GUIDELINES HOW TO FILL IN THE EXPORT LICENCE APPLICATION FORM

The application form consists of 5 sheets, printed back to front. On successful application, Sheets 1 and 2 (pages 1 to 4) become the export licence.  Sheets 3, 4 and 5 (pages 5 to 9) will be retained by the Department.  It is important that the information inserted in the Holder’s copy is replicated in the Issuing Authority’s copy. When the forms are compiled online this happens automatically. 

The form must be signed by the exporter or the declarant/representative, who must tick the relevant box in Section 4.

The application for an export licence also contains a Data Protection Declaration on Page 9.

Applications for export licenses for the products listed below need to be endorsed by the competent authority of the item concerned, as the table below outlines.

In the application form, only the boxes shaded in light grey must be completed.  These are the sections on goods to be exported, on transportation and destination and on the applicant.  The rest of the forms will be completed by either the Commerce Department or the endorsing entities where applicable.

The information that has to be provided in each section is detailed below:

sections to be filled by the applicant in both the Holder’s copy and the Issuing Authority’s copy

SECTION 1.       GOODS TO BE EXPORTER

HS Code

One HS Code per application.

The HS Code has to be provided at a 4-digit level as a minimum, but if possible a 10-digit level.

Description of product (in accordance with the Combined Nomenclature)

A brief description of goods.

Quantity

This figure must clearly indicate the quantity which is expected to be exported within the term of validity of the licence.

Unit of measure

The unit of measure describes the quantity (example: kilograms, cans, units, etc.).

SECTION 1.1    PETROLEUM PRODUCTS

This section is to be filled in only for HS Code 2710.

Select one of the two options as applicable: Country of Origin or Bunkering.

Country of Origin

The country where the petroleum was extracted from.

Bunkering - from a bonded tax warehouse

Indicate the name of the Tax Warehouse and its Excise Number in the respective box underneath the heading.

SECTION 2.       TRANSPORTATION AND DESTINATION

Name of the Exporting Ship/Airline

The name of the exporting ship or airline.

Port/Airport where goods will be landed

The port or airport where goods will land.

Ultimate destination of goods

The country of final destination.

 SECTION 3.       APPLICANT

EXPORTER

Full Name

The details of the exporter. This could be the company representative or a person acting in his own capacity.

Company Name and VAT number

To be provided where the exporter is a company.

If the exporter is a natural person, and the export is for commercial purposes the field ‘VAT number’ can be left empty.

Address, contact number and the email address

These are compulsory fields in all of the above scenarios.

 DECLARANT/REPRESENTATIVE

Is the person/entity compiling the application on behalf of the exporter. 

 Full Name, Company Name and VAT number

The details of the declarant.

If a company, the name of the person representing the company in compiling this application.

If the declarant/representative is not a company, the field ‘company name’ can be left empty.

If representation is not conducted as a commercial activity, the VAT number can be left empty.

Address, Contact Number and the Email Address

These are compulsory fields if a declarant/representative has been engaged.

CONSIGNEE

This is the final receiver of the goods being exported.

 Full Name, Company Name and Address

Full name of the consignee.

If the consignee is a company the name of the company representative as well as the company name.

The address.

 SECTION 4.       DECLARATION

Tick the applicable bullet – Tick ‘exporter’ if the application has been compiled directly by the exporter. Tick ‘declarant or representative’ if the form has been compiled on the exporter’s behalf.

Depending on which bullet has been ticked, the exporter’s or declarant/representative’s full name, ID Card number, date of applciation and signature.

Sections to be compiled by the endorsing authorities

 SECTION 5.       CONDITIONS BY COMPETENT ENTITIES (HOLDER’S COPY)

 This is not a compulsory field. It is to be filled by the endorsing authorities when they consider it necessary for a licence to be issued subject to detailed conditions.

 SECTION 5.       COMMENTS BY COMPETENT ENTITIES (ISSUING AUTHORITY’S COPY)

This is a compulsory field for those goods whose export require endorsement by competent entities.  The list of goods subject to endorsement can be found above.

The endorsing entity must stamp, sign, indicate the date and the name of the signatory in the corresponding field. 

Any conditions which the endorsing entity deems the licence should contain will be indicated in Section 5 of the Holder’s copy, which will become the licence on conclusion of processing.

Sections to be compiled by the Commerce Department – Issuing Authority

If the application for an export licence is in order, the Issuing Authority will issue the licence by filling in the following sections:

      Issue No.

      Last Day of Validity

      Authorisation -  Section 6 (Holder’s and Issuing Authority’s copy)

      For office use -  Section 7 (Issuing Authority’s copy)

Section used after the licence is issued

SECTION 7  HOLDER'S COPY - CUSTOMS

This is a Customs process which is used after that a licence is issued. It allows the exporter to export the licenced quantity gradually over time, until the date of expiry of the licence.