Documents Required for Export from India

Documents Required for Export from India

Imagine a small business owner wants to ship handmade textiles to its boutique in Paris. The products are ready for delivery, and the buyer is waiting. But there is a problem—the paperwork is not done correctly. Missing shipping documents, invoices, or regulatory forms can delay the process. In some cases, customs might even reject the shipment, leading to extra costs.

Export documents are important because they help with smooth customs clearance, correct tax calculations, and proof of where the products come from. Without the right paperwork, businesses can lose money, face legal trouble, and damage their relationships with buyers. For example, if a Certificate of Origin is missing, import duties may increase, making the product more expensive and less competitive.

To avoid these problems, exporters must stay updated on trade rules and required documents. The International Chamber of Commerce (ICC) provides guidelines to help businesses follow the rules. Proper documentation not only ensures smooth trade but also builds trust and long-term business relationships.

What Documents are Required for Export from India

1. Bill of Lading (BL) / Airway Bill (AWB)

Both of these documents are important export documents. They act as legal agreements between the shipper (exporter) and the carrier (shipping company or airline). They also serve as proof that the carrier has received the goods in good condition.

Bill of Lading:

A bill of lading is mainly used for sea freight. It is an important document because it confirms that the goods have been handed over to the shipping company.

  • It includes shipping terms, delivery details, and information about the buyer (consignee).
  • It helps track the shipment and ensures that the goods reach the right person at the right destination.
  • The special feature of this document is that it allows ownership of the goods to be transferred while they are still in transit. This helps businesses manage payments and deliveries smoothly.

Air Waybill:

An Air Waybill (AWB) is a required document for shipping goods by air. It serves two important purposes:

  • It confirms the agreement between the shipper (exporter) and the airline for transporting goods.
  • It includes information about the cargo, sender, receiver, and shipping route. Each AWB has a unique 11-digit number, allowing real-time tracking of the shipment.

2. Import Export Code

The Directorate General of Foreign Trade (DGFT) gives businesses a special certificate called the Import Export Code (IEC). Every business that deals with international trade needs to have this code. It is a 10-digit number that is required for things like customs clearance, shipping goods, and receiving payments from other countries. Only businesses with this IEC certificate can legally handle international financial deals. However, this rule doesn’t apply if you’re just dealing with personal items or working with government trade operations.

3. Commercial Invoice and Packing List

A commercial invoice is a document that shows the sale agreement between the exporter and importer. It includes important information about both sides and a detailed description of the items being sold. This includes their number, price per unit, total amount, and payment terms. Customs authorities use this document to figure out how much duty and tax should be paid, so it’s really important to follow the rules. If the seller makes a mistake on the invoice, it can cause delays or penalties in shipping.

A packing list, on the other hand, gives details about how the shipment is packed. It includes the package number, weight, size, and what’s inside. This list helps customs, freight forwarders, and buyers to check the shipment and track the packages. It’s different from the commercial invoice because it doesn’t include price details but helps with correct handling and storage.

4. Shipping Bill / Bill of Export

For exporting goods from India, a shipping bill is required for customs clearance. This document is important because the exporter uses it to provide basic details about the goods, like their description, quantity, value, and the country they are being sent to. The shipping bill helps make sure the exporter follows Indian customs rules. It also shows the export duties, any incentives, and any restrictions that might apply.

5. Proforma Invoice

An exporter gives buyers a proforma invoice before the sale is finished. This document is like an early draft that shows details about the products or services, including their descriptions, quantities, prices, and payment terms. It also gives an estimate of shipping charges.

The proforma invoice helps both the buyer and seller agree on things before the official commercial invoice is issued, but it doesn’t have legal power. Buyers use this document to get financing, apply for import permits, and plan their delivery.

For exporters, it helps secure agreements and makes the sales process easier. Once the buyer accepts the proforma invoice, it often leads to a confirmed purchase order and starts the transaction.

6. Export Order / Purchase Order

An export order or purchase order (PO) is a formal document sent by the buyer to confirm the purchase from the exporter. It contains important details about the products, the agreed quantities, pricing, delivery terms, payment arrangements, and shipping requirements. The purchase order acts like a contract between the buyer and seller, making sure everything is clear and reducing the chance of misunderstandings.

For exporters, the PO is proof that there is a demand for their goods. It helps them manage the supply chain, from production to inventory control. This document is also important for financial processes, as banks sometimes require it when providing trade financing or issuing Letters of Credit (LC). Once the PO is accepted, the export process begins, and important shipping and customs paperwork is created, including relevant import documents.

