications with customs authorities. Strike out any sections that are not applicable to your specific export situation to avoid confusion.

What is the purpose of the Export Declaration Form?

The Export Declaration Form serves as a critical document for exporters, declaring to customs authorities the full details of the goods being shipped out of the country. It includes information such as the nature of cargo, mode of transport, exporter's details, consignee’s details, and the financial aspects, like mode of realization and total value. This form ensures that the export complies with local laws and regulations, aids in the calculation of customs duties, and facilitates the tracking of goods internationally.

Who needs to fill out the Export Declaration Form?

All exporters who intend to send goods internationally are required to fill out the Export Declaration Form. This includes various categories of exporters such as those operating under the Customs Department (DTA units), Special Economic Zones (SEZ), 100% Export Oriented Units (EOUs), status holder exporters, and those with the approval of the Reserve Bank of India (RBI). It ensures compliance with export regulations and assists in the legal transport of goods across borders.

How do exporters choose the mode of transport on the form?

Exporters must select the mode of transport for their goods based on the nature of the cargo, destination, cost, and delivery timelines. The Export Declaration Form provides options such as Air, Land, Sea, Government, Post/Couriers, and others. The selection is made by ticking the appropriate box on the form. This choice impacts the route and handling of the shipment, thereby requiring careful consideration by the exporter.

What is the significance of the IE Code and AD Code listed on the Export Declaration Form?

The Importer Exporter (IE) Code is a unique identification number required by all exporters and importers in India. The Authorised Dealer (AD) Code is a code given to authorized bank branches dealing with foreign exchange. Both these codes are mandatory on the Export Declaration Form. The IE Code identifies the exporter and ensures compliance with export regulations. At the same time, the AD Code helps in tracking the transactions related to the export through banking channels, facilitating the smooth transfer of funds and adherence to financial regulations.

What is the declaration by the exporters section about?

This section of the Export Declaration Form is a formal undertaking by the exporter stating that the information provided is accurate and truthful. It includes a declaration of ownership of the goods, a commitment to repatriate the proceeds of the sale as per the stipulated regulations, and an assertion that the exporter is not on the Reserve Bank of India's Caution List. This declaration is essential for legal accountability and to ensure that the export transaction adheres to the Foreign Exchange Management Act, 1999.

Filling out an Export Declaration Form accurately is crucial for compliance with export regulations and to ensure a smooth customs process. However, several common mistakes can lead to delays, fines, or even rejection of the export. Here are nine mistakes frequently made:

First, exporters often overlook the importance of providing complete and accurate general information, such as the Customs Security Number, Form Number, and the nature of the cargo. Missing or incorrect information in these fields can cause significant delays.

Second, incorrectly selecting the mode of transport can complicate the customs process. Whether the goods are shipped by air, land, sea, or other means, it's vital to check the appropriate box accurately to reflect the nature of the shipment.

Third, the category of exporter is another area prone to errors. It's essential to correctly identify whether the export falls under categories such as custom (DTA units), SEZ, 100% EOU, or warehouse export, among others. Misclassification can result in processing errors.

Fourth, errors in the Exporter's Name & Address and Consignee’s Name & Address sections are common. Inaccuracies here can lead to issues in shipment delivery and customs clearance.

Fifth, misunderstanding the mode of realization can also be problematic. Whether the payment is received through L/C, BG, or others, accurately indicating the payment method is crucial for financial compliance.

Sixth, inaccurately reporting the port of loading or source port in case of SEZ exports can lead to misrouting or other logistical challenges.

Seventh, when filling out the invoice-wise details of export value, a common mistake is failing to accurately report the invoice currency, nature of the contract, and the amounts in foreign currency (FC) and Indian Rupees (INR). This can affect the financial accuracy of the document.

Eighth, under the "Applicable for Export under FPO/Couriers" section, neglecting to provide the correct name of the post office or the number and date of parcel receipts can lead to complications with shipments handled through postal or courier services.

Ninth, the declaration by the exporters is often filled out incorrectly or incompletely. Exporters must ensure that they accurately complete this section, affirming the truthfulness of the information provided and their compliance with foreign exchange regulations. Failure to properly sign and date this section can invalidate the entire document.

Avoiding these common mistakes can significantly ease the export process, ensuring compliance with all regulatory requirements and facilitating a smoother transaction and delivery process.

When businesses venture into international trade, the paperwork involved can be considerable. The Export Declaration form is a critical document, but it rarely travels alone. Alongside it, several other forms and documents often make their way through the bureaucratic process. Each plays a key role in ensuring that the export procedure runs smoothly and complies with all legal requirements. Let's delve into some of these accompanying documents.

