Documents for Trade Services

Imports

Import Advance Payment

Request Letter with Debit Authority.

FEMA Declaration.

KYC Report (one time submission)

Copy of IEC (Importer Exporter Code) Certificate (One time submission).

Purchase Order ( accepted by both the parties )/ Proforma Invoice with Advance
payment terms.

Payment instruction details viz beneficiary Bank, account no. and intermediary bank etc

Form A1 duly filled and signed by the authorized signatories for payment exceeding
USD 5000.00

Bank Guarantee from Exporters bank if advance amount exceeds USD 5.00 mio or
equivalent

Undertaking for submission of Bill of Entry (BOE) within 90 days from the date of
payment for non-capital goods / 3 years in case of capital goods; or in case of non-
imports arranging for repatriation of money back into India.

In case the goods imported are in negative list of Import in India, Original valid license
for Import of Negative list item. Note: Original 'FOR EXCHANGE CONTROL
PURPOSES' of the license be called for and special conditions, if any, attached to such
licenses should be adhered to.

Import Direct Remittance

Request Letter with Debit Authority

FEMA Declaration

Copy of IEC (Importer Exporter Code) Certificate (One time Submission)

KYC Report (One time )

Copy of Invoice

Copy of Transport Document (Bill of lading/ Airway Bill/ Courier receipt )

Exchange control copy of Bill of Entry / CA certificate for download of software through
internet

Payment instruction details viz beneficiary Bank, account no. and intermediary bank etc
 Form A1 duly filled and signed by the authorized signatories along with OGL
Declaration.

Import Collection

Accepted Bill of Exchange with Debit Authority for Usance bill

KYC Report (one time)

Copy of IEC (Importer Exporter Code) Certificate (One time Submission)

FEMA declaration

Bill of Entry declaration, if Bill of Entry is not submitted

Form A1 with OGL

Import Letter of Credit

LC application Form
General Undertaking / Indemnity on Stamp Paper.
Recommended Board Resolution (for Companies) / Partnership Deed (for Partnership
Firms)
OGL cum FEMA declaration
IE code (one time requirement)
Purchase order / Performa invoice
Insurance copy only on C&F/FOB basis
KYC report
Annexure to the LC (Mentioning additional conditions to be incorporated in the LC if
any).
Buyers Credit

Request letter

Form A1 and Form A2

Copy of Invoice

Copy of Transport document

Board Resolution / Partnership Deed with Partners Consent Letter

Memorandum relating to fixed deposit

NOC from the concerned bank in case of bill booked in another bank. NOC should state that
all FEMA related aspects would be taken care by the concerned bank

Bank Guarantee

Request Letter and Counter Indemnity cum Memorandum relating to charge over fixed
deposit duly stamped (Franking as per respective State Stamp Act) .
Bank Guarantee text.
Board Resolution for Private Limited / Limited Company
Partnership Consent letter signed by all Partners along with Partnership Deed.
Trust Resolution along with Trust Deed for Trust.
Managing Committee Resolution along with Bye-laws for Society.
Capital Account Transactions

Foreign Direct Investment (FDI)

FCTRS- For checking and reporting to RBI (For the Sale of Shares)
Transfer of shares from Non -Resident to Resident.

Request Letter/ debit authority for making a remittance

Form A2 & FEMA Declaration (Format Attached)
Consent letter duly signed by the seller.
Board resolution from remiter if a Company/POA to Broker
Consent letter from buyer
Share holding pattern of the Indian company (pre & post buy-back)
CA VALUATION OF SHARES IN DCF METHOD REQUIRED OR COPY OF
BROKER'S NOTE IF SALE IS MADE ON STOCK EXCHANGE.
Copy of reporting done to RBI for obtaining the approval.
RBI registration no. stating that the shares held was on repatriation basis.
Form 15 CA & CB
Form FC-TRS (4 sets signed by non-resident)
ID proof of person signing FCTRS form.
POA or Board resolution authorizing person to sign FCTRS form.

DECLARATION FROM THE BUYER TO THE EFFECT THAT HE IS ELIGIBLE TO

ACQUIRE SHARES / COMPULSORILY AND MANDATORILY CONVERTIBLE
PREFERENCE SHARES / DEBENTURES UNDER FDI POLICY AND PRICING
GUIDELINES HAVE BEEN COMPLIED WITH.

In case of shares transferred from Resident to Non -Resident

Request Letter cum debit authority for our vetting charges.

Consent letter duly signed by the seller.
Consent letter from buyer
Share holding pattern of the Indian company ( pre & post buy-back)
CA VALUATION OF SHARES IN DCF METHOD REQUIRED OR COPY OF BROKER'S
NOTE IF SALE IS MADE ON STOCK EXCHANGE.
Form FC-TRS (4 sets signed by non-resident)
ID proof of person signing FCTRS form.
POA or Board resolution authorizing person to sign FCTRS form.
DECLARATION FROM THE BUYER TO THE EFFECT THAT HE IS ELIGIBLE TO
ACQUIRE SHARES / COMPULSORILY AND MANDATORILY CONVERTIBLE
PREFERENCE SHARES / DEBENTURES UNDER FDI POLICY AND THE EXISTING
SECTORAL LIMITS AND PRICING GUIDELINES HAVE BEEN COMPLIED WITH.
FIRC copy
KYC of the remitter
FCGPR-For checking and reporting to RBI (For Issue of Shares)

Documents required for initial reporting to RBI:

Certified copy of FIRC.

