Exporting from India: Documentation Essentials

Every shipment that leaves an Indian port travels on a paper trail. Miss one document and your container sits at customs accruing demurrage charges. Get the paperwork right and your goods clear in hours, not weeks.

This is the exact checklist we use at Honest Export for every outgoing consignment — from a 20-ft container of turmeric to a 40-ft reefer of frozen snacks. Bookmark it.

1. Importer–Exporter Code (IEC)

The IEC is a 10-digit code issued by the DGFT (Directorate General of Foreign Trade) under the Ministry of Commerce. Without it, you cannot legally export or import in India. The PAN of the business doubles as the IEC since 2017, but it must still be registered on the DGFT portal.

Validity: lifetime, but must be updated annually between April–June on the DGFT dashboard, even if nothing has changed.

2. Shipping Bill

Filed electronically through ICEGATE (Indian Customs EDI). This is your primary customs declaration and comes in three flavours depending on the scheme:

• Free shipping bill — for goods with no export incentives
• Drawback shipping bill — when claiming duty drawback
• RoDTEP / DBK — for rebate of duties and taxes

3. Certificate of Origin (COO)

Proves where the goods were manufactured. Required by almost every importing country for tariff determination. Two types:

• Non-preferential COO — issued by chambers of commerce (FIEO, IMC, etc.)
• Preferential COO — for FTA-eligible goods (APTA, SAFTA, India-ASEAN, etc.), can reduce or eliminate import duties

4. Phytosanitary / Health Certificates

Agricultural and food shipments need proof of plant health. For spices, fruits, vegetables, and agri-commodities we always secure a phytosanitary certificate from the Plant Quarantine authority. Processed food goes through FSSAI. Pharma goods need CDSCO / GMP documentation and, for many markets, a Free Sale Certificate.

5. Commercial Invoice & Packing List

The two documents that travel with every container. The commercial invoice is the legal sales record and must match the shipping bill exactly — HS code, quantity, unit price, currency, Incoterm. The packing list breaks down what's in each carton, skid, or pallet with gross and net weights.

Tip: always show country-of-origin and buyer's PO number on both — it speeds up customs clearance on the destination side.

6. Bill of Lading / Airway Bill

Issued by the shipping line (ocean) or airline. This is the document of title — whoever holds the original Bill of Lading can claim the goods at destination. Sea freight uses a B/L, air freight uses an AWB which is non-negotiable.

7. Letter of Credit & Bank Realization Certificate

For first-time buyers we strongly recommend an irrevocable, confirmed Letter of Credit through a reputable bank. After the shipment departs, your bank issues a Bank Realisation Certificate (BRC) — proof that foreign exchange has been received, required for GST refunds and export incentives.

Country-specific extras

A few of the most common destination-specific requirements we handle:

• USA — FDA Prior Notice + Facility Registration for food
• EU — EORI number at the buyer's end, REACH for chemicals
• UAE — ESMA registration for food & consumer goods
• UK — UKCA marking post-Brexit
• Saudi Arabia — SABER certification via SASO

The bottom line

Good documentation isn't bureaucracy — it's what separates an exporter who ships on time from one who accrues port charges. If you're starting out, work with a freight forwarder who will prepare the file for you. Once you have 10–15 shipments under your belt, bring it in-house and save 0.8–1.2% per consignment.

Questions about a specific market? Drop us a line — our trade desk handles documentation for 50+ countries.