7. Certificate of Origin (CoO)

A Certificate of Origin is an official document that shows where the exported goods from India come from. The importing country needs this document for customs clearance. It is also important because it affects duties, taxes, and any special trade benefits from free trade agreements.

8. Bill of Exchange

A bill of exchange is a financial document used in international trade to make sure payment is secure between exporters and importers. The exporter creates this document, which tells the buyer that they must pay a certain amount either immediately or at a set time in the future.

It works like a legal agreement and is often used in credit-based transactions. There are two main types of bills of exchange: the sight bill and the usance bill. A sight bill requires immediate payment, while a usance bill allows for payment at a later date. Banks are involved in the process because Letters of Credit (LCs) often need their help. Bills of exchange help exporters get paid on time and reduce the financial risks of international transactions.

9. Letter of Credit (LC)

Payment safety can be tricky in international trade, especially when selling to first-time buyers, as it creates more uncertainty. A Letter of Credit (LC) helps solve this problem by acting as a financial guarantee through the bank system. It ensures that the exporter gets paid as long as they follow the terms of the agreement.

The LC reduces payment risks and builds trust between the importer and exporter. To get paid, the bank needs to check that all the shipping and trade documents match the terms in the LC. There are different types of letters of credit, such as revocable, irrevocable, and confirmed, each offering different levels of security.

An LC gives exporters peace of mind by protecting them from nonpayment, while buyers feel safe knowing that the goods will arrive before they make the payment.

10. Inspection or Quality Check Certificate

Buyers and regulatory authorities need valid inspection or quality check certificates to accept international shipments. The inspection or quality check certificate ensures that the exported goods meet all the required quality, safety, and regulatory standards.

These certificates are usually provided by third-party inspection agencies like Bureau Veritas, SGS, and Intertek, or by government-approved organizations.

11. Phytosanitary & Fumigation Certificates

When exporting agricultural products, two important documents are needed: phytosanitary and fumigation certificates. These certificates confirm that inspections were done and no pests or diseases were found that could break the plant health rules of the importing country.

12. Marine Insurance Policy

When goods are shipped overseas, there’s always a risk of damage, theft, or even total loss. A marine insurance policy protects exporters by covering financial losses that happen during transportation, whether by sea, air, or land. This coverage is especially important for high-value shipments, as it helps recover costs in case of any problems during transit. Marine insurance has become essential in trade because many buyers and banks require it as a security measure.

13. Mate’s Receipt

When a ship is in operation, the ship’s officer issues a Mate’s Receipt to confirm that the goods have been received onboard without any damage. This receipt is an initial acknowledgment before the official bill of lading is issued.

14. Export General Manifest (EGM)

The carrier must submit the Export General Manifest (EGM) to Indian Customs once the goods leave the country, whether by shipping line or airline. This official document confirms that the shipment has departed from India. It includes the shipping bill number, details of the exporter, and information about the cargo.

Final Words

Navigating export documentation is crucial for companies that want to succeed in international markets. Various documents and other paperwork ensure compliance and help make business transactions smooth.

To be successful in exports, a business also needs accurate market data and verified buyer information to go along with their export documentation system. This is where Dataversee can help. The platform provides market analysis reports and verified buyer details, helping you make smarter decisions as you expand internationally.

Our data gives you industry insights, helping you predict market changes, understand competition, and connect with reliable foreign business partners. Book a free demo of our platform and see how our verified trade data can help in boosting your business growth.

List of Documents Required for Importing Goods

List of Documents Required for Importing Products

When products are sent from one country to another, they need the right paperwork to make sure everything goes smoothly. These official documents help the authorities track the items, make sure taxes are paid, and check that the products meet safety and quality standards. Without the correct paperwork, shipments can be delayed at the border or, worse, blocked completely. Missing important documents can also hurt trust between businesses and make it harder to work with suppliers or customs officials.

Every country has its own rules for imports, so even missing one document can cause big problems. Customs officers need certain documents, like the Bill of Lading, Commercial Invoice, and Import License, to confirm shipment details. If any documents are wrong or missing, it will lead to extra checks and delays in delivery. These necessary import-export documentation ensure that international trade runs efficiently and according to the rules.

List of Import Documents Required For Smooth Customs Clearance

1. Import Export Code (IEC)

Every business needs to get an Import Export Code (IEC), which is a 10-digit number given by the Directorate General of Foreign Trade (DGFT) in India. Anyone or any business involved in imports or exports from India must have this code. It’s required for customs procedures, international transactions, and to enjoy the benefits from the Foreign Trade Policy. The IEC is like a license that lets businesses operate internationally.

