How Indian export works › Export documents checklist
When a shipment gets stuck at the port, the cause is almost always a document — a mismatch, a missing signature, a wrong code. This checklist walks through the core export documents every Indian exporter should prepare, what each one does, and who issues it.
The core export documents
| Document | What it does |
|---|---|
| Commercial Invoice | States the goods, value and terms of sale — the master document buyers and customs rely on. |
| Packing List | Itemises what's in each carton: weights, dimensions and counts. |
| Shipping Bill | The main customs document for export clearance, filed electronically. |
| Bill of Lading / Air Waybill | The carrier's receipt and contract of carriage — sea uses a bill of lading, air uses an air waybill. |
| Certificate of Origin | Certifies where the goods were made; key for tariff treatment in the buyer's country. |
| Letter of Credit / payment terms | Defines how and when you get paid. |
Documents tied to your registration
Before any single shipment, you'll already have your foundational registrations in place:
- IEC — your Import Export Code from the DGFT. See our IEC registration guide.
- RCMC — your council membership certificate. See our RCMC registration guide.
- AD Code — your bank's Authorized Dealer code, registered at each customs port.
- GST registration — needed for refunds and compliance.
Product-specific certificates
Depending on what you ship and where, you may also need quality or regulatory certificates — for example, phytosanitary certificates for agricultural goods, or destination-country compliance like REACH for chemicals. Always check the rules of your target market before you ship.
The golden rule: every number must match across documents. The value, weight, HS code and quantity on your invoice, packing list and shipping bill should be identical. Mismatches are the single most common cause of customs delays.
A simple pre-shipment routine
- Prepare the commercial invoice and packing list first — everything else flows from them.
- File the shipping bill and confirm your AD Code is registered at that port.
- Arrange the bill of lading or air waybill with your freight forwarder.
- Obtain the certificate of origin and any product-specific certificates.
- Cross-check every figure across all documents before handover.