• Commercial Invoice: This document provides comprehensive details about the transaction between the exporter and the buyer. It includes information about the parties involved, a detailed listing and description of the goods being shipped, the terms of sale, and the agreed upon prices. It serves as a proof of sale and is crucial for customs clearance.
• Bill of Lading: For goods shipped by sea, the Bill of Lading is a must. It acts as a contract between the owner of the goods and the carrier. Besides, it serves as a receipt for the shipped products. For air shipments, an Airway Bill performs a similar function.
• Packing List: This document accompanies the Commercial Invoice, providing a detailed breakdown of the goods in the shipment. It includes weights, dimensions, and the packaging type used. Customs officials use the Packing List to verify the cargo and ensure everything is accounted for.
• Certificate of Origin: Given its significance in determining the tariff treatment of shipped goods, the Certificate of Origin specifies the country in which the goods were manufactured. It is used by customs to confirm the product’s eligibility for import, and whether it qualifies for any preferential treatment under trade agreements.

Navigating the maze of export documentation is a complex task, requiring attention to detail and an understanding of international trade laws. The Export Declaration form lays the groundwork, but the inclusion of documents like the Commercial Invoice, Bill of Lading, Packing List, and Certificate of Origin ensures that goods cross borders in compliance with global trade regulations. With these documents in hand, exporters can anticipate a smoother customs clearance process, paving the way for their products to reach international markets.

The Bill of Lading is a document with similarities to the Export Declaration Form, fundamentally serving as a contract between the exporter and the carrier detailing the transport of goods. It specifies the nature of the cargo, mode of transport, and details of the shipping route, echoing elements present in the Export Declaration Form. This document also acts as a receipt of shipment when the cargo is delivered at the destination.

The Commercial Invoice, much like the Export Declaration Form, includes detailed information about the transaction between the exporter and the buyer. It lists the exporter’s and buyer's names and addresses, detailed descriptions of the goods, their value, and the terms of sale, which can resemble the invoice-wise details of export value section within the Export Declaration Form. The commercial invoice is crucial for customs clearance and determining tariff rates.

The Certificate of Origin is another document similar to aspects of the Export Declaration Form as it certifies the country in which the goods were manufactured. The Export Declaration Form includes information about the state of origin of goods, aligning with the purpose of the Certificate of Origin to satisfy customs or trade requirements.

The Packing List complements the Export Declaration Form by detailing the specifics of the cargo, such as the type and quantity of goods packaged for shipment. While the Export Declaration Form includes a general commodity description, the Packing List provides an itemized list of contents within each package, aiding in customs clearance and ensuring the accurate delivery of goods.

The Shipper’s Export Declaration (SED) is a U.S.-specific document that parallels the Export Declaration Form in its requirement for exports. It collects details about the consignor, consignee, and goods being shipped out of the country. The SED is used for export compliance and statistical purposes, similar to how the Export Declaration Form is used for tracking and regulating goods leaving a country.

The Air Waybill serves a similar purpose for air cargo as the Bill of Lading does for ocean shipping, detailing the contract of carriage. It includes information on the shipper and consignee, nature of cargo, and flight information. The Export Declaration Form also captures details on the mode of transport, which could include air transport, making these documents functional counterparts.

The Insurance Certificate is necessary for the transportation of goods, ensuring coverage against loss or damage. While the Export Declaration Form includes a section on insurance within its invoice-wise details, the Insurance Certificate provides comprehensive details on the insurance terms, policy number, and covered risks, linking their importance in international trade documentation.

The Letter of Credit (L/C), mentioned in the Export Declaration Form as a mode of realisation, represents a commitment by a bank on behalf of the buyer to pay the seller a specified sum under specific conditions. This document is crucial for financing exports and securing payment, showing a financial connection with the Export Declaration Form by facilitating international trade transactions.

The Proforma Invoice resembles the invoice aspects of the Export Declaration Form, acting as a preliminary bill of sale sent to buyers in advance of a shipment or delivery of goods. It includes details on the products, quantities, and prices for goods or services provided, serving as a negotiation tool between the exporter and the buyer before finalizing the sale.

The Import Declaration Form is the counterpart to the Export Declaration Form, required for goods entering a country. It provides customs authorities with details of the products being imported, their value, and the parties involved in the trade. The parallel between these documents lies in their function to regulate and document the movement of goods across borders for compliance and tariff assessments.

