Exporting goods from India can be a great business opportunity that lets you reach customers around the world. But it’s important to do things carefully, especially when it comes to the export documentation process.
Make sure all your documents required for export of goods are correct and complete. This helps things go smoothly and makes sure you’re following the rules that apply to trade between countries worldwide.
In this blog, we will explore the essential list of documents required for exports from India. From Proforma Invoices to Bill of Lading, we will break down each export clearance document’s purpose and key information that needs to be there in the document .
List of Documents Required for Export
Below are the export compliance documents required for export from India:
- Proforma Invoice
- Commercial Invoice cum Packing List
- Certificate of Origin
- Bill of Lading
- Shipping Bill or Bill of Export
- Export Order
- Bill of Exchange
- Letter of Credit
- Inspection/Quality Check
- Phytosanitary and Fumigation Certificates
Detailed Explanation of Documents Required for Export from India
1. Proforma Invoice
Proforma Invoice document required for export from India. It is a formal document sent by a supplier to a buyer before the actual goods or services are provided
Purpose: It outlines the details of the proposed transactions. This document helps the buyer understand the terms and conditions of the sale before the actual shipment.
Key Information:
- Exporter and buyer details
- Product descriptions and specifications
- Prices, currency, and payment terms
- Shipment and delivery terms
- HSN codes of the goods that are being exported
Always ensure that your proforma invoice is dated and has an expiration date.
2. Commercial Invoice cum Packing List
Recently under Government guidelines for export documentation in India, two documents, Packing List and Commercial Invoice, have been merged into one document.
Commercial Invoice
Once you have sent a Proforma invoice, and received an order from the buyer, you have to prepare some documents to export goods. Amongst these documents, the commercial invoice is the most important.
Purpose: A Commercial Invoice is the official bill issued by the exporter to the buyer once the goods are shipped. It serves as evidence of the transaction and contains essential details for customs clearance, such as the value of the goods, shipping terms, and payment terms.
Key Information:
- Exporter and buyer details
- Product descriptions and quantities
- Invoice date and number
- Payment terms, currency, and total value
It looks similar to the proforma invoice but it also contains additional information like order no., additional banking and payment information, etc.
Apart from this, adding Marine insurance information and other details in commercial invoice will ensure timely and full payment from the buyer
Packing List
An export packing list is more detailed than the packing list you provide for domestic shipments.
Purpose: The packing List provides a detailed inventory of the shipped goods. This document aids customs officials in verifying the contents of the shipment. Also, if cargo gets damaged, a packed list is required to file an insurance claim.
Key Information:
- Shipment details
- Description of each product
- Quantity, weight, and dimensions of each item
- Packaging type
3. Certificate of Origin (CoO)
CoO is one of the most important documents required for export from India.
Purpose: Certificates of Origin are official export compliance documents that verify the country of origin of the exported goods. These certificates may be required to determine eligibility for preferential trade agreements, import duty rates, and compliance with trade regulations in the destination country.
Key Information:
- Exporter and product details
- Country of origin certification
- Authentication by the relevant authority
4. Bill of Lading
It’s a contract of carriage between the shipper and the carrier.
Purpose: It acts as a receipt issued by the carrier, acknowledging that the goods have been received in good condition from the shipper. This receipt is crucial as it provides evidence that the carrier has taken possession of the cargo and is responsible for its safe transport.
Key Information:
- Details of the shipping line
- Name of the vessel used for the transport
- Details of the goods (Number of units, weight and dimensions)
- Nature of the consignment transported
- Kind of packaging used
5. Shipping Bill or Bill of Export
Shipping bill is a mandatory export clearance document required for exporting goods from India. It is issued by Indian Customs Electronic Gateway (ICEGATE) which provides electronic filing of Shipping Bills.
Purpose: The primary purpose of the Shipping Bill is to provide detailed information about the exported goods to Indian Customs. It contains essential data that helps customs officials assess and regulate the export transaction.
The Shipping Bill typically contains the following information:
- Exporter’s details (name, address, GSTIN, IEC, etc.).
- Importer’s details (if applicable).
- Description of the goods (quantity, value, HS code, etc.).
- Port of loading and port of discharge.
- Shipping method (by sea, air, road, etc.).
- Declaration of the export’s compliance with various laws and regulations.
- Details of any incentives, benefits, or exemptions claimed.
6. Export Order/Purchase Order
Shipping bill is a mandatory export clearance document required for exporting goods from India.It is issued by Indian Customs Electronic Gateway (ICEGATE) which provides electronic filing of Shipping Bills.
Purpose: The primary purpose of the Shipping Bill is to provide detailed information about the exported goods to Indian Customs. It contains essential data that helps customs officials assess and regulate the export transaction.
The Shipping Bill typically contains the following information:
- Exporter’s details (name, address, GSTIN, IEC, etc.).
- Importer’s details (if applicable).
- Description of the goods (quantity, value, HS code, etc.).
- Port of loading and port of discharge.
- Shipping method (by sea, air, road, etc.).
- Declaration of the export’s compliance with various laws and regulations.
- Details of any incentives, benefits, or exemptions claimed.
7. Bill of Exchange
A Bill of Exchange (BE) is a financial instrument used in international trade and commerce to facilitate payments between the exporter and importer. It is essentially a written order that instructs the buyer (importer) to pay a specified amount to the exporter.
Purpose: It acts as a written promise to pay, allowing for a secure and documented transfer of funds.
There are typically three parties involved in a Bill of Exchange:
Drawer: The exporter who creates the Bill of Exchange and is entitled to receive payment.
Drawee: The importer or buyer who is required to make the payment as specified in the BoE.
Payee: The party to whom the payment should be made (usually the exporter).
Key Information
- Date
- Amount
- Payee Details
- Drawee Details
- Payment Terms
- Acceptance
8. Letter of Credit (LoC)
Loc is a financial instrument commonly used in international trade to facilitate secure and guaranteed payments between the exporter (seller) and the importer (buyer).
Purpose: The buyer’s bank issues Letter of Credit (LoC) to pay the exporter on time if the buyer takes too long to pay their bills.
Key Information:
The Letter of Credit includes various terms and conditions, including:
Amount: The amount of payment to be made.
Expiry Date: The date until which the LC is valid.
Shipping and Delivery Terms: Details about how and where the goods are to be shipped and delivered.
Documentary Requirements: The specific documents that the beneficiary must present to receive payment.
9. Inspection/Quality Check
An importer can ask for a quality inspection before the exporter ships goods.
Purpose: It is to verify that the goods being exported meet the quality and safety standards expected by the buyer. It provides assurance to the buyer that they will receive products that meet their requirements and specifications.
Parties Involved:
Buyer (Importer): The party that requests and arranges for the quality inspection.
Exporter (Seller): The party responsible for preparing and presenting the goods for inspection.
Third-Party Inspection Agencies: Independent inspection agencies or organizations that conduct impartial quality inspections.
10. Phytosanitary Certificates and Fumigation Certificates
These are mandatory documents required for international trade. It is issued by the National Plant Protection Organization (NPPO) of the exporting country after it inspects the products (particularly agricultural commodities) and finds them free from pests and diseases.
Phytosanitary Certificates are essential for preventing the spread of pests and diseases that can harm the agricultural and natural ecosystems of the importing country.
Export documentation in India is a complex process. You need to have this long list of export documents above to export from India. EXPORA has helped hundreds of businesses export agricultural products from India to different countries. We provide end-to-end solutions that make exports easy and hassle-free for you.
contact@expora.in to know more about us.