KYC of the overseas remitter.
Letter from customer addressed to RBI for inward remittance received.
Annexure 6 (initial reporting format) duly filled.
In case where customer failed to report receipt of inward remittance to RBI through A.D.,
within 30 days from the date of receipt of remittance, a separate request letter clarifying the
reason for delay and also requesting RBI to condone the delay on account of late
submission should be forwarded along with subsequent intimation of inward remittance.

Documents required along with FC GPR Form Part A:

KYC of the overseas remitter (Certified Copy from Remitting Bank.) as per the prescribed
format mentioned in the circular.
Certified copy of FIRC.
CA VALUATION IN DCF METHOD REQUIRED
CS certificate for application of funds.
Certified copy of Board Resolution for issuance of shares.
Acknowledgment from R.B.I. for report of inward remittance OR UIN LETTER ISSUED BY
RBI
If the remittance is under approval route, copy of the said approval.
Companies failing to Issue shares/ Convertible debentures within 180 days from the date of
receipt of consideration needs to return the consideration to the foreign investors or seeks
RBIs approval for extension of period for issue of shares/debentures.
MOA of the company required

Overseas Direct Investment (investment in Joint Venture (JV) / Wholly Owned Subsidiary
(WOS) ODI).

Copy of Board Resolution.(specific for the said subsidiary)

Form ODI-Only Part I to be submitted.
Section F of ODI Part I should be on letter head of Statutory Auditor.
Customer Undertaking
Copy of certificate of incorporation
JV agreement (applicable for Joint Venture)
Form 15CA and CB.

Request letter and debit authority for making remittance under ODI.

Form A2

Fema 1999 Declaration

 MOA of both the company

External Commercial Borrowings (ECB)

Request Letter

Form 83

Loan Agreement (Duly signed by both the parties).

Memorandum Of Association of borrower

Copy of latest audited balance sheet of borrower.

Copy of RBI registration no. issued for FC-GPR reporting (applicable if lender has equity
investment in borrower company)

Board Resolution for availing External Commercial Borrowings.

Letter from the Indian Company

a. Activity of Indian Company

b. Breakup of End Use of ECB (Amount wise description)

c. Undertaking that loan amount will not be used for any of the End Uses not permitted
by RBI.

d. Declaration that No regulatory investigations either by state or central authorities is

pending against the company or any of its Promoters, Directors, Authorized
Signatories

Average maturity and All in cost calculation

Certificate from from borrower

Form ECB ( For Approval Route)

On receipt of complied documents, the bank will approach Reserve Bank of India for Loan
Registration Number.
Outward Remittances

Request letter

Form A2

Invoice copy / Agreement copy

FEMA declaration

15 CA and CB

Please Note: Documents may vary depending on the regulatory requirement of the
transaction.

Export Services

Export Bill under Collection / Letter of Credit

Request Letter & FEMA declaration

KYC report (One time requirement)
Copy of IEC (Importer Exporter) code
SDF and Shipping Bill ( duplicate original Exchange Control copy)/ Bill of Export/ Softex
Form/ Export Declaration Form . ( GR / PP form for export of goods declared to custom
till 30th Sep 2013)
NOC from respective AD if SB/EDF/Softex has been declared in the name of other
Authorised Dealer.
Commercial Invoice
Original transport documents - Bill of Lading or Airway Bill
Bill of Exchange
Original L/C including amendments if any in case of documents under L/C and relevant
documents as per LC.
Clarification letter for delay in submission of documents beyond 21 days from date of
shipment.

Any other document as per terms and conditions between importer and exporter or as
may be required as per Banks process and RBI guidelines from time to time.

Regularisation of Export documents under Export Advance Payment/ full realisation.

Request letter
Copy of KYC Report (one time
Copy of IEC (Importer Exporter) code
Copy of Transport documents ( Bill Of Lading/ Airway Bill/ Courier receipt)
Commercial Invoice
 Insurance Copy if applicable.
SDF and Shipping Bill ( duplicate original Exchange Control copy)/ Bill of Export/ Softex
Form/ Export Declaration Form . ( GR / PP form for export of goods declared to custom
till 30th Sep 2013)
NOC from respective AD if SB/EDF/Softex has been declared in the name of other
Authorised Dealer.

Original FIRC
NOC from FIRC issuing bank if purpose of remittance is advance against Export.
Delay Submission letter for submission of documents beyond 21 days from the date of
shipment
Any other document as per terms and conditions between importer and exporter.

Forward Contracts

One time

Board Resolution/ Partnership Consent Letter / Sole Proprietor declaration

Master agreement governing Foreign Exchange contracts (Rs.200-Franking)
Letter of General Lien and Set off (Rs.100-Franking)
Memorandum relating to Charge over fixed deposit in case of fixed deposit with
lien(Rs.100- Franking)

Every Deal

Request letter
Certified true copy of a valid underlying duly certified by authorized signatory