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.