Complete Export & Domestic Logistics Policy · www.vadalobags.com
Shipping, Logistics &
Shipping, Logistics &
Delivery System
A world-class, B2B-grade shipping ecosystem covering International Exports and Domestic India deliveries — built for real operations.
15+
Countries Served
6
Incoterms Supported
12
Order Flow Steps
IEC
Licensed Exporter
100%Secure Transactions
IECLicensed Exporter
DGFTCompliant Exports
GSTRegistered Business
Section 01
International Export Shipping System
1.1 — Shipping Modes
🚢
Sea Freight
FCL & LCL Options
20–45
Days Transit
Low
Cost/kg
Heavy
Cargo
- FCL (Full Container Load): Entire container — 20ft or 40ft. Best when cargo exceeds 15 CBM.
- LCL (Less than Container Load): Shared container space. Ideal for 1–14 CBM shipments.
- Shipped via Kolkata Port (INCKP) — India's primary eastern gateway
- Port: Kolkata Dock System / Syama Prasad Mookerjee Port
Best for: Large bulk orders above 500 kg or full container loads.
✈️
Air Freight
Urgent Commercial Shipments
5–10
Days Transit
High
Cost/kg
Medium
Cargo
- Shipped from Netaji Subhas Chandra Bose International Airport (CCU), Kolkata
- Suitable for time-sensitive commercial orders and urgent replenishments
- Charged by actual or volumetric weight (whichever is higher)
- Partners: KLM Cargo, Emirates SkyCargo, IndiGo Cargo
Best for: Urgent replenishment, event-driven, or premium buyers needing fast delivery.
📦
Express Courier
DHL · FedEx · UPS — Samples
3–7
Days Transit
Premium
Cost
Samples
Use Case
- Used for product samples and small prototype shipments
- Door-to-door delivery with real-time tracking
- DHL Express: Most reliable for B2B samples worldwide
- FedEx International Priority: Best for Americas
- UPS: Best for Europe
Best for: Pre-order samples, design approvals, quality verification before bulk orders.
1.2 — Incoterms 2020
What are Incoterms? Internationally recognized rules defining who pays for transport, insurance, and customs at each stage of the shipment journey (ICC Incoterms® 2020).
EXW
Ex Works
Buyer collects from our factory
Lowest risk for seller. Maximum control for buyer. Buyer needs their own freight forwarder in India.
FOB
Free On Board
Most popular export term
Recommended for experienced buyers. You choose your freight forwarder and control shipping costs. FOB Kolkata is our standard export term.
CIF
Cost, Insurance & Freight
We handle freight + insurance
CIF price is higher than FOB (freight+insurance included). Good for new buyers who don't have a freight forwarder yet.
DAP
Delivered At Place
We deliver to your door
DDP
Delivered Duty Paid
All-inclusive — zero hassle
Highest price, zero hassle. Good for buyers who want a single all-inclusive landed price.
1.3 — Complete Export Order Flow (12 Steps)
1
Enquiry & Quotation
Buyer shares requirements → Vadalo sends Proforma Invoice within 24–48 hours.
Within 24 hrs2
PI Acceptance & Advance Payment
Buyer accepts PI → 30–50% advance payment via TT/SWIFT/LC.
3
Sample Production & Approval
Physical sample produced in 5–12 days → dispatched via DHL/FedEx → buyer approves.
No bulk without approval4
Bulk Production
After written sample approval → bulk production begins. Jute: 25–35 days. Cotton/Canvas: 20–30 days.
5
Quality Control Inspection
100% inspection for orders under 5,000 pcs. AQL 2.5 sampling for larger orders. Photos/video shared.
6
Export Packing
5-ply corrugated cartons, silica gel, moisture barrier. ISPM-15 pallets for FCL. Carton markings per buyer specs.
7
Balance Payment
70% balance received before dispatch → commercial invoice issued.
8
Export Customs Clearance
Shipping bill filed via ICEGATE → Let Export Order (LEO) obtained from Customs.
9
Vessel/Aircraft Booking
Space booked with shipping line or airline. Container stuffing or air cargo booking confirmed.
