Export Declaration Forms During Foreign Trade

By | December 21, 2016

All exports to which the requirement of declaration applies must be declared on appropriate forms. These forms are as follows:

  • GR Form (in duplicate): It is used to export to all countries other than Nepal and Bhutan.
  • PP Form (in duplicate): It is used to export to all countries other than Nepal and Bhutan by parcel post.
  • SOFTEX Form (in triplicate): It is used to export computer software in non-physical form.
  • SDF Form: The Statutory Declaration Form (SDF) is required in case of exports where shipping bills are electronically processed.

Procedures for Furnishing the Forms:

The declaration form GR (in duplicate) shall be submitted in duplicate to the Commissioner of Customs. After duly verifying and authenticating the declaration form the Commissioner of Customs will forward the original form to the nearest office of the Reserve Bank. The duplicate form is handed over to the exporter for being submitted to the authorized dealer with whom the export document are negotiated.

The declaration form PP (in duplicate) shall be submitted to the authorized dealer in foreign exchange named in the form. The authorized dealer shall countersign on the form and hand over the original form to the exporter. The exporter will submit the form to the postal authorities through which the goods are being despatched. The postal authorities after despatch of the goods shall forward the declaration form to the nearest office of the Reserve Bank of India. On realization of export proceeds, the authorized dealer shall after due certification submit the duplicate form to the nearest office of the Reserve Bank.

Export of Computer Software:

Export of Computer Software in physical form is done of GR/PP forms. Export of computer software in non-physical form should be declared on SOFTEX form. The SOFTEX form is submitted in triplicate. Each exporter will have to designate a single branch of an authorized dealer to whom the export documents are submitted. Valuation of exports will be done by officials authorized by the Department of Electronics, Government of India. After verifying all the three copies of SOFTEX forms, the official will directly forward the original copy to the office of Reserve Bank of India under whose jurisdiction the exporter falls. The certified duplicate SOFTEX forms will be returned to the exporters together with all supporting documents and bills drawn on overseas buyers. The triplicate copy will be retained by the designated official for the record to the Department of Electronics.

SDF Form is appended by the exporter to the shipping bill. The customs officer verifies and authenticates the declaration in SDF. The shipping bill marked Exchange control copy where SDF has been appended, is handed over to the exporter. The exporter submits it to the authorized dealer.