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What is port registration? A guide on port registration process

Learn about port registration with this guide. Understand the role, document requirements, and steps for registering at ports for seamless exports.

Imagine you're an exporter shipping textiles to Europe. Without proper port registration, your shipment could face delays or even penalties at the port, causing disruptions to your business. Port registration helps ensure smooth and seamless shipping for international consignments and is a crucial step in the export process. In this blog post, we will discuss what port registration involves, the necessary documents, and how to register.

What is port registration?

Port registration is the process by which exporters register their business and products with specific ports, allowing them to ship goods internationally. Port registration is a legal requirement for exporters shipping goods from Indian ports. It ensures compliance with Indian export regulations and helps businesses obtain the necessary clearances and permits for exporting to other countries.¹

The role of port registration in exports

Port registration plays a vital role in streamlining export processes by providing exporters access to essential port facilities. It grants exporters legal permission to utilize particular ports for international transportation of products. It helps businesses comply with port regulations and secure permits, ensuring that all documentation is properly registered. This facilitates smooth cargo handling and faster customs clearance. A registered exporter can also access specialized services like warehousing, cargo tracking, and reduced waiting times, improving overall logistics efficiency.²

Documents required for port registration

Below are some of the primary documents required for first-time port registration:
• Importer Exporter Code (IEC) copy
• GST registration certificate
• PAN card of the business
• Aadhaar card of proprietor or individual
• Canceled cheque
• Authorized Dealer (AD) code
• Authorization letter to Customs House Agent (CHA)
• Forwarding Letter to Assistant Commissioner of Custom of Desired Port

In addition to the above documents, exporters who have previously registered may need the following additional documents:

• Latest and past shipping bill from any EDI port
• Balance sheet from previous year
• Copy of the last filed IT return, VAT, or sales tax return
• GST returns for the last six months

Step-by-step port registration process

Here are some key steps in the port registration process:

Step 1: Select the right port

Selecting the right port is vital for smooth exports. Consider the following:

• Proximity: Pick a port close to your factory to minimize transport time and costs.
• Market access: Ensure the port connects directly to your target market to speed up delivery.
• Facilities: Check if the port can handle any special needs for your goods.

Step 2: Connect with port authorities

After selecting a port, you can contact the relevant authorities by taking the following steps:

• Research: Gather information on registration processes and contact details.
• Contact: Use email, phone, or online forms to initiate communication.
• Inquire: Get information on required documents and any specific submission guidelines.

Step 3: Submit documents

Submit the necessary documents such as a bill of lading, commercial invoice, packing list, AD code, etc. to the port authorities.

Step 4: Verification and approval

After submitting documents, the port will verify the application. The following steps are involved:

• Document review: Authorities check for accuracy and compliance with regulations.
• Potential issues: Port authorities may contact the applicant in the event of document discrepancies, regulatory issues, or requests for additional information.⁴

Step 5: Register AD code with exporting ports

Present your AD code letter to the customs authority at any exporting port. Registering your AD code with customs at each port can help ensure smooth customs clearance during import-export activities.⁵

Things to remember after port registration

After port registration, there are a few things you should keep in mind to ensure seamless export operations:

Coordinate with freight forwarders:
Freight forwarders play a vital role in transporting your goods from the port to their final destination. Coordinate with them to discuss shipping routes, transportation modes, and list of necessary documentation.

Adhere to customs procedures:
Customs clearance is crucial for verifying goods and assessing duties. Adhering to customs regulations is essential to avoid delays or penalties. Accurate documentation from the port registration phase will help expedite this process.

Conclusion

Port registration is a vital step for any business exporting goods from India. It streamlines the export process and reduces the risk of delays or fines by ensuring compliance with regulations. E-commerce exporters who frequently send high-volume shipments to foreign markets should understand key aspects of port registration for a streamlined and hassle-free export experience. Additionally, they can also leverage the tools and services offered by e-commerce exports programs like Amazon Global Selling.

Amazon Global Selling: Easy e-commerce exports and hassle-free shipping

If you are a business owner and you want to sell your products to the world, Amazon Global Selling enables you to list and sell ‘Made in India’ products on 18 Amazon global marketplaces. As an e-commerce export program, Amazon Global Selling provides support and guidance at every step of your export journey, connecting you to Amazon’s Service Provider Network for tailored compliance, payments, and logistics support.

Registered sellers can choose to ship their products by themselves through Merchant Fulfilled Network (MFN) or they can opt for fulfilment by Amazon (FBA) and outsource order fulfilment to Amazon including packing, storage, delivery, and returns. Amazon Global Selling simplifies the process of international shipping to the world, helping businesses navigate customs and reach a vast audience.

Frequently Asked Questions

1. Is port registration mandatory for exports in India?

Yes, port registration is a must for any business looking to export products from India. It acts as a legal permit for exporters to transport their goods overseas through specific ports. Without port registration, businesses cannot lawfully export products from Indian ports.

2. What are the documents required after port registration?

Exporters must maintain and deliver documentation such as the port registration certificate, an updated IEC, a GST certificate, and any other documents sought by port authorities for compliance checks and annual renewals. It's also essential to regularly update the ICEGATE portal with any modifications to the company's details.

Published on November 6, 2024.

Sources:

1. https://www.gfebusiness.org/exim-tips/process-of-port-registration/
2. https://www.citrusfreight.com/resource/blog/port-registration-for-export-in-india
3. https://www.citrusfreight.com/resource/blog/port-registration-for-export-in-india
4. https://www.gfebusiness.org/blog/port-registration-for-export-in-india/
5. https://signyourdoc.com/pages/icegate-ad-code

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*Map not to scale. The map has been used for design and representational purpose only, it does not depict the geographical boundaries of the country. These do not conform to the external boundaries of India recognized by the Survey of India.