EXPORT OF BETEL (PAN) LEAVES FROM INDIA STANDARD OPERATING PROCEDURE (SOP) Part 2 of 2

EXPORT OF BETEL (PAN) LEAVES FROM INDIA

STANDARD OPERATING PROCEDURE (SOP)

Part 2 of 2

[Below is a professionally drafted, detailed, step-by-step SOP (Standard Operating Procedure) for the export of betel (pan) leaves from India. This document follows an organized, industry-compliant structure suitable for exporters, pack-houses, APEDA submissions, and internal company use].

1. Purpose

This SOP outlines the complete process and mandatory compliance requirements for exporting fresh betel leaves from India. It ensures adherence to quality, hygiene, traceability, and regulatory standards for safe and successful international shipments.

2. Scope

This SOP applies to:

• Betel leaf farmers supplying to export-linked pack-houses
• Exporters and merchant traders
• Pack-house operations and quality control teams
• Logistics handlers involved in sorting, packing, and shipment

3. Responsibilities

3.1 Exporter

• Register with APEDA and maintain valid IEC, GST, and other licenses.
• Ensure farms and pack-houses comply with APEDA and importing country standards.
• Maintain documentation, testing reports, and traceability records.
• Coordinate logistics, freight booking, and pre-shipment arrangements.

3.2 Farmer / Producer

• Follow good agricultural and hygiene practices (GAP & GHP).
• Maintain clean irrigation water and prevent contamination.
• Supply leaves that meet export-grade standards.

3.3 Pack-House Management

• Ensure hygienic facility management.
• Conduct cleaning, sorting, grading, and packing operations.
• Maintain batch-wise records and apply labels with Unique Identification Codes (UIC).

3.4 Quality Control Team

• Inspect leaves for defects.
• Verify compliance with microbial, physical, and visual standards.
• Approve consignments prior to shipment.

4. Pre-Export Requirements

4.1 Regulatory Registrations

• Importer–Exporter Code (IEC)
• APEDA Registration
• Registration of farm and pack-house in HortiNet (if applicable)
• Buyer–Seller contracts or Purchase Orders

4.2 Farm Selection & Monitoring

• Farms must use clean irrigation water.
• Soil and water tests should be conducted periodically.
• Farmers should avoid harmful agrochemicals and follow safe-input practices.
• Records of farm sanitation must be maintained.

4.3 Pack-House Requirements

• Separate clean area for receipt, inspection, and processing of leaves.
• Facilities for washing (if required), drying, sorting, and packing.
• Use of clean crates, bamboo baskets, or approved food-grade materials.
• Pest-free and sanitized environment.

5. Harvesting Procedure

1. Harvest only mature, healthy leaves with intact stems.
2. Avoid harvesting during rain or excessive humidity.
3. Use clean gloves and sanitized knives/scissors.
4. Avoid leaves with pest damage, cuts, discoloration, or disease.
5. Keep harvested leaves in shaded, cool areas immediately after plucking.
6. Transfer leaves to pack-house quickly to maintain freshness.

6. Sorting and Grading

6.1 Sorting Parameters

Reject leaves with:

• Yellowing or fungus
• Torn or bruised areas
• Holes from insects
• Excessive moisture
• Odour or stained surfaces

6.2 Grading Categories

• Grade A – Tender, bright green, uniform size, export premium quality
• Grade B – Good quality, slight variation in size
• Rejects – For domestic market or disposal

7. Cleaning & Pre-Packing Process

1. If required by the buyer, lightly rinse leaves with potable water or approved disinfectant solution (non-residual).
2. Gently air-dry leaves under fan—not in direct sunlight.
3. Arrange leaves in stacks with aligned stems.
4. Maintain proper moisture levels—neither too dry nor too wet.

8. Packing Procedure

8.1 Packing Materials

• Food-grade boxes or bamboo baskets
• Food-safe liners or banana leaves for layering
• Moisture-controlling pads (if specified by importer)
• UIC or traceability labels

8.2 Packing Steps

1. Place a liner at the bottom of the box/basket.
2. Arrange leaf bundles carefully to avoid crushing.
3. Layer with banana leaves to maintain humidity.
4. Seal with perforated lids to allow air exchange.
5. Affix external labels containing:
   • Exporter name & address
   • Variety
   • Weight
   • UIC / Traceability code
   • Country of origin
   • Batch & lot number

9. Quality Inspection

Before dispatch, the QC team must verify:

• Leaf freshness and color stability
• Absence of microbial contamination (if lab tests required)
• Proper packing and labelling
• Compliance with importing country regulations
• Temperature and humidity conditions

Only approved consignments should proceed for export.

10. Documentation Requirements

Depending on country requirements, the exporter must prepare:

• Commercial Invoice
• Packing List
• Air Waybill / Bill of Lading
• Phytosanitary Certificate
• Certificate of Origin
• APEDA / Pack-house registration details
• Laboratory test reports (if required)
• Insurance policy (if applicable)

Ensure all documents match buyer’s LC/PO requirements.

11. Logistics and Shipping

11.1 Mode of Export

• Fresh betel leaves are usually exported by air freight due to high perishability.
• Shipments should be sent within 24 hours of packing.

11.2 Cold Chain Protocol

• Maintain cool, well-ventilated storage conditions.
• Avoid sealing in airtight containers.
• Use insulated transport from pack-house to the airport.

11.3 Freight Booking

• Book cargo space in advance with airline.
• Declare commodity as “Fresh Betel Leaves” to ensure proper handling instructions.

12. Post-Shipment Requirements

• Share shipping documents with the importer immediately.
• Track shipment till it reaches the destination.
• Maintain export records for at least 3–5 years.
• Address any buyer feedback or quality concerns promptly.

13. Safety, Hygiene, and Compliance Practices

• Use gloves, masks, and clean clothing while handling leaves.
• Only potable water should be used for any cleaning.
• Pack-house must be regularly sanitized.
• Waste leaves should be disposed of hygienically away from the packing area.
• No smoking, eating, or unhygienic behaviour in processing zones.

14. Corrective Actions

If there is a quality failure, shipment rejection, or contamination incident:

1. Immediately stop dispatch of affected batches.
2. Conduct root-cause analysis (water, soil, handling, packing).
3. Retrain staff if hygiene lapses are observed.
4. Improve traceability and monitoring of farms.
5. Update processes to prevent recurrence.

15. Record Keeping

Maintain the following records:

• Farm registration & farmer details
• Soil and water test reports
• Pack-house sanitation logs
• Harvest and packing registers
• Traceability codes and lot numbers
• QC inspection reports
• Export documentation and shipping records

Proper record keeping ensures traceability and compliance with export regulations.

Conclusion

This SOP provides a complete operational framework for exporting betel leaves in a consistent, hygienic, and compliant manner. By following these procedures, exporters can minimize losses, maintain leaf freshness, meet buyer expectations, and reduce the risk of shipment rejection. Adhering to standardized practices also enhances India’s credibility in international markets and supports long-term business growth.