Export documents in India: a practical checklist
Export documentation supports customs clearance, transport, payment collection, GST compliance and proof of shipment. The exact set depends on the product, destination, shipping mode, buyer contract and any export-policy conditions.
Core documents under the Foreign Trade Policy
For exports of goods, the Foreign Trade Policy identifies these mandatory document categories:
- 1Transport document: Bill of Lading, Airway Bill, Lorry Receipt, Railway Receipt or Postal Receipt, depending on the mode.
- 2Commercial Invoice-cum-Packing List: Commercial details and package information. Separate invoice and packing list formats may be accepted under applicable customs instructions.
- 3Shipping Bill / Bill of Export / Postal Bill of Export: The customs export declaration appropriate to the shipment.
These are core categories, not an exhaustive checklist for every commodity.
Documents commonly prepared for a shipment
- Purchase order or export contract.
- Proforma invoice and final commercial invoice.
- Packing list with package count, gross/net weight and dimensions.
- Shipping instructions and transport booking.
- Shipping bill filed through the applicable customs process.
- Certificate of origin, where required by the buyer, destination or preferential trade arrangement.
- Insurance certificate, if insurance is arranged or required by the agreed delivery term.
- Inspection, test, health, phytosanitary or other product certificates where applicable.
- Export licence, NOC or regulatory approval for restricted or controlled products.
- Bank and foreign-exchange documents required by your authorised dealer bank.
Before accepting the order
Confirm the product's ITC(HS) classification and export policy on DGFT. Check destination-country import rules, labelling, packaging, standards and any buyer-specific conditions. Confirm who is responsible for freight, insurance, customs formalities and delivery under the agreed Incoterm.
Customs and shipping workflow
- 1Finalise the buyer order and commercial terms.
- 2Confirm IEC and any required product registrations or permissions.
- 3Arrange packing, marking and inspection.
- 4Coordinate with your customs broker and logistics provider.
- 5Prepare accurate invoice and packing details.
- 6File the shipping bill through the applicable customs system.
- 7Respond to customs queries and complete examination or clearance if selected.
- 8Obtain the transport document after cargo handover.
- 9Submit post-shipment documents to the bank and buyer as contractually required.
Common documentation errors
Incorrect HS code, mismatched quantities, inconsistent invoice values, wrong consignee details, missing certificates, inaccurate weights and inconsistent Incoterm descriptions can delay clearance or payment. Make sure the invoice, packing list, shipping bill and transport document tell a consistent story.
FAQs
Is a certificate of origin required for every export?
Not universally. It depends on the buyer, destination, trade agreement and product requirements.
Is IEC alone enough to export any product?
No. Restricted goods and regulated products may need additional authorisations or certificates.
Who files the shipping bill?
The exporter or its authorised customs broker can handle filing through the prescribed customs system.
Official resources
- DGFT Foreign Trade Policy: https://www.dgft.gov.in/
- ICEGATE: https://www.icegate.gov.in/
- CBIC: https://www.cbic.gov.in/
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Always confirm the latest customs and product-specific requirements before shipment.