Pro-forma Invoice, Commercial Invoice, Consular Invoice, Packaging List, Certificate of origin, Certificate of inspection, GSP

1. Commercial Documents
 Pro-forma Invoice
 Commercial Invoice
 Consular Invoice
 Packaging List
 Certificate of origin
 Certificate of inspection

2. 1. Pro-forma Invoice
 A pro-forma invoice is an invoice sent to the buyer before the shipment, giving
the buyer a chance to review the sale terms (quantity of goods, value,
specifications) and get an import license, if required in their country.
 It also allows the buyer t0 work with their bank to arrange any financial process
for payment. For example, to open a Documentary Credit (Letter of Credit), the
buyer’s bank will use the pro-forma invoice as a source of information.
 The exporter/seller should not send their customer a proforma invoice unless
they fully understand what they are offering to the buyer.
 If no changes are required on the pro-forma invoice after the buyer reviews it,
the exporter can simply change its date and title and turn it into a commercial
invoice.

3. 2. Commercial Invoice
 A commercial invoice is prepared by the seller/exporter and addressed to
the buyer/importer, and is one of the first documents prepared when a
transaction has been agreed upon. Commercial invoice or export invoice is
a seller’s bill for merchandise. It is a basic document in export transaction.
 The invoice contains information about the description of goods, value of
goods, terms of shipment, marks and numbers of packages, date, name
and address of the buyer and seller, name of shipping vessel, port of
destination, terms of delivery and payments, etc.

4.  The exporter needs this document for other purposes also such as:
 Obtaining export inspection certificate
 Getting excise clearance
 Getting customs clearance
 Securing such incentives as cash compensatory support (CCS) and import
license.

5. 3. Consular Invoice
 For exchange control and balance of payments reasons, some countries do not
allow the import of merchandise unless accompanied by a certificate issued by
one of its officials in the exporter’s country. These certificates evidence that the
shipment meets certain statutory or other regulations of the importing
country. A consular invoice is an original or copy of an invoice, which has been
originally signed and/or stamped y a consulate general.
 Features of consular invoice as follows:
 It is usually issued on the specified form by the consulate of the importing country
situated in the exporting country.
 It gives a declaration about the true value of goods shipped.
 The customs authorities of importing company charge based on the value on
consular invoice.

6. 4. Packing List
 A packing list is a consolidated statement of the contents of a number of
cases or packs. It gives a detail of the number of goods which are being
exported and the form in which these are sent. The description is given in
such a manner as to permit checks of the contents by the customs on
arrival at the port of destination as well as by the recipient.
 Packing list should contain information such as
 Invoice number and date
 Names of exporter and importer
 Country of origin and country of final destination
 Marks and number of containers
 Description of goods, quantity, etc.

7. 5. Certificate of Origin
 A certificate of origin is a certificate which specifies the country of the
production of goods. The customs law of a country may require this
certificate before clearance of goods and assessment of duty. Some
countries may offer preferential tariff to Indian goods and the importing
country would like to see that this concession is allowed on those goods
only. This certificate may also be required when goods of a particular type
are banned from certain countries.
 The federation of Indian Chambers of Commerce and Industry, Export
Promotion Councils and various other trade organisations have been
authorized by the Government of India to issue a certificate of origin. The
Chambers of Association issue these certificates on their printed forms.

8. 6. GSP Certificate of Origin
 Goods which get the benefit preferential import duty treatment in
countries which implement the Generalised System of Preferences (GSP)
should be accompanied by the GSP certificate of origin. This certificate is
given on the forms prescribed by the importing countries.

9. 7. Certificate of Inspection
 To ensure proper quality of goods, exportable goods are inspected before
being despatched for export. Export Inspection Council of India (EIC) issues
such certificate in India. Some countries have made this certificate
compulsory for goods being imported.
 When goods are ready for despatch, the exporter will request EIC to send
persons for inspection of goods. The inspectors check the goods against
prescribed quality standards. If they are satisfied with the quality then
goods are packed in the presence of inspection staff and a certificate to
this effect is issued. This certificate is a part of document being sent to the
importer.