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INTERNATIONAL LOGISTICS GUIDANCE

SHIPPING & TRADE TERMS

Effective Date: January 1, 2026  |  Applicable Scope: Wholesale Ocean & Air Freight Operations

1. Overview of B2B International Trade Logistics

Unlike retail e-commerce transactions, wholesale export operations involve multi-stage commercial coordination across international borders, maritime freight carriers, customs clearance authorities, and regulatory bodies.

The Mist & The Valley coordinates origin export procedures, supplier aggregation, export documentation, and freight forwarding to streamline global sourcing from India for commercial buyers worldwide.

2. End-to-End Order & Trade Workflow

Every commercial transaction follows a structured 12-step trade lifecycle:

  1. Buyer Requirement: Submission of detailed specifications, grade, packaging, quantity (FCL/LCL/MT), and destination port.
  2. Supplier Sourcing & Feasibility: Identification of suitable Indian producers and crop availability evaluation.
  3. Supplier Confirmation: Verification of production capability, lead times, and origin pricing.
  4. Sampling Process: Dispatch of representative product samples for buyer evaluation where applicable.
  5. Commercial Quotation: Issuance of formal quote detailing Incoterm, unit price, validity, and payment terms.
  6. Purchase Order & Sales Contract: Issuance of Buyer PO and Proforma Invoice execution.
  7. Payment Confirmation: Receipt of advance deposit or LC confirmation.
  8. Production & Processing: Aggregation, processing, cleaning, and sorting at origin facility.
  9. Packaging & Stuffing: Export-grade container packaging, palletization, and bag marking.
  10. Export Documentation: Origin phytosanitary certificates, certificates of origin, bills of lading, and shipping invoices.
  11. Freight Forwarding & Shipping: Ocean or air vessel loading and carrier dispatch from Indian ports.
  12. Destination Customs & Delivery: Arrival at destination port, buyer customs clearance, and final transport.

3. International Commercial Terms (Incoterms® 2020)

Trade terms governing responsibility for freight, insurance, and risk transfer are defined strictly in accordance with International Chamber of Commerce (ICC) Incoterms 2020. The specific Incoterm is explicitly established in each commercial quotation and Sales Confirmation.

Common Trade Term Examples:

  • EXW (Ex Works): The Buyer assumes full cost and risk once goods are made available at the designated Indian facility or warehouse.
  • FOB (Free On Board - Port of Origin): The Mist & The Valley coordinates origin inland transport, export customs clearance, and loading onto the vessel at the designated Indian port (e.g., JNPT Mumbai, Chennai, Cochin, Mundra). Risk transfers to the Buyer once goods are loaded on board.
  • CIF (Cost, Insurance & Freight - Port of Destination): The Mist & The Valley arranges export clearance, ocean freight, and basic marine cargo insurance to the named destination discharge port. Risk transfers when goods pass the ship's rail at origin.
  • DAP (Delivered at Place): The Company coordinates shipping to a specified destination location; however, the Buyer remains responsible for import customs duties, tariffs, and destination tax clearance.

Note on Quotations: The applicable Incoterm for your order will always be explicitly documented in our official quotation and Proforma Invoice prior to order commitment.

4. Shipping Schedules & Variables Affecting Transit Times

Estimated transit times, sailing schedules, and delivery dates provided during quotation represent commercial estimates based on current ocean carrier schedules. Actual transit duration depends on operational factors beyond our direct control:

  • Supplier processing & seasonal agricultural harvest readiness
  • Mandatory phytosanitary inspection and government documentation processing times
  • Indian port congestion, vessel space allocation, and container equipment availability
  • Maritime weather conditions, ocean route diversions, and transit port transshipment delays
  • Destination customs inspections, quarantine holds, and port clearance speed

Estimated shipping schedules and transit times are provided as guidelines and are not guaranteed delivery deadlines.

5. Buyer Responsibilities & Destination Compliance

International buyers are responsible for confirming destination country regulatory compliance before issuing a Purchase Order, including:

  • Verifying that requested product specifications, food safety parameters, and chemical residue limits meet destination import regulations (e.g., US FDA, USDA, EU EFSA).
  • Obtaining necessary import permits, quota allocations, or commercial licenses required by destination authorities.
  • Appointing a qualified licensed customs broker at the port of destination for timely entry filing.
  • Settling all destination import duties, tariffs, VAT, port demurrage, and detention charges.

6. Export Documentation

The Mist & The Valley coordinates standard export documentation required for international shipping, which may include:

  • Commercial Invoice & Detailed Packing List
  • Clean On-Board Ocean Bill of Lading (B/L) or Air Waybill (AWB)
  • Certificate of Origin (issued by accredited Indian trade chambers)
  • Phytosanitary Certificate (for agricultural commodities, issued by Plant Quarantine authority)
  • FSSAI / Health Certificate (where applicable for processed food products)
  • Independent Inspection Certificate (SGS/Geo-Chem, if specified in contract)

7. Contact Information

For questions regarding ocean freight planning, trade terms, or documentation alignment, contact our export desk:

The Mist & The Valley

Global Logistics & Export Operations Desk

Registered Address: Ooty, Tamil Nadu, India

Email: hello@themistandthevalley.com