Understanding Steps and Objectives in Export Procedure

Are you looking to grow your business by reaching customers worldwide but feel overwhelmed by the complexities of exporting?

Exporting presents a huge opportunity for small and medium-sized businesses in India, but it can also be daunting. With paperwork, regulations, and logistics to consider, the process can seem more like a hurdle than a path to growth. Logistics costs in India account for 13-14% of the value of goods shipped, which is higher than global averages of 8-10%, making them a key issue for exporters.

In this article, we'll simplify the key steps of the export process. From market research to compliance, shipping, and payments, we'll provide the practical insights you need to take your products global. You'll also learn about government schemes that can help reduce costs and risks.

By the end, you will have a clear, actionable roadmap for expanding your business into international markets. Let's begin.

Step-by-Step Breakdown of the Export Procedure

1. Market Research & Identifying Export Opportunities

The U.S. Bureau of Labor Statistics reports that about 20% of new businesses fail within the first two years and 45% within the first five years. This underscores the need for careful planning, significantly when expanding into international markets. 

Before preparing shipments for global delivery, it's essential to understand where to send them. Effective market research is the key to a successful export strategy. Entering markets with little demand for your product can lead to wasted resources and missed opportunities.

How to Proceed:

• Identify Potential Markets: Research countries where your product has the potential to succeed by analyzing industry trends, demand, and local competition.
• Utilize Resources: Leverage online platforms, government trade reports, and export promotion councils to gather relevant data.
• Assess Market Conditions: Look for markets with unmet demand for your product or where you can offer superior alternatives to local options.
• Understand Regulations: Familiarize yourself with local regulations, import tariffs, and potential trade barriers to ensure smooth market entry.

After pinpointing the right markets and their requirements, you must ensure that your product is ready to meet those demands.

2. Preparing Your Product for Export

Once you've identified the right markets, the next step is preparing your product for international sale. This step is often overlooked but can be crucial in ensuring your product complies with both Indian and international standards.

• Compliance with Standards: 

Ensure your product meets the legal and quality standards of the destination country. This may involve certification, testing, and adherence to local labeling and packaging laws (e.g., CE mark for the EU, CPSIA for the US).

• Packaging Requirements: 

International buyers expect products to be securely packaged for long transit times and to meet the requirements of their destination country. These may include tamper-proof seals, specific material restrictions, or eco-friendly packaging standards.

Once your product meets all legal and quality standards, the next step is connecting with buyers who are a good fit.

3. Finding Buyers & Negotiating Terms

Once your product is ready, it's time to find buyers. You can either approach potential customers directly or work with distributors or agents in the target country. It's important to choose partners who know the local market and have a good network.

When you find the right buyer, the next step is negotiating the terms of the sale. This includes price, payment methods, delivery times, and, most importantly, Incoterms (International Commercial Terms). Incoterms define the responsibilities of both the seller and the buyer regarding delivery, risks, and cost.

Standard payment terms include:

• Advance payments (where the buyer pays upfront)
• Letters of Credit (a bank guarantee to ensure payment)
• Open account transactions (trust-based payment)

After establishing strong relationships and clear agreements with your buyers, it's time to complete the required documentation and meet compliance standards.

4. Export Documentation & Compliance

Exporting from India requires meeting specific documentation and regulatory requirements, which include obtaining the necessary licenses. This is a critical step for ensuring your export is legal and compliant with both Indian and international laws.

Obtaining Export Licenses in India

Before you can start exporting, specific licenses may be required depending on the nature of the goods you're selling. Here's a brief overview of the most common licenses you may need:

• Import Export Code (IEC)
  IEC is a mandatory requirement for all Indian exporters. Issued by the Directorate General of Foreign Trade (DGFT), the IEC allows you to engage in export activities, open a foreign transaction bank account, clear goods through customs, and receive international payments. You can apply for the IEC online through the DGFT portal.
• Exporter Importer Registration with Customs
  In addition to the IEC, you need to register with Indian Customs to facilitate smooth customs clearance for your goods. This is typically done once you have your IEC and is necessary for all export activities.
• Export Licenses for Restricted Products

While many goods are freely exportable, certain products (e.g., chemicals, pharmaceuticals, or agricultural goods) require specific licenses due to regulatory concerns. You can check whether your products are restricted or need a permit by consulting the DGFT or related authorities.

• Authorization from Export Promotion Councils (EPCs)
  Depending on your product type, you may need to register with an Export Promotion Council (EPC), which supports and promotes exports in various sectors. For example, the Handloom Export Promotion Council or the Chemicals Export Promotion Council might be relevant for specific industries. They also provide certifications required for export documentation.
• Foreign Trade Policy Compliance
  India's Foreign Trade Policy (FTP) governs export activities. It is essential to familiarize yourself with this policy, which outlines rules, incentives, and export restrictions and provides guidance on the necessary licenses for certain exports.

Other Export Documentation You Need To Obtain

Once your licenses are in place, you'll need to gather the necessary export documentation. Here's an overview of the most common documents you'll encounter:

• Commercial Invoice: The invoice outlines the sale details, such as product description, quantity, price, and payment terms. It acts as the primary document for customs clearance.
• Packing List: A detailed breakdown of the goods being exported, including their weight, dimensions, and packaging type.
• Bill of Lading: Issued by the shipping company, it acts as proof of shipment and allows the buyer to claim the goods.
• Certificate of Origin: This document certifies that the goods were manufactured or produced in India. It's often required for tariff purposes and trade agreements between countries.

