Export Help - Financial Assistance - Primary market research - Application documents and other requirements
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STEP 9: OBTAINING FINANCING FOR YOUR EXPORTS
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Application documents and other requirements

Customs and Excise registration certificate

Businesses/individuals applying for EMIA assistance must be registered with the Commissioner of Customs & Excise. A copy of the registration certificate must be attached to all applications.

Proof of registration of the entity

The nature of the entity applying for assistance c an either be a Pty (Ltd) company, a Closed Corporation, a Sole Proprietor, a Partnership, an Association, or a Trust. The following information is required in respect of each type of entity:

  • In the case of an entity registered as Ltd, (Pty) Ltd a copy an Incorporation certificate and certificates in respect of all name changes made.
  • In the case of an entity registered as CC, a copy of the Founding statement and amended statements confirming name changes made.
  • Sole proprietors must submit a certified copy of a South African identity document with all applications for EMIA assistance. Foreigners must submit certified copies of their passports and proof of registration with the South African Revenue Services.
  • A copy of the Partnership agreement in the case of a Partnership.
  • Articles of Association or other proof in the case of an Industry Association.
  • Documentary proof of the establishment of a Trust.

Product brochures

The brochure must be printed on good quality paper, EMIA also accepts a CD ROM format. The brochure must contain the following information:

  • The entity name and logo.
  • International contact details.
  • Carefully edited pictures of the products.
  • Description of products and the international specifications where applicable.
  • An export-trading house or commission agent can either submit their own brochure reflecting all products represented or those of the entities represented.

Financial documentation

The following financial documentation is required:

  • Entities are required to provide the latest audited financial statements
  • In the case of a Close Corporation the latest financial statements signed off by the accounting officer
  • In the case of sole proprietors, bank statements for the last three (3) months
  • The latest financial statements must be prepared and signed off by registered accountants. If the latest financial statements are not available, after a period exceeding six (6) months from the financial year-end of the entity, the registered accountant must provide the reasons for non-availability. In addition to this the applicant should provide EMIA with audited financials pertaining to the previous financial year

Export marketing plan

An export-marketing plan must accompany all applications for EMIA PMR Assistance. Please refer to the application form for a Guide in developing an Export Marketing Plan. Please ensure that the following topics are included in the Marketing Plan for PMR:

  • The export market
  • Analysis of the product, price, promotion strategies and distribution channels
  • Viability of the product, expected competition and any trade barriers

Itinerary

A detailed confirmed itinerary of foreign businesses to be visited, must accompany the application. The itinerary must include all of the following details in order to facilitate the verification of appointments by EMIA before the date of departure:

  • Date of appointment(s)
  • Name(s) full address(es) of business(es) to be visited
  • Name(s) of contact persons and their designations in the business
  • Phone and fax number{s} and or e-mail address(es)

Letters of confirmation pertaining to the itinerary

Electronic mails (e-mail) or confirmation letters from at least two (2) businesses abroad (on their official letterhead) confirming two (2) scheduled appointments must be submitted to EMIA at least fourteen (14) days prior to the date of departure. Only appointments confirmed fourteen (14) days prior to the date of departure will qualify for assistance.

Air ticket quotations

Customers must obtain two (2) quotations from the EMIA Preferred Service Providers (PSP's), as well as an additional quotation from a service provider of choice.

Company Contact person Phone Email
Flight Specials Ms Karin Rheeder
Ms Melody Coetzee
+27 (12) 343 9120 kr.pretoriatravel@galileosa.co.za
mc.pretoriatravel@galileosa.co.za
Connex Travel Ms Rene Harmse
Ms Ana Dos Santos
+27 (12) 342 3600 reneh@connex.co.za
anad@connex.co.za
Sure Travel Samber Ms Lisl Lindeboom
Ms Estelle Kruger
+27 (12) 362 4242 Lisl@travelsamber.co.za
Estelle@travelsamber.co.za
Flywell Travel Pretoria Ms Ayesha Lakhan
Ms Nisha Singh
Ms Jeanne Mooloo
+27 (12) 374 2041 /2/3/4/5 flypry@galileosa.co.za
nishas.flywelltravel@galileosa.co.za
jeannem.flywelltravel@galileosa.co.za

The following criteria will be followed in accepting a quotation:

  • Only the lowest quotation will be considered for reimbursement
  • EMIA will not be responsible for any cancellation fees or any additional costs, which are incurred due to travel deviations
  • All additional costs will be borne by the applicant
  • It is the responsibility of the applicant to make the arrangements for air-tickets (this includes the booking, issue and delivery stages)

Air ticket quotations

Please note that EMIA does not accept any liability relating to the non-performance or service delivery of the appointed Preferred Service Providers pertaining to air and travel arrangements.