10
Dispatch & BL/AWB
Goods loaded → Bill of Lading or Airway Bill obtained → tracking number shared with buyer.
Tracking shared same day11
Document Dispatch
Original documents couriered within 48–72 hrs of sailing: Invoice, Packing List, BL, COO, Insurance Certificate.
12
Delivery & After-Sales
Buyer receives goods → inspects → confirms receipt. Post-delivery support for any issues within 7 days.
1.4 — Production & Dispatch Timeline
⏱️ Production Lead Times
Jute Bags (plain, no print)
15–20 days
Jute Bags (screen printed)
20–28 days
Jute Bags (embroidery/foil)
25–35 days
Cotton / Canvas Bags
20–30 days
Juco Bags
22–32 days
Sample Production
5–12 days
🚢 International Transit Times
Sea — UK / Europe
20–28 days
Sea — USA / Canada
28–38 days
Sea — UAE / Middle East
7–12 days
Sea — Australia
18–25 days
Air — Worldwide
5–10 days
Courier (DHL/FedEx)
3–7 days
1.5 — Export Packaging System
📦 Standard Export Packing
- Inner packing: Individual OPP poly bags (on request)
- Master cartons: 5-ply corrugated kraft boxes (7-ply for long voyages)
- Moisture protection: Silica gel sachets inside cartons
- Monsoon protection: Moisture-barrier lining for seasonal shipments
- Pallets: ISPM-15 heat-treated wooden pallets for FCL with fumigation certificate
- Carton markings: Consignee name, COO, gross/net weight, dimensions, carton no., order no.
📋 Export Documents Provided
- Commercial Invoice (3 originals)
- Packing List (3 originals)
- Bill of Lading (sea) or Airway Bill (air)
- Certificate of Origin (Chamber-attested)
- GSP Form A (for EU, UK, Australia preferential duty)
- Fumigation Certificate (if wooden pallet used)
- Insurance Certificate (for CIF shipments)
1.6 — Payment Terms & Methods
💰 Payment Terms
New Buyers
50% advance + 50% before shipment
Repeat Buyers
30% advance + 70% against BL copy
Large Orders ($10K+)
Letter of Credit (LC) accepted
Sample Payment
100% advance
Currencies Accepted
USD, EUR, GBP, INR
🏦 Payment Methods
- TT / SWIFT Wire Transfer: Most common. USD preferred for international orders.
- Letter of Credit (LC): Irrevocable LC from reputable bank. For large orders.
- NEFT / RTGS: For India domestic orders.
- UPI / Razorpay: For India buyers — instant payment.
- PayPal: For sample payments only (subject to applicable fees).
Bank details shared only via official email — never via WhatsApp or unofficial channels.
Section 02
Domestic India Shipping System
2.1 — Domestic Shipping Partners
Delhivery
Primary Partner — Pan-India
- Coverage: 18,500+ PIN codes across India
- Best for: B2B bulk shipments
- Surface Express: 3–5 days | Fast: 2–3 days
- Real-time tracking + POD available
Blue Dart (DHL)
Premium — Time-Sensitive
- Coverage: 35,000+ locations across India
- Next-Day Delivery in metro cities
- Excellent tracking & delivery confirmation
- POD (Proof of Delivery) guaranteed
DTDC
Budget — Tier 2/3 Cities
- Coverage: 10,000+ PIN codes
- Best for: Budget-friendly tier 2/3 deliveries
- Surface freight for heavy shipments
- Cash on Delivery (COD) option available
India Post (Speed Post)
Backup — Remote Areas
- Coverage: 1,55,000+ post offices (deepest reach)
- Best for: Remote/rural areas
- Speed Post: 2–4 days for major cities
- Most affordable per-kg rate
Railway Parcel Service: For bulk India orders, we also dispatch via Indian Railways parcel service from Howrah Junction (HWH) and Kolkata Station (KOAA) — fast and cost-effective for large volumes to any Indian city.
