A Beginner’s

guide to

EXPORT INSPECTION

Released by

Office of Additional Director General of Foreign

Trade

CLA, New Delhi.

CONTENTS
PREFACE .................................................................................................................................................................. 2
WHAT IS EXPORT INSPECTION ................................................................................................................................ 3
WHY SHOULD I GO FOR EXPORT INSPECTION ........................................................................................................ 3
DOES MY PRODUCT REQUIRE eXPORT INSPECTION ............................................................................................... 3
WHERE SHOULD I APPLY......................................................................................................................................... 4
HOW SHOULD I APPLY ............................................................................................................................................ 5
Consignment Wise Inspection (CWI) .................................................................................................................. 6
Place of inspection .......................................................................................................................................... 6
Testing of samples in the laboratory .............................................................................................................. 7
Issuance of Health Certificate & Attestation .................................................................................................. 7
In Process Quality Control System (IPQC) ........................................................................................................... 8
Procedure for application for approval under IPQC system ........................................................................... 8
Processing the application for approval ......................................................................................................... 9
Issuance of Certificate for Export ................................................................................................................. 10
Validity of APPROVAL.................................................................................................................................... 10
REVIEW OF CERTIFICATE ....................................................................................................................................... 10
APPEAL .................................................................................................................................................................. 11
SUMMARY ............................................................................................................................................................ 11
USEFUL RESOURCES .............................................................................................................................................. 12

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PREFACE

The Ministry of Commerce& Industry under the Niryat Bandhu scheme has
undertaken several awareness generation and outreach activities for the exporters and
importers. This information booklet is another step in that direction to enlighten the
exporters about the basics of Export Inspection procedures. It was presented keeping in mind
the needs of the budding entrepreneurs who sometimes find themselves in the middle of the
maze of export compliances.

While this manual covers the basic requirements, more keen readers are encouraged to
explore the resources provided at the end of the manual to further their knowledge about
the subject.

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WHAT IS EXPORT INSPECTION

When referring to a commodity, the term "export inspection" refers to the process of
determining whether a batch of goods in that commodity complies with any additional
specifications stated in the export contract, typically by inspecting the entire batch or a
chosen sample or samples that purport to represent the entire batch.

According to the Export (Quality Control and Inspection) Act of 1963, the central
government may specify which goods must undergo quality control, inspection, or both
before export. It can,

Indicate the kind of quality control or inspection that will be performed on the notified
commodity;
one or more standard standards for a notified commodity shall be established,
adopted, or recognised;
Prohibit the export of a notified good in the course of international trade unless it is
accompanied by a certificate issued under section 7 stating that the good complies
with quality control or inspection requirements or has a mark or seal on it that has
been approved by the Central Government as indicating that the good complies with
the applicable standard specifications.

WHY SHOULD I GO FOR EXPORT INSPECTION

The export sector needs quality control and pre-shipment inspection to keep
expanding. Inspection of the quality and safety of Indian products is necessary to inspire
confidence in importers as well as regulatory bodies of India's trading partners. Any
operation that aims to assess a commodity's quality in order to determine if it complies with
any applicable standard standards or additional specifications outlined in the export
contract and whether it can be used for export is referred to as quality control.

DOES MY PRODUCT REQUIRE EXPORT INSPECTION

The commodities that will be inspected during export to India have been declared by
the central government. Additionally, limited quality control and pre-shipment inspection
standards and practises have been implemented. The Export (Quality Control and Inspection)

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Act of 1963 lists about 1000 products, including chemicals, ceramics, agricultural goods,
textiles, footwear, minerals, and steel products. You can refer to the list of products currently
subject to required pre-shipment inspection and certification before export from India by
clicking on the following link.
https://eicindia.gov.in/WebApp1/pages/menuInfo/documents.xhtml

Voluntary Certification Scheme: To help the export trade, the EIC has developed the Voluntary
Certification Scheme for products that are not notified under the Export (Quality Control and
Inspection) Act of 1963 but that the importing country needs a Certificate of Compliance from
the competent authority of the exporting country.

WHERE SHOULD I APPLY

The Government of India established the Export Inspection Council (EIC) to ensure sound
development of India's export trade through quality control and inspection, as well as for
concerns related thereto. The Central Government is authorised by the Act to:

Notify commodities that will be subjected to quality control and/or inspection prior to
export;
Establish quality standards for such notified commodities; and
Specify the type of quality control and/or inspection to be applied to such
commodities. EIC serves as an advisory body to the Central Government.

The Export Inspection Council, which also serves as an advisory body, has administrative
and technical authority over the five Export Inspection Agencies (EIAs), one of which is located
in each of the following cities: Chennai, Delhi, Kochi, Kolkata, and Mumbai.