When filling out an Export Declaration form, it is essential to adhere to a set of guidelines to ensure the accuracy and compliance of the export process. Below are six things you should and shouldn't do:

• Do thoroughly review the form before filling it out to understand all the required information.
• Do provide accurate and complete information for each section, especially for general information, invoice-wise details, and the declaration by the exporter.
• Do use the correct Mode of Transport, ensuring it matches the actual method of shipment.
• Don't leave mandatory fields blank. If a section does not apply, indicate this appropriately as instructed on the form.
• Don't falsify any information, including the value of goods or the nature of cargo, as this can lead to severe legal consequences.
• Don't forget to sign and date the form in the designated areas, ensuring the exporter’s declaration is duly completed.

Accuracy in the Export Declaration form is critical for compliance with export regulations and for the successful shipment of goods. It ensures that all customs and export controls are met, avoiding any delays or legal issues. Therefore, taking the time to correctly and meticulously complete the form is in the best interest of both the exporter and the consignee.

Understanding the Export Declaration Form can sometimes be challenging, leading to a few common misconceptions. It is crucial for businesses engaged in exporting goods to recognize these misunderstandings to ensure compliance with export regulations and avoid potential delays or penalties.

• Misconception 1: The Export Declaration Form is only necessary for large shipments.

  This is not accurate. Regardless of size, the form is required for all exports that need to be declared to customs. This ensures that goods are tracked for both security and statistical purposes, helping in the proper management of exports from the country.

• Misconception 2: Digital submissions are not accepted; only paper forms must be used.

  Contrary to this belief, many countries now accept or even require digital submissions of the Export Declaration Form. This transition to digital formats streamlines the process, making it faster and more environmentally friendly.

• Misconception 3: Once submitted, the Export Declaration Form cannot be amended.

  Corrections or amendments can usually be made after submission, but the process for doing so depends on the customs regulations of the exporting country. It's important to check these details promptly to mitigate any issues.

• Misconception 4: All exports require the Reserve Bank of India (RBI) approval number.

  This is not always the case. The requirement for an RBI approval number depends on the nature of the cargo and the specific regulations applicable to it. While some exports may require RBI approval, others do not.

• Misconception 5: Payment details need not be fully disclosed if the transaction does not involve a Letter of Credit (L/C) or a Bank Guarantee (BG).

  Every transaction's payment method must be declared, regardless of whether it involves an L/C, a BG, or other forms of payment like advance payment or remittances. This ensures transparency and facilitates the tracking of export revenues.

• Misconception 6: The "Declaration by the Exporters" section is merely a formality and lacks legal importance.

  This section is a critical part of the document. By signing it, the exporter legally attests to the accuracy of the information provided and commits to adhere to the export regulations, including the repatriation of foreign exchange earnings. It carries significant legal implications regarding compliance with foreign exchange management laws.

A correct understanding of the Export Declaration Form and its requirements is essential for businesses to ensure efficient and lawful international trade. Dispelling these misconceptions allows exporters to better navigate the complexities of international regulations, contributing to smoother transactions and compliance with global trade protocols.

Filling out and using the Export Declaration form is a crucial step in the process of international trade. Here are seven key takeaways to ensure that this task is carried out accurately and effectively:

• Complete All Required Sections: Ensure that every mandatory field in the form is completed, including General Information, Invoice-Wise Details of Export Value, specific information for exports under FPO/Couriers, and the Declaration by the Exporters.
• Detail the Nature of Cargo: Clearly specify the nature of the cargo being shipped. This helps in proper categorization and handling during the export process.
• Mode of Transport: Selecting the correct mode of transport (Air, Land, Sea, Post/Couriers) is essential for accurate logistics planning and compliance with shipping regulations.
• Accurate Exporter and Consignee Information: Provide complete and accurate details for both the exporter and the consignee, including names, addresses, and relevant identification codes, to avoid delays or issues during customs processing.
• Financial Details: Accurately fill in financial information including the mode of realisation, total FOB value, custom assessable value, and invoice details. Ensuring these figures are correct is crucial for financial compliance and for avoiding penalties.
• Legal Declarations: The declaration section must be filled in with the utmost honesty and accuracy, as this is your legal assertion that all information provided is true and in compliance with export regulations.
• Ensure Compliance with RBI Guidelines: When declaring that the value received from the buyer represents the export value contracted, ensure you are also in compliance with the Reserve Bank of India's regulations regarding foreign exchange and realization periods.

Attention to detail when completing the Export Declaration form is crucial for the lawful and successful export of goods. It not only helps in complying with legal requirements but also in smoothing the process of international trade.