Why Export Documentation Matters
International trade runs on paperwork. A missing or incorrect document can delay your shipment at customs, block your payment from the bank, or even result in penalties. Indian customs is particularly strict about documentation — especially for first-time exporters.
Here's the definitive checklist of 15 documents you need for exporting from India, organized by when you need them in the export process.
Pre-Shipment Documents
1. IEC (Importer Exporter Code)
Your trade license. Issued by DGFT, it's a 10-digit code mandatory for all import-export transactions. Apply at dgft.gov.in. Fee: ₹500. Validity: Lifetime. Read our IEC guide.
2. Proforma Invoice
A quotation sent to the buyer before the order is confirmed. Contains product details, pricing, delivery terms (Incoterms), and payment terms. Not a bill — it's a formal offer that the buyer uses to arrange payment (LC, advance, etc.).
3. Purchase Order / Sales Contract
The buyer's confirmation of the order. Specifies quantity, price, delivery schedule, quality specifications, and penalties. This is your legal agreement — keep it safe.
4. Letter of Credit (LC) — If Applicable
A bank guarantee from the buyer's bank promising payment upon presentation of compliant documents. For LC transactions, every document must match the LC terms exactly — even a comma difference can cause discrepancies.
Customs & Shipping Documents
5. Commercial Invoice
The bill for goods sold. Contains exporter/buyer details, product descriptions, HS codes, quantities, values, and Incoterms. Must match the shipping bill details exactly. Read our commercial invoice guide.
6. Packing List
Details the contents of each package — number of packages, dimensions, weight (gross and net), marks and numbers. Customs uses this for examination, and the buyer uses it for inventory receipt.
7. Shipping Bill
The principal customs document for export. Filed electronically on ICEGATE. Contains exporter details, HS codes, FOB value, port details, and claim for export incentives (RoDTEP, Drawback). Must be filed before customs examination.
8. Bill of Lading (B/L) or Airway Bill (AWB)
Issued by the shipping line (B/L) or airline (AWB). It's a receipt for goods, a contract of carriage, and a document of title. For LC transactions, the B/L must be "clean" (no damage notations) and "on board" (goods loaded on vessel).
9. Certificate of Origin (COO)
Certifies that goods were manufactured/produced in India. Required for claiming preferential duty rates under FTAs. Types:
- Non-Preferential COO — General certificate from Chamber of Commerce
- Preferential COO — For FTA benefits. Different forms for different agreements (Form AI for ASEAN, Form AIFTA for India-ASEAN, etc.)
- GSP Certificate of Origin — For exports to EU, UK, and other GSP-granting countries
10. Insurance Certificate
Marine/transit insurance covering goods during shipping. Mandatory for CIF/CIP Incoterms. The insurance value is typically 110% of the CIF value. For LC transactions, the insurance must cover at least the amount specified in the LC.
Regulatory & Compliance Documents
11. FSSAI/Phytosanitary Certificate — For Food & Agri Products
FSSAI license for processed foods, phytosanitary certificate from Plant Quarantine for agricultural products, and health certificate for animal products. Many countries have their own import requirements — check the destination country's rules.
12. Quality/Inspection Certificate
Some products require pre-shipment inspection by agencies like EIC (Export Inspection Council) or third-party labs (SGS, Bureau Veritas). Mandatory for products notified under the Export Quality Control and Inspection Act.
13. RCMC (Registration Cum Membership Certificate)
Membership certificate from the relevant Export Promotion Council (FIEO, CHEMEXCIL, EEPC, APEDA, etc.). Required for claiming export incentives and for participation in government-supported trade fairs.
Post-Shipment Documents
14. Bank Realization Certificate (BRC) / e-BRC
Proof that export proceeds were received in India. The authorized dealer bank issues an e-BRC after the foreign currency payment is credited. Required by DGFT for claiming export benefits and closing Advance Authorization obligations.
15. FIRC (Foreign Inward Remittance Certificate)
Issued by the bank confirming receipt of foreign currency. While e-BRC has largely replaced FIRC for DGFT purposes, some agencies and auditors still require the FIRC as proof of payment receipt.
How Eximly Manages All Your Export Documents
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