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 The field organisation of the Export Inspection Council provides services in the
following areas: Certification of the quality of export goods through the implementation of
quality assurance systems in the exporting units. Additionally, they provide exporters with
certificates of origin in accordance with a number of favourable tariff programmes for export
commodities.

The certification is of two types – (1) Consignment wise inspection and (2) Certification
of quality of food items for export through installation of Food safety Management System in
the food processing units

EIC runs training and capacity-building programmes for exporters to make it easier for
them to install quality and safety management systems, lab testing, and other services trade-
related activities. A calendar of outreach programmes with appropriate topics is released
each year.

HOW SHOULD I APPLY

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 On the EIC website, an exporter must submit an online application to the relevant
EIA. The exporter must receive a one-time Username and Password using an online weblink
on the EIC website in order to use the aforementioned e-certification function. Additionally,
exporters must complete an online application form (using their User Name and Password
to log in), upload copies of the invoice, packing list, test results, and other applicable
supporting documents, and then make an online payment to the relevant EIA office as and
when the health certificate is required.

CONSIGNMENT WISE INSPECTION (CWI)

Export Inspection Agencies (EIA) inspect export consignments at a frequency of one

in every 50 consignments under the Consignment Wise Inspection (CWI) system before
shipping. But depending on the risk involved with the product, any import alerts received
from the importing country, or inputs during surveillance control visits to enterprises, the
frequency of inspection may be reduced with the agreement of the Competent Authority.

EIAs may issue a health certificate the same day after receiving an online application
if all the required paperwork is in order. Inspection and sampling can be done periodically, if
necessary. The officer sent for inspection must physically check the shipment to ensure its
export-worthiness and determine whether or not its sanitary and hygienic storage conditions
are adequate.

PLACE OF INSPECTION

If relevant, the inspection will be conducted by the Export Inspection Agency at the
port of shipping, the packer's facility, or any other location where the exporter offers the
goods, providing those locations have the necessary inspection capabilities. The exporter will
be liable for providing all necessary facilities for inspection. In addition to the inspection on
the premises, the Agency shall have the authority to supervise the examined consignments at
any storage facility, during transit, or at the port prior to the actual shipment, including the
ability to extract samples for lab testing, as it may see fit.

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 Randomly chosen packages and boxes will be chosen for inspection. The inspection
officer will choose the bags for the samples in accordance with the procedures outlined in IS
2: 1960 (Rules of Rounding Off Numerical Values), IS 4905: 1968 (Method of Random
Sampling), and Sampling Method of Commodity (Intend to Export) as per Indian standards.

The samples taken from the bags chosen as described above will be homogeneously
mixed before being split into three parts and placed in sample bags. One sample may be
transferred to the laboratory in the right refrigerated / acceptable condition, as may be
required, and sample bags will be sealed using paper seals carrying the EIC monogram as a
mark of identification of the sampled bags. One of the two remaining samples will be supplied
to the exporter as their sample, and the other two samples will be submitted to the concerned
EIA as reference samples. If there are any disagreements regarding the test findings, the
exporter must submit a written request and pay the necessary testing fees to the relevant
party before retesting using the reference sample.

TESTING OF SAMPLES IN THE LABORATORY

The samples that are received at the lab will be examined for the many criteria
included in the laboratory intimation format, which will be based on the buyer's specified
standards as long as they are not less stringent than the importing nation's/National Standard
standards or Codex standards.

Testing can be carried out in accordance with the pertinent National standards if none of the
standards are present. EIA will receive the lab report. The applicant (exporter/processor) will
be responsible for paying the costs of the laboratory tests.

If the lot is rejected for not meeting the requirements stated in the applicable standards
following sample analysis, a rejection letter will be sent with a clear explanation of the
grounds for rejection. The exporter/processor is free to continue process the lot at his
discretion and submit a new application for inspection via the CWI System together with the
necessary inspection fee.

ISSUANCE OF HEALTH CERTIFICATE & ATTESTATION

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 The EIA will issue health certificates based on the lab results of the tested consignments,
in the format required by the importing country. Health certificates can be granted based on

laboratory test results that are good and meet the standards outlined in the standard,
as well as microbiological testing (if applicable).
Laboratory test(s) for the parameters must be specified in the health certificate with
clarity regarding the consignment's compliance with the importer's requirements/
codex

The following three consignments must be tested in EIA labs prior to the issuing of a health
certificate in the event that the exporter is the subject of a complaint, rejection, or violation
regarding consignments that were exported from the importing country. The exporter or
processor is responsible for paying for the testing.