The DGFT portal has an easy online system where businesses can apply for an IEC. To apply, they need to submit documents like a PAN card, address proof, and a bank certificate. Once issued, the IEC is valid forever, as long as the business continues. There’s no need to renew it, but businesses must update their details if anything about their business changes.

2. Bill of Lading / Airway Bill

The Bill of Lading (BOL) is the main shipping document used for sea shipments, while the Airway Bill is used for air freight deliveries. Both documents serve as proof of delivery and are legally binding between the exporter and the carrier.

These documents include details about the consignee (the person receiving the goods), tracking numbers, and other important transportation information. To make a shipment official, Indian customs requires these documents as part of the import clearance documents.

The Bill of Lading also acts as proof of ownership, allowing importers to take possession of their goods once they arrive. Airway bills help speed up the customs clearance process, making it quicker to get shipments through. Shipping lines and airlines give these documents to both exporters and carriers.

3. Commercial Invoice

In international trade, the commercial invoice is an important document that the seller gives to the buyer to show the value of the goods. It includes details like the product description, how many items there are, the price per item, the total cost, and payment terms. This document helps Indian customs figure out the correct import duties.

The packing list is another document that gives information about how the goods are packed, including their size and weight. Sometimes, the commercial invoice and packing list are combined. But if there are any mistakes or missing details, it can delay the process of clearing the shipment.

4. Bill of Entry (BoE)

Every importer must submit a Bill of Entry (BoE) to Indian Customs. This document is a required declaration for imported goods. It includes important information about the importer, details about the items, the quantity and value of the goods, and the duty that needs to be paid.

The BoE is needed to start the customs clearance process and to determine which customs duties must be paid. Importers should file the Bill of Entry using the Indian Customs Electronic Gateway (ICEGATE). Customs workers check the BoE along with invoices and packing lists to approve the release of goods. Filing the BoE correctly is a legal requirement to get goods into India.

5. Import License

The Indian government requires import licenses for certain items, like pharmaceuticals, chemicals, and some electronics, before they can enter the country. The Directorate General of Foreign Trade (DGFT) issues this license to make sure that imported items meet India’s safety, environmental, and economic rules.

Businesses need to apply for an import license from the DGFT when they want to buy goods from foreign suppliers. To get the license, they must provide business details, product information, and supporting documents for the imports. If a business doesn’t have this license for restricted goods, they could face penalties, and customs might stop or confiscate the shipment. Before importing, companies should check if their items are on the restricted list.

6. Inspection Certificate

Certain goods need an inspection certificate before they can be imported to make sure they meet India’s quality and safety standards. The Indian Bureau of Standards (BIS) and authorized authorities from the exporting country issue this certificate for items like machinery, electronics, food, and medical equipment.

The pre-shipment inspection process helps stop defective, dangerous, or substandard items from entering India. Indian laws require inspections to be done at the exporter’s location before the goods are shipped. If this certificate is missing, customs might deny clearance or add extra testing once the goods arrive. This can cause delays and lead to high costs for the importer.

7. Certificate of Origin

A Certificate of Origin (COO) shows where a product was made. It’s needed for goods that are imported so companies can figure out the right taxes and any discounts they get through trade deals, like the ASEAN-India FTA or SAFTA.

There are two types of Certificates of Origin:

  • Preferential COO, which helps get lower import taxes thanks to trade agreements.
  • Non-preferential COO, which doesn’t give any tax benefits.

Chambers of commerce and government groups in the country that is exporting the product give out the COO. When the goods arrive in India, customs officials check this certificate to make sure the trade rules are followed. Importers must get the COO from their suppliers before the goods are shipped. This is an important part of international trade documents that ensures the legality of transactions.

8. Insurance Certificate

An insurance certificate is a document that shows the imported goods are covered in case they get damaged, lost, or stolen during transport. This certificate comes from insurance companies or brokers, and it explains how much the goods are worth and what the insurance covers.

It’s really important when shipping expensive items, fragile goods, or large amounts of products. Indian customs may ask for it to make sure there’s financial protection if something goes wrong with the shipment. If the goods get damaged, the certificate can help solve problems between the buyer and seller. Having insurance helps protect importers from both money loss and stress.

9. Customs Duty Payment Proof

Customs requires importers to pay their duties based on the Bill of Entry evaluation before they can get approval to release the shipment. To clear the goods, importers must show proof of payment through the Indian Customs Electronic Gateway (ICEGATE) portal. This can be either a bank receipt or an e-payment confirmation.