With all your documentation in order, the next step is to manage the shipping and logistics to ensure your products reach their international destinations smoothly.

5. Shipping & Logistics for Indian Exporters

Now that you have the product, buyer, and paperwork in place, the next step is logistics, getting your product to the buyer. This involves choosing the best shipping method (sea, air, or land) based on your product's nature and destination.

Shipping Considerations:

Choose the Right Shipping Method:

• Air Freight: Ideal for perishable goods or products requiring quick delivery.
• Sea Freight: Cost-effective for heavier, bulkier items.
• Land Transport: Suitable for neighboring countries or regions accessible by road or rail.

Understand Customs Procedures: 

• Each country has different import rules and duties. Ensure compliance to avoid delays and additional costs.

Once your goods are en route, securing payment and managing associated risks become paramount to safeguarding your export transactions.

6. Payment Methods & Risk Management

The final step is securing payment for your goods and managing the risks associated with international trade. Payment terms are crucial here. You'll need to choose the right method to ensure you get paid and manage the risks associated with cross-border transactions.

Securing Payments:

Choose the Right Payment Method:

• Advance Payments: Reduces risk but may deter some buyers.
• Letters of Credit (LC): Provides security as the buyer's bank guarantees payment upon meeting specified terms.
• Open Account Transactions: Relies on trust but poses higher risks.

Managing Risks:

• Export Credit Insurance: Offered by the Export Credit Guarantee Corporation (ECGC) in India, it protects against payment risks like buyer insolvency, political instability, and non-payment.
• Currency Management: Use hedging instruments to mitigate the impact of currency fluctuations on your profitability.

Beyond managing risks, exploring government incentives can also help reduce costs and make exporting more feasible for SMEs.

Export Incentives and Government Schemes

Expanding into global markets can be expensive and risky. Fortunately, the Government of India offers several export incentives and schemes designed to support small and medium-sized enterprises (SMEs). These schemes help reduce costs, mitigate risks, and make your business more competitive internationally.

Key Export Incentives and Schemes:

How do These Incentives Help SMEs?

These government schemes can provide significant advantages to Indian SMEs engaged in exporting. Here's how they can directly benefit your business:

• Cost Reduction: Schemes like MEIS, Duty Drawback, and EPCG reduce upfront exporting costs, enabling competitive pricing.
• Risk Management: ECGC insurance protects against financial risks associated with non-payment.
• Access to Capital: Interest subsidies from the Interest Equalization Scheme and EPCG provide affordable financing options.
• Enhanced Competitiveness: Reduced costs and better financing make your products more competitive in international markets.

While government schemes provide significant support, a streamlined approach to managing exports can make a world of difference. 

For businesses seeking additional tools to simplify the export process, platforms like Pazago offer valuable solutions.

Simplifying the Export Process with Pazago

Exporting offers tremendous opportunities, but it also comes with its own set of complexities—whether managing regulations, shipping logistics, or handling payments. Fortunately, Pazago is here to simplify these tasks, reduce manual errors, and help you stay compliant with international trade regulations. 

Whether you're just starting or are already experienced in export, Pazago streamlines the entire process. Here's how Pazago helps with the key aspects discussed throughout this article:

1. Simplified Documentation and Compliance

Challenge: Export documentation can be cumbersome, and ensuring compliance with international trade laws takes time and effort.

How Pazago Helps: Pazago automates the creation of export documents such as invoices, packing lists, and lading bills. 

2. Minimizing Shipping Delays

Challenge: Shipping delays, often caused by incorrect documentation or miscommunications, can impact your deadlines and customer relationships.

How Pazago Helps: With real-time shipment tracking and seamless logistics management, Pazago helps ensure that your shipping details are accurate and that your goods move efficiently. 

3. Currency and Payment Management

Challenge: Currency fluctuations and delayed payments can affect your cash flow and overall profitability.

How Pazago Helps: Pazago supports multi-currency invoicing, enabling you to manage cross-border payments securely. 

4. Navigating Foreign Regulations

Challenge: Different countries have varying rules and standards, making it difficult to ensure compliance and avoid costly mistakes.

How Pazago Helps: Pazago keeps you informed about the latest trade regulations, ensuring your business stays compliant with international laws. 

5. Managing High Shipping Costs

Challenge: Shipping internationally can be expensive, especially when dealing with large or bulky shipments.

How Pazago Helps: Pazago offers integrated freight management, letting you compare shipping rates from various providers, so you can choose the most affordable option for your needs.

Why Choose Pazago for Your Export Needs?

Pazago is designed to streamline and simplify every aspect of the export process. For Indian SMEs looking to expand internationally, Pazago offers:

• Ease of Use: The platform's intuitive interface makes it easy to manage your export operations, regardless of your experience level.
• Comprehensive Solution: Pazago provides an all-in-one platform that covers everything from document generation to payment tracking, saving you time and reducing manual tasks.
• Real-Time Updates: Get real-time updates on shipments, payments, and order statuses, ensuring you have full visibility and control every step of the way.
• Global Capabilities: Pazago supports multi-currency and multi-country features, making it ideal for businesses looking to scale their operations internationally.

By adopting Pazago, you can simplify your export journey, reduce risks, and focus on growing your business globally. 

Make Exporting Simple. Join Pazago Today!