IN PROCESS QUALITY CONTROL SYSTEM (IPQC)

If requested by the applicant, approval of processing units under the In Process Quality
Control System (IPQC) System may be given for the particular items.

PROCEDURE FOR APPLICATION FOR APPROVAL UNDER IPQC SYSTEM

The processor who requests approval must submit an application in the format specified and
pay the required charge online. The following documents must be included with the
application, where appropriate along with a brief summary of the product and the specifics
of the processing.

Operation manual / HACCP manual, including Sanitary Standard Operating Procedures

(GMP/GHP broadly as per Codex guidelines), if applicable, and an organizational chart.

Layout plan of the establishment

Process flow chart

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 Testing facilities in plant

Certified copies of documents proving legal identity of the applicant ‘s plant and scope
of their operations

Certified copy of lease agreement for the premises and building, where necessary.

Bio-data of the technologist(s)/ chemists working in the plant.

PROCESSING THE APPLICATION FOR APPROVAL

The application that the applicant submits must be carefully examined, and any errors or
deficiencies must be immediately reported to the applicant for correction by EIAs. The
application must be submitted to the Assessment Panel Convenor in its whole in order for the
unit to be assessed. EIA In-charge shall propose the Convenor AP.

The convener of the assessment panel will see to it that the applicant's plant is
evaluated by the assessment panel within 15 days of receiving their entire application.
All AP members' travel, boarding, and accommodation costs will be covered by the
applicant unit.

The Assessment Panel must include at least two members, including representatives
of the EIC, the government department, or any other appropriate technical expert
with solid product knowledge. However, the size of the unit to be examined will
determine the content and size of the AP. The EIAs must ensure that there are no
members who have direct or indirect relationships with the unit of the applicant when
forming the AP.

Within three days following the conclusion of the visit to the applicant's unit, the
Assessment Panel must submit its findings to the EIA Head in accordance with the.
The AP's recommendations must declare unequivocally whether or not the facility
should be allowed.

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 The EIA-Head must assign the plant an approval number if the Assessment Panel
recommends that it be approved and if its recommendation is accepted. Each unit's
approval number must be distinct.

ISSUANCE OF CERTIFICATE FOR EXPORT

According to the permission given by EIAs, the approved units must only issue
Certificates of Export for export consignments containing the approved product(s). For the
required fees, blank Certificates books can be ordered from the relevant Export Inspection
Agency. On demand, EIAs will provide empty certificate forms to the authorized units. A forty-
five day term is the validity period for the export certificate.

VALIDITY OF APPROVAL

The approval's validity shall be for a term of three years, which may be extended up
to five years depending on the product's risk, the lack of an import alert, and the
establishment's satisfactory performance during surveillance inspections. Any modification
to the approval's validity requires EIC approval. When a permission is renewed, EIAs must
evaluate the performance of the approved enterprises and submit a report to the EIC for
examination of the approval's validity.

REVIEW OF CERTIFICATE

The agency may, by order, revise, suspend, or cancel the certificate in the manner and
pursuant to the procedure that may be required if it has grounds to think that the commodity
for which the certificate was issued has changed or its quality has declined. As long as the
certificate holder is given a fair chance to be heard before any such certificate is amended,
suspended, or revoked.

Any person who feels wronged by an agency's failure to grant a certificate by

amending, suspending, or cancelling one may file an appeal within the allotted amount of
time.

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APPEAL

Any applicant who is aggrieved with the Export Inspection Agency's decision under
CWI or IPQC may file an appeal within 10 days of receiving notice of the agency's decision,
and the Director will be notified of it (I&QC). Following receipt, the appeal will be decided
within fifteen days. In such an appeal, the Director's (I&QC) decision shall be final.

SUMMARY

Export inspection procedures have become a sine qua non for quality compliance all
over the world today. Exporters from India are our brand ambassadors abroad and the quality
of their products from India will determine the goodwill and global reputation of the nation.
In this context, export inspection should be looked at as an opportunity for value addition and
upscaling of the product image globally. With the recent initiatives of Government of India,
these procedures are now made more easier for compliance by all exporters big or small.

The exporters, trade bodies and budding entrepreneurs must harness these great
opportunities and ensure that India realizes the dream of ‘Local to Global’ and ‘Atma Nirbhar
Bharat’.

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USEFUL RESOURCES
1. Export Inspection Council (eicindia.gov.in)
2. Role Of Export Inspection Agency In India | Impexperts
3. Document No. EIC/ Vol. Certification Scheme / 2017/ Issue 4
4. Annual report 2019-20, EIC.

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