The goods will stay at Indian customs until they confirm the payment details. The duty amount depends on the type of product, based on its HS Code, and the taxes that apply, which could include special tariff deals. If importers can’t show the right payment proof or if there are mistakes in their documents, customs will delay the clearance and might even charge penalties. It’s also important for importers to keep proper records of their duty payments for audits and legal reasons.

10. Additional Documents for Specific Goods

Different types of imported goods in India need extra documents because of industry rules, government policies, or special product requirements.

For example, foreign food items need approval from the Food Safety and Standards Authority of India (FSSAI) and a Sanitary and Phytosanitary Certificate to follow health rules. Electronics and communication equipment need clearance from the Wireless Planning & Coordination (WPC) Wing and the Bureau of Indian Standards (BIS).

Pharmaceuticals and medical devices must be registered with the Central Drugs Standard Control Organization (CDSCO). If you’re importing plants, seeds, or agricultural products, you need a Plant Quarantine Certificate to prevent biological risks.

Final Words

Businesses that want to import goods into India need several documents, starting with the Bill of Entry, and may also require Import Licenses for a smooth customs clearance process. Any mistakes in the paperwork or data can lead to extra costs and delays in clearing the goods. To avoid these problems, importers must stay up-to-date on regulations, duty rates, and supplier information.

Things change when import-export data is available. With real-time import data, businesses can find reliable suppliers, analyze competitor strategies, and spot price trends. This helps importers choose the right trade partners and reduce risks.

By using our import-export data service, businesses get valuable insights to make smarter and more profitable import decisions. Contact our team today and improve your position in global trade.

List of 13 Major Ports in India

Ports in India

India has a coastline of 7,500 kilometers, which is important for the country’s economy and trade. There are thirteen main ports in India, and they handle 95% of the country’s trade by volume. These ports also manage 65% of India’s trade value. In 2024, these ports managed 817.98 million tonnes of cargo, which was a 4.38% increase from the previous year.

These seaports in India are very important for India’s economy, and they are constantly improving to meet the needs of global trade. The planned investments will help make the Indian port network better, allowing them to meet international standards and support the growing trade in India. Let’s discuss the main ports in India that directly impact the country’s trade and economy. These ports play a very important role in supporting the Indian economy and growth.

List of 13 Ports in India:

1. Deendayal Port

The former Kandla Port is now called Deendayal Port, and it is an important maritime hub located in the Gulf of Kutch, Gujarat, India. The port was created in the 1950s to help with the congestion at Mumbai Port and to provide trade access for western India. Over the years, Deendayal Port has grown and is now one of the top ports in India based on its cargo handling capacity.

During 2024, Deendayal Port handled 131.82 million metric tonnes (MMT) of cargo. This is a big part of the 817.98 MMT of cargo that was handled by all the major Indian ports during that time. The recent cargo numbers show why Deendayal Port is so important for both international trade and coastal operations.

2. Mumbai Port

Mumbai Port, located in Mumbai, Maharashtra, is one of India’s oldest and most important maritime access points. It was founded in the 17th century and has always been key to the country’s commercial growth. The port handles a wide range of industrial products, including textiles, chemicals, and machinery, due to Mumbai’s strong industrial base. Mumbai Port also serves passengers by hosting cruise liners and providing ferry services. In May 2024, the port saw a 5.89% increase in cargo handling compared to May 2023, showing its continued importance in India’s maritime industry.

3. Jawaharlal Nehru Port Trust (Nhava Sheva)

Jawaharlal Nehru Port Trust (JNPT), also called Nhava Sheva, is India’s biggest container port. It started in 1989 and is located in Navi Mumbai, Maharashtra. In the year 2023-2024, JNPT handled a large amount of shipping, contributing to the total of 817.98 million tonnes of cargo handled by Indian ports.

The port is constantly improving by building new terminals and using digital technology to make operations better. JNPT is also working on increasing its capacity to stay an important hub for maritime trade, thus helping maintain the effectiveness of the Port Authority of India.

4. Mormugao Port

Mormugao Port is located in Mormugao, Goa, and has both historical importance and a key position on India’s west coast. The port is mainly used for exporting iron ore and manganese, which are important resources from the region. In January 2024, Mormugao Port saw a 59% increase in traffic compared to other major sea ports in India, handling more cargo than usual.

The port is modernizing its infrastructure and using new technology to improve cargo handling, which is helping to drive significant growth in traffic.

5. New Mangalore Port

Mormugao Port is located in Mormugao, Goa, and has both historical importance and a key position along India’s western coast. The port has been the main exporter of iron ore and manganese, providing an important route for regional mineral exports. In January 2024, Mormugao Port saw a 59% increase in container traffic compared to other major ports in India.

