Export order execution

Phase 1: The Foundation – Order Confirmation and Preparation

A successful export starts long before the goods leave the warehouse. This initial phase is all about due diligence and laying the groundwork.

1. Order Review and Confirmation

• Action: Thoroughly review the Proforma Invoice, Purchase Order, or Letter of Credit (L/C).

• Key Checks: Confirm product specifications, quantity, Incoterms (e.g., FOB, CIF), delivery timeline, and, most critically, the payment terms.

• Globax Advantage: We help you decode and finalize complex contracts, ensuring your interests are fully protected and compliant with international standards.

2. Regulatory Compliance & Licensing

• Action: Secure all necessary export-specific documentation and registrations.

• Mandatory Documents: Ensure you have your Importer-Exporter Code (IEC) and are registered with the appropriate Export Promotion Council (EPC).

• Globax Advantage: Our Exim Documentation Services help you obtain and maintain all required certificates, preventing costly delays and penalties.

3. Production or Sourcing

• Action: Initiate the manufacturing or sourcing process, keeping the agreed-upon delivery schedule in sharp focus.

• Pro-Tip: Schedule a pre-shipment quality inspection at this stage to avoid surprises later.

Phase 2: The Logistics and Paperwork Pipeline

This is the core execution phase, where physical movement meets complex documentation. Accuracy is paramount.

4. Packaging, Marking, and Labeling

• Action: Goods must be packed securely for international transit, and marked/labeled as per the buyer’s instructions and the destination country’s customs rules.

• Key Consideration: Check if any special marking is required for hazardous or fragile materials.

5. Appointing a Logistics Partner (Freight Forwarder/CHA)

• Action: Appoint a reliable Clearing and Forwarding (C&F) agent or freight forwarder. They are your essential partners for smooth port operations.

• The Role: They manage cargo booking, pre-shipment inspection formalities, central excise/GST clearance (if applicable), and filing the Shipping Bill with customs.

6. Customs Clearance and LEO

• Action: Your agent submits the complete set of export documents (Commercial Invoice, Packing List, Shipping Bill, Certificate of Origin, etc.) to Customs.

• The Milestone: The final approval from Customs, known as the Let Export Order (LEO), is granted, permitting your goods to be loaded onto the vessel or aircraft.

7. Shipment and Bill of Lading (B/L)

• Action: Once loaded, the carrier issues the Bill of Lading (for sea freight) or Air Waybill (for air freight), which acts as a receipt of goods and a contract of carriage.

Phase 3: Finalizing the Deal – Post-Shipment and Payment

The execution process isn’t complete until the payment is secured and all government formalities are concluded.

8. Documents Negotiation and Payment Collection

• Action: Prepare the final set of required negotiable and non-negotiable documents and submit them to your bank (under the terms of a Letter of Credit) or directly to the importer (under other payment terms).

• The Goal: Secure payment as per the agreed-upon terms (e.g., T/T, L/C, CAD).

• Globax Advantage: Our expertise ensures your documentation package is 100% compliant and error-free, eliminating discrepancies that can delay or block your payment.

9. Post-Shipment Formalities

• Action: Close the loop by filing for any applicable export incentives, drawbacks, or GST refunds.

• Key Documents: Utilize the export promotion copy and drawback copy of the Shipping Bill to claim benefits.