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To facilitate receipt, storage and making up of export cargo, separate sheds have been allotted to Air India and Indian Airlines in Air Cargo Export Complex. Air India not only handles cargo meant to be shipped by their own flights but also act as agents for foreign Airlines, which accept export cargo from Madras.  Indian Airlines handles cargo meant for export through their own flights directly to foreign destination or to other domestic gate way ports for ultimate foreign destinations.

When the goods are tendered for export, examination order will be carried out in the examination hall designated therefor.The Export Appraiser would then give ‘Let Export’ order and simultaneously also sign the International Airport Authority of India’s terminal charges (T.C) challan evidencing that goods have been cleared for export.

The Airlines, being the custodian of the Customs cleared cargo, will ensure that only such cargo for which ‘Let Export’ has been given are taken into their storage area without delay.The Airlines will also ensure that the un-examined cargo is not mixed up with the cargo already examined and cleared by Airlines.The Export Freight Officer posted on duty, would keep a constant watch over the situation and monitor that the Airlines adhere to the above requirements.

After the Customs formalities are over and ‘Let Export’ has been given and such cargo has been received by the Airlines concerned into their storage area, the airlines will sign in the box provided in the International Airport Authority of India Terminal Charges challan evidencing receipt of the cargo into their custody.  All these documents, i.e. duplicate G.R. form, copies of the shipping bill, Airway Bill and Terminal Charges Challan signed by the Airlines would then be produced to the Export Freight Officer at Export Examination Area.The Export Freight Officer will verify these documents and only then endorse the duplicate G.R. from and the shipping bills with ‘passed for shipment’ stamp and sign the same.

Thereafter, the shipping bills and duplicate G.R. form will be returned to the exporters/clearing agents.The exporter/clearing agent will then hand over the copies of the shipping bills and the Airway Bill to the Airlines concerned to enable them to proceed with the shipment.The Airlines will prepare the pre-flight manifest covering the goods meant, for export directly to foreign countries or through other gateway ports in India.The pre-fight manifest will indicate the flight No. and date etc., except call sign of the Aircraft.The call sign details will be furnished by Airlines at the time of actual take off of the Aircraft concerned in which these goods have been loaded for export.The manifest will clearly indicate No. ofpackages, Airway bill No., Shipping Bill No. and date etc. as also details of transshipment cargo for which Transshipment Applications have already been processed and approved.In case an Air Way Bill covers more than one shipping bill the details of all the shipping bills concerned will also be indicated in the manifest clearly.In terms of this pre-flight manifest, the Airlines will pallatise /containorise the cargo.The pallet numbers and the container number will also be indicated in the pre-flight manifest. The cargo not pallatised or containerised will be listed separately in the manifest. The operations of preparing the cargo for particular flight would be carried out by the Airlines under overall supervision of the Exports Freight Officer. The Export Freight Officer will verify the packages prepared for a flight with reference to the shipping bills and approved transshipments applications by Assistant Commissioner (A.C.C.).He will also verify corresponding documents of the Airlines if need be. The Export Freight Officer will endorse two copies of the pre-flight manifest that the above processing has been carried out under his supervision.The Export Freight Officer who has supervised the making up of the cargo will hand over both the above endorsed preflight manifests to the escort officer. At the time of moving the made up cargo form the point of making up area to the point of loading, Airlines will liaise with the Superintendent /Export Freight Officer concerned to enable an escort officer to be designated. A register will be maintained by the Export Freight Officer’s Office showing details of Airlines concerned, flight No. date and also the names of the officers who had supervised the making up of the cargo and the Preventive Officer who had escorted and supervised the actual shipment.

The designated officer will escort the cargo to the point of shipment. The Airlines will then commence loading the cargo in to the concerned Aircraft under the supervision of the Customs escort officer. When the loading is completed, the airlines will endorse both the copies of the preflight manifest that the goods have been loaded under Customs supervision and obtain the signature of the Customs escort officer supervising shipment. In case, any cargo listed in the preflight manifest are not loaded into the aircraft, the Airlines will delete the relevant entries in the manifest assigning the reasons thereof under their signautre.Such deletions will be attested by the customs escorting officer supervising the shipment. All such entries will be made on both the copies of the preflight manifests.

The escort officer will hand over one copy of the preflight manifest to the Airlines. The Airlines representative will then proceed to the Customs Station Duty Officer Air Customs and file the Manifest attested by the Preventive Officer alongwith the general declaration to obtain Export General Manifest No. and permission for the Aircraft to take off. The Customs Station Duty Officer will retain the manifest for his record and issue the GD clearance if other requirements have been fulfilled by the Airlines. The Airlines will then produce the GD bearing the EGM number and other flight details such as call sign etc., to the Customs escort officer who supervised the shipment.The Customs escort officer will then note the EGM No. and call sign of the Aircraft as shown in the GD. In his copy of the preflight manifest after satisfying himself that the GD relates to the Aircraft concerned. After the departure of the Aircraft the Airlines concerned will obtain the shipment endorsement on all copies of the concerned shipping bills and the transshipments applications by the Customs escort officer who had supervised the loading of the shipment. The copy of the preflight manifest with all the endorsement as envisaged above remaining with the Customs escort officer will be handed over by him to the EGM receipt clerk in the Export Freight Officer’s Office.The EGM receipt clerk will maintain a suitable register for this purpose.

In case any cargo listed in the preflight manifest are not loaded into the Aircraft concerned for reasons of space etc., shut out cargo will then be moved to the export make up area and the escort officer would endorse his copy of the preflight manifest that he has escorted the shut out cargo back to the make up area. In case of shut out cargo of Indian Airlines brought for shipment to the domestic Airport area, such shut out cargo may be allowed to be taken into the custody of Indian airlines general cargo area against their specific request. Indian Airlines will also maintain a suitable register to indicate details of such cargo taken into this area. The Preventive Officer concerned will make a suitable endorsement in his copy of the preflight manifest indicating that the cargo has been removed to Indian Airlines general cargo area and hand over the same to the EGM receipt clerk. When such shut out cargo is to be shipped by another flight the movement from Indian Airlines general cargo area to the point of loading will be made by the Indian Airlines under preventive escort. For this purpose they should liaise with the Superintendent/Export Freight Officer concerned. In such cases the escorting officer would suitably indicate in the preflight manifest that the cargo has been escorted from the Indian Airlines general cargo area.

After the shipment is over, final copies of the EGMs alongwith copies of the shipping bills and Air Way Bill will be filed by the Airlines with the manifest receipt clerk in the Export Freight Officer’s office. The Airlines will ensure that the shipping bills are endorsed suitably with details of EGM No. and AWB No., call sign no. concerned. The manifest will clearly be page marked and will bear the signature of the Airlines officials. The EGMs receipt clerk in the Export Freight Officer’s office will verify the final manifest so filed with concerned preflight manifest already bearing the Preventive Officer’s endorsements to see that there is no discrepancy between the final manifest and the preflight manifest. He will also verify that all the copies of the shipping bills concerned and Air way Bills have been received alongwith the EGMs. He will then neatly stitch the documents in bundle EGM wise and send the same to the Manifest Clearance Department of Air Cargo Complex.