This growth happened because the port is modernizing, with improvements in its infrastructure and the use of advanced cargo handling technology to increase its capacity.

6. Cochin Port

Cochin Port is located in Kochi, Kerala, on India’s southwest coast, making it an important port. Throughout history, it has been a key gateway for distributing tea, spices, and petroleum products, supporting Kerala’s agricultural and manufacturing industries. In May 2024, Cochin Port showed its strength by handling 7.78% more cargo than the previous year.

The port’s capacity and trade volume will continue to grow because of ongoing improvements, including expanding terminals and upgrading logistics facilities. The Port Authority of India plays a role in supporting such enhancements across the network.

7. Chennai Port

Chennai Port is in Chennai, Tamil Nadu, and is one of the most important ports in India on the eastern coast. It handles the import and export of things like cars, coal, petroleum products, and iron ore, which shows the area’s wide range of industries. To keep up with the growing trade, the port is adding more berths and improving its facilities to work more efficiently.

8. Ennore Port (Kamarajar Port)

Ennore Port, also known as Kamarajar Port, is located near Chennai in Tamil Nadu. It is India’s first port corporation run through a public-private partnership. The port mainly handles liquefied natural gas (LNG), coal, petroleum products, and automobiles.

Ennore Port is making progress by building new terminal facilities and using advanced cargo handling technology. In the future, the port plans to grow even more by increasing its capacity and handling new types of cargo, which will help boost its role in both international and regional trade.

9. Visakhapatnam Port

Visakhapatnam Port, located in Andhra Pradesh, is the largest port on India’s eastern coast in terms of cargo handling capacity. The port handles important goods like iron ore, petroleum products, coal, and fertilizers.

To improve its ability to handle larger ships, the port has worked on deepening its channels and upgrading its berths. These upgrades will help make the port more competitive in international trade, increasing both its efficiency and the amount of cargo it can handle.

10. Paradip Port

Paradip Port, located in Odisha, is one of the fastest-growing ports in India. It mainly handles three key items: thermal coal, iron ore, and crude oil. In the fiscal year 2023-2024, Paradip Port earned ₹1,570 crore in revenue. To meet the growing demand in maritime trade, the port is expanding its docks and improving its facilities to increase its capacity.

11. Haldia Port

Haldia Port, located in West Bengal, is a subsidiary of Kolkata Port. It helps reduce transportation delays and boosts regional trade. The port mainly handles four key items: chemicals, coal, iron ore, and fertilizers.

To keep operations running smoothly, Haldia Port is focused on strategic development. This includes expanding cargo handling capabilities and improving navigation through ongoing dredging efforts.

12. Kolkata Port (Syama Prasad Mookerjee Port)

Syama Prasad Mookerjee Port (SMP Kolkata) is the oldest active port in India, having started in 1870. It’s located on the Hooghly River in West Bengal. The port is very important for connecting eastern India and the northeastern states.

The port mainly handles shipments of jute, tea, coal, and steel, which are crucial for regional trade. In the fiscal year 2023-24, the port reached a new record by handling 66.4 million metric tons (MMT) of cargo.

The port also saw huge growth in its profits, with a 65% increase, reaching ₹501.73 crore. Right now, there are big upgrades happening at the port. They are adding new mechanical berths and expanding the Haldia Dock Complex to make the port more efficient.

Since it’s the only major river port in India, SMP Kolkata plays a key role in trade and is always being updated to handle more trade both inside India and with other countries.

13. V.O. Chidambaranar Port (Tuticorin Port)

Tuticorin Port, originally called V.O. Chidambaranar Port, is located at the southeastern edge of India in Tamil Nadu. This location makes the port a key trade center, helping with the export of industrial and agricultural goods from Tamil Nadu to southern India.

The main cargo handled at this port includes coal, fertilizers, salt, petroleum products, and container boxes. The port has also increased its container capacity, making it one of the fastest-growing ports in India.

To modernize, the port is focusing on two main projects: building new terminals and implementing green port policies. Tuticorin Port plays an important role in connecting India to international trade through its deep draft and strong access system, which uses roads, railways, and ships to reach Southeast Asia.

Final Words

These above discussed ports in India are crucial for national trade. They connect industries to global markets and help drive the country’s economic growth. Additionally, they are always improving to become more efficient and ready for the growing demand in the future.

In global trade, businesses rely on accurate import-export information to make smart decisions. Our import-export data services provide detailed market insights that help businesses improve their logistics and find new markets for growth while staying ahead of competitors. Dataversee Inc is ready to help your company grow with data-driven strategies. Schedule a free demo with us.