2.2 — Delivery Timeline & Charges
🗓️ Delivery Timeline
| Zone | Cities | Standard | Premium |
|---|---|---|---|
| Metro | Kolkata, Mumbai, Delhi, Chennai | 2–4 Days | 1–2 Days |
| Tier 2 | Patna, Lucknow, Jaipur, Pune | 3–5 Days | 2–3 Days |
| Tier 3 | Smaller cities, semi-urban | 5–8 Days | 4–6 Days |
| North-East | Guwahati, Shillong, Imphal | 6–10 Days | 5–7 Days |
💰 Domestic Shipping Charges
📦 Up to 500g
₹60–₹80
📦 500g – 2kg
₹80–₹150
📦 2kg – 10kg
₹15–₹25/kg
📦 Above 10kg (Bulk)
₹10–₹18/kg (negotiated)
🎁 Free Shipping Threshold
Orders above ₹5,000
🏢 B2B Bulk (50+ kg)
Negotiated rate — contact us
Volumetric weight = (L×W×H cm) ÷ 5000. Chargeable = higher of actual or volumetric.
2.3 — Domestic Payment Options
📲
UPI
Instant payment via Google Pay, PhonePe, Paytm, BHIM. Zero transaction fee. UPI ID shared on confirmation.
🏦
Bank Transfer (NEFT/RTGS)
For larger orders. NEFT: up to ₹2L. RTGS: above ₹2L — near instant. Share UTR for confirmation.
💳
Cheque / DD
For institutional buyers, government clients, NGOs. Processing: 3–5 business days. Goods dispatched after clearance.
No COD for Bulk B2B Orders. COD only for catalog items under ₹2,000 at seller's discretion. All bulk and custom orders require advance payment.
Section 03
General Shipping Terms & Policies
3.1 — Minimum Order Quantity (MOQ)
🌍
500
Pieces — International Export
Minimum 500 pcs per design per order for export buyers. Samples from 1–5 pcs. Combined designs welcome: 3 designs × 200 pcs = 600 pcs meets MOQ.
🇮🇳
100
Pieces — Domestic India
Minimum 100 pcs per design for domestic B2B buyers. No MOQ for ready stock retail items. Corporate gifting: 50 pcs minimum with logo printing.
3.2 — Key Shipping & Order Policies
01
⏳ Delay Clause
Vadalo Ventures commits to dispatch within agreed lead times. However, we are NOT liable for delays caused by: natural disasters, port strikes, lockdowns, government restrictions, vessel/airline schedule changes, customs examination, or force majeure events. We notify buyers immediately with revised ETA. No cancellation fee for force majeure delays.
02
💔 Damages Policy
Transit damage must be reported within 48 hours of delivery with photographic/video evidence and outer carton photos. Late claims beyond 48 hours will not be entertained. For validated damage claims, we offer: replacement in next shipment, credit note, or partial refund at our discretion.
03
🔄 Returns Policy
Returns accepted ONLY for: manufacturing defects confirmed by QC team, or wrong goods shipped. Returns NOT accepted for: change of mind, colour variations within ±5%, size variations within ±5mm, buyer's failure to check sample before bulk approval. Buyer must obtain Return Authorization (RA) before shipping back.
04
🚫 Cancellation Policy
Orders CANNOT be cancelled after production has commenced or raw materials purchased. Pre-production cancellation: 100% advance refund minus 10% processing fee. Post-production cancellation: advance forfeited in full. Exceptions by mutual written agreement only.
05
📍 Address Accuracy Policy
Buyer is solely responsible for providing complete and accurate delivery address. Vadalo Ventures is NOT responsible for failed deliveries due to incorrect/incomplete address, or customs issues due to incorrect importer address. Address must be verified at order confirmation stage.
Section 04
Legal & Compliance Framework
🏛️ India — GST Compliance
- GST Registration: GSTIN quoted on all domestic invoices. GST Invoice for all B2B domestic transactions.
- Export = Zero-Rated Supply: No GST on export invoices. IGST paid on inputs is refundable.
- HSN Codes: Jute bags: 6305.10 | Cotton bags: 6305.20 | Eco bags: 4202.92
- E-Way Bill: Required for domestic B2B movement above ₹50,000. Generated before dispatch.
📜 Export Compliance (DGFT)
- IEC: Active and valid — mandatory for all exports from India.
- DGFT Registration: Registered with Directorate General of Foreign Trade, India.
- RBI FEMA Compliance: All foreign exchange received through banking channels only.
