Phase 1: Contract Finalization & Pre-Shipment Setup
A legally sound export transaction begins with bilateral commercial alignment. Clear terms established at this phase eliminate downstream banking and shipment discrepancies:
- Proforma Invoice (PI): Finalizes HS Codes (8-digit Indian trade classification), buyer and seller tax identifiers (IEC/GSTIN), Port of Loading (e.g. Mundra, Nhava Sheva), Port of Discharge, Incoterms 2020, and payment structures.
- Authorized Dealer (AD) Code Registration: The exporter's bank AD Code must be electronically mapped to the specific customs port of loading on the ICEGATE portal to facilitate shipping bill validation and drawback processing.
Phase 2: Pre-Shipment Inspection & Certifications
Agricultural commodities require bio-security certifications to comply with sanitary and phytosanitary rules in destination jurisdictions:
- Phytosanitary Certificate: Issued by the Plant Quarantine Authority of India following physical warehouse/container inspection and certified fumigation (Methyl Bromide / Phosphine). Confirms cargo is free from regulated plant pests.
- SGS / Intertek Survey Audit: Independent surveyors verify physical sizing, moisture, packaging seal integrity, and weight tallies at the port CFS before container doors are closed.
- Certificate of Analysis (COA): Laboratory test report verifying technical parameters (e.g., curcumin content in turmeric, protein in wheat, aflatoxin compliance in chillies).
Phase 3: Customs Clearance & Port Gates (ICEGATE)
Goods cannot enter international sea corridors without rigorous Indian Customs authorization:
- Shipping Bill (S/B) Filing: Filed electronically on ICEGATE by the Customs Broker (CHA) declaring HS code, invoice value, Letter of Undertaking (LUT) zero-rated GST details, and export incentive claims (RoDTEP).
- Let Export Order (LEO): Once container seals and documentation are validated by the customs preventive officer at the port terminal, LEO approval is granted. Cargo cannot be loaded onto the ocean vessel without LEO.
Phase 4: Cargo Transit & Carriage Title Documents
Upon ocean vessel departure, the primary documents of carriage and title are generated:
- Ocean Bill of Lading (B/L): The definitive title document. Must state "Shipped on Board" rather than "Received for Shipment". Issued as 3 Originals and 3 Non-negotiable copies.
- Certificate of Origin (COO): Issued by the DGFT Common Digital Platform or local Chamber of Commerce, enabling the importer to avail preferential tariff treatment under bilateral trade pacts (e.g., India-UAE CEPA).
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