INWARD REMITTANCE FOREIGN

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sakthees (Querist)
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29 July 2026 we have received the purchase order from one company M/s. XXX Ltd for USD 22000.In this proforma we received the payment for USD 10000 in ADVANCE from the name of INDIVIDUAL. Now we know what the documents are yet to be ready for before making shipments. When I ask the Bankers, they clearly mentioned in Invoice, company name and remitter details relationship of the company, Bill of lading, shipping bill also. In this scenario if any further documents required from the customer for these issues.

The following replies received from ChatGPT. Please share someone faces on the same issues in your experiences.

We have received a purchase order from M/s. XXX Ltd. for USD 22,000. Against this proforma invoice, we have received an advance payment of USD 10,000. However, the remittance was received from an individual instead of M/s. XXX Ltd.
We approached our bank for guidance, and they advised that the following documents should clearly mention the buyer's company name and the relationship between the remitter and the buyer:
• Commercial Invoice
• Bill of Lading
• Shipping Bill
• A declaration explaining the relationship between the remitter (individual) and M/s. XXX Ltd.
In this situation, could you please advise whether any additional documents should be obtained from the customer before we proceed with the shipment? For example, would it be advisable to obtain:
• A letter from M/s. XXX Ltd. confirming that the advance payment made by the individual was on their behalf.
• A declaration or authorization from the individual confirming the payment was made on behalf of M/s. XXX Ltd.
• Any other supporting documents required for banking or export compliance.
Kindly advise the complete documentation required to avoid any issues during export documentation, bank negotiation, or realization of export proceeds.

Here are the documents you should obtain before shipment:
1. Authorization Letter from M/s. XXX Ltd.
o Stating that they have authorized Mr./Ms. [Individual's Name] to remit the advance payment on their behalf.
o Mention the Purchase Order number, invoice number, and the amount remitted (USD 10,000).
2. Declaration from the Individual (Remitter)
o Confirming that the payment was made on behalf of M/s. XXX Ltd.
o Mention the reason for making the payment and the relationship with the company (e.g., Director, Owner, Employee, Shareholder, Agent, or Representative).
3. Proof of Relationship (if applicable)
o Business card, company ID, board resolution, agency agreement, or any other document showing the individual's connection with M/s. XXX Ltd.
4. Commercial Invoice
o Buyer: M/s. XXX Ltd.
o Include a remark such as:
"Advance payment of USD 10,000 received from Mr./Ms. [Name] on behalf of M/s. XXX Ltd. as per the buyer's authorization letter."
5. Packing List
6. Bill of Lading / Air Waybill
o Consignee should be M/s. XXX Ltd. (or as agreed in the contract).
7. Shipping Bill
o Buyer/export details should match the invoice.
8. Purchase Order
o Copy of the original PO from M/s. XXX Ltd.
9. Bank Payment Advice / SWIFT Copy
o Showing the remitter's name and payment details.
10. Any declaration required by your bank
o Some banks provide a specific format for third-party remittance declarations. Check whether your bank requires its own format.

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