- ECGC: Export credit insurance available for large orders against buyer default risk.
🌐 International Trade Laws
- Incoterms 2020: All international shipping terms follow ICC's Incoterms® 2020 rules.
- Sanctions Compliance: We do not trade with OFAC-sanctioned countries or entities.
- Anti-Bribery: Zero-tolerance policy on bribery in trade.
- Environmental Compliance: Products comply with EU Directive 94/62/EC (Packaging Waste) and similar regulations.
🤝 Dispute Resolution
- Negotiation First: All disputes resolved through mutual negotiation within 30 days.
- Arbitration: Unresolved disputes under Indian Arbitration & Conciliation Act, 1996. Seat: Kolkata.
- Jurisdiction: Domestic buyers: Kolkata courts. International: ICC Arbitration Rules.
- Limitation Period: All claims must be raised within 60 days of delivery date.
Section 05
Frequently Asked Questions
What is the Minimum Order Quantity (MOQ) for export buyers?+
For international export buyers, our standard MOQ is 500 pieces per design. If you want multiple designs, the combined order must total 500+ pcs (e.g., 3 designs × 200 pcs = 600 pcs is acceptable). For domestic buyers, MOQ is 100 pcs per design.
How long does international shipping take?+
Sea Freight: 20–45 days (USA/Europe ~30–35 days, UAE ~7–12 days). Air Freight: 5–10 days. Express Courier (DHL/FedEx): 3–7 days door-to-door. Total lead time = production + dispatch prep + transit. We provide complete ETA from your order confirmation date.
Who pays customs duty — buyer or seller?+
Depends on the Incoterm. Under EXW, FOB, CIF, CFR, DAP — buyer pays import customs in their country. Under DDP — seller (Vadalo) pays all import duties. We state the Incoterm clearly in our Proforma Invoice.
Can I track my order in real-time?+
Yes! Sea Freight: Container + B/L number shared on vessel sailing. Air Freight: AWB number shared immediately. Courier: Real-time tracking link via email and WhatsApp. Domestic: Docket number + direct link sent via SMS, WhatsApp, and email upon dispatch.
What payment methods do you accept for international orders?+
TT (SWIFT Wire Transfer) — most common, in USD/EUR/GBP. Letter of Credit (LC) for large orders. PayPal for sample payments only. We do NOT accept cryptocurrency. Bank details shared only via official email — never via WhatsApp.
What documents will I receive with my shipment?+
For export orders: Commercial Invoice (3 originals), Packing List (3 originals), Bill of Lading / Airway Bill, Certificate of Origin, Fumigation Certificate (if wooden pallet), Insurance Certificate (CIF only), GSP Form A (for EU/UK/Australia). All documents sent within 48–72 hours of vessel/aircraft departure.
What is FOB and how is it different from CIF?+
FOB: We deliver to Kolkata Port and load on vessel. After that, you arrange freight, insurance, and everything. CIF: We handle ocean freight AND marine insurance to destination port. CIF price is higher but simpler for new buyers. Most experienced buyers prefer FOB for cost control.
What are your HS Codes and import duties?+
Jute bags: HS 6305.10 | Cotton bags: HS 6305.20 | Shopping/tote bags (jute): HS 4202.92. Import duties vary: USA: 0–4.5% | EU: 0% under GSP | UK: 0% under DCTS | Australia: 0–5%. We provide Certificate of Origin to help claim preferential rates.
What happens if my goods are damaged during transit?+
Report damage within 48 hours of delivery with photos and videos. Steps: (1) Accept delivery noting "received with damage" on POD; (2) Photograph outer carton and inner goods damage; (3) Email evidence to info@vadalobags.com within 48 hours. For CIF shipments, we file insurance claim. Claims after 48 hours cannot be entertained.
Do you ship to all countries?+
We export to 15+ countries currently including UK, USA, Australia, Germany, France, UAE, Canada, Singapore, South Africa, and more. We do not export to OFAC-sanctioned countries. Contact us for country-specific shipping information.
Ready to Ship?
Get Your Free Shipping Quote
Share your destination, quantity, and product — we'll respond with a complete shipping quotation within 24 hours.