Additional Documentation required from an Export Trading House, Commission agent or Industry Association

Applications for assistance for PMR by Industry Associations, Export Councils or Joint Action Groups, must supply:

  • Brochures of at least five (5) South African businesses
  • Letters of permission to represent these businesses for the purposes of undertaking market research on their behalf
  • Details in terms of export capacity on the application form of the five (5) companies represented for this research

Commissioned Agents, on the other hand, must supply copies of their agency agreements with three SMME's or HDI's that they represent, while Export Trading Houses (ETH), must supply letters confirming permission from three SMME's or HDI's which the ETH represents. These agency agreements/letters of representation must accompany the application.

Outsourcing agreements

Entities that are outsourcing their manufacturing process will only qualify on submission of formal outsourcing agreement(s) between the entity and the manufacturer(s); or other proof substantiating that the entity is the legal owner of the product/design or patent.

Supplementary information required with the application form for PMR

(Refer to detailed description of required documentation on page 6-7 of this document)

  • Documentation required from all applicants:
    1. A copy of the entity's exporter's registration certificate from Customs & Excise
    2. Proof of registration of the entity.
    3. A full colour product brochure
    4. Financial statements or bank statements in the case of a sole proprietor.
    5. An Export Marketing Plan
    6. Three quotations for air travel. Two (2) quotations from EMIA's preferred service providers and a third from a service provider of choice.
    7. A detailed confirmed itinerary of businesses to be visited; the itinerary must include all of the following details in order to facilitate the verification of appointments by EMIA before the date of departure:
      • Date of appointment(s)
      • Name(s}, full address{es) of business(es) to be visited
      • Name(s) of contact persons and their designations in the business
      • Phone and fax number{s) and or e-mail address{es)
      • Electronic mails (e-mail) or confirmation letters from the businesses abroad (on their official letterhead) confirming two (2) scheduled appointments must be submitted to EMIA at least fourteen (14) days prior to the date of departure.
      • Only appointments confirmed fourteen (14) days prior to the date of departure will qualify for assistance. Please cross-reference appointments with the itinerary submitted.

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    Step 9: more information

    Step 9: Obtaining finances/resources for your exports
          Bank financing
          Payment methods as a means of financing
          dti EMIA incentives
                Definitions and terminology
    INDIVIDUAL PARTICIPATION INCENTIVE SCHEMES
                Individual Exhibitions (IE)
                Individual Inward-bound Mission (IIBM)
                In-store promotions (IP)
                Primary Market Research (PMR)
                      .General qualification criteria
                      .Limitation of assistance provided
                      .Scheme-specific financial criteria
                      .Steps involved in applying for assistance
                      .Claim documentation and other requirements
    GROUP PARTICIPATION INCENTIVE SCHEMES
                Group Inward Buying Trade Missions (IBM)
                National Pavilions (NP)
          Payment terms and export financing
          Pricing as a means of financing
          Export receivables
          Foreign currency loans
          Alternative sources of financing

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    More information on Step 9
    Learning to export... The export process in 21 easy steps
    Step 1: Considering exporting
    Step 2:Current business viability
    Step 3:Export readiness
    Step 4:Broad mission statement and initial budget
    Step 5:Confirming management's commitment to exports
    Step 6: Undertaking an initial SWOT analysis of the firm
    Step 7:Selecting and researching potential countries abroad
    Step 8: Preparing and implementing your export plan
    Step 9: Obtaining financing for your exports
    Step 10: Managing your export risk
    Step 11: Promoting the firm and its products abroad
    Step 12: Negotiating and quoting in exports
    Step 13: Revising your export costings and price
    Step 14: Obtaining the export order
    Step 15: Producing the goods
    Step 16: Handling the export logistics
    Step 17: Export documentation
    Step 18: Providing follow-up support
    Step 19: Getting paid
    Step 20: Reviewing and improving the export process
    Step 21: Export Management
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