Export Documents Checklist: Every Document You Need to Export from India
Missing one document can hold a shipment at the port or delay a payment for weeks. The list looks long, but each document has a clear job, and many are prepared once and reused for every shipment.
Under India's Foreign Trade Policy, three documents are mandatory for every export: the bill of lading or airway bill (or other transport document), the commercial invoice cum packing list, and the shipping bill. Around these, most exporters also need their IEC, GST LUT, AD code and RCMC, plus buyer and bank documents such as a proforma invoice, purchase order and letter of credit, and product certificates such as a certificate of origin or phytosanitary certificate.
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Registrations you need once
- IEC from DGFT. IEC guide
- GST registration and LUT for zero-rated exports. LUT guide
- AD code registered at your export ports. AD code guide
- RCMC from the relevant export promotion council or commodity board. RCMC guide
- Product registrations where needed, such as APEDA, FSSAI, Spices Board or MPEDA
Mandatory shipment documents
| Document | Who prepares it | Purpose |
|---|---|---|
| Commercial invoice cum packing list | Exporter | Value, contents and packing of the shipment |
| Shipping bill | Customs broker on ICEGATE | Export declaration to customs |
| Bill of lading or airway bill | Shipping line, airline or forwarder | Receipt of goods and contract of carriage |
See our guides to the commercial invoice, the packing list, the shipping bill and the bill of lading.
Buyer and bank documents
- Proforma invoice and the buyer's purchase order or sales contract
- Letter of credit, if payment is under an LC
- Bill of exchange, for DP or DA collections
- Marine or air cargo insurance certificate, under CIF or CIP
Create the proforma invoice with our free proforma invoice generator.
Product and origin certificates
- Certificate of origin, preferential under a trade agreement or non-preferential. Certificate of origin guide
- Phytosanitary certificate for plants and plant products. Phytosanitary guide
- Health, quality or inspection certificates where the buyer or destination country requires them
- Fumigation certificate, and ISPM 15 marking on wooden packaging
After the shipment
- Copy of the shipping bill with the Let Export Order
- Bank realisation record once payment arrives
- Records for RoDTEP, duty drawback and GST refunds
Keep every document for each shipment together. You will need them for refunds, incentive claims and any later audit.
Frequently asked questions
Which export documents are mandatory in India?
The Foreign Trade Policy lists three: the bill of lading, airway bill or other transport document, the commercial invoice cum packing list, and the shipping bill or bill of export.
Is a certificate of origin mandatory?
Not for every shipment, but many buyers need one to clear customs, and a preferential certificate is needed to claim lower duty under a trade agreement.
How long should I keep export documents?
Keep them for at least as long as GST, customs and income tax rules require for audits, which is several years. Many exporters keep digital copies permanently.
Get your export paperwork right
BuyGenix prepares export registrations and documentation, so every shipment has the right papers from the start.
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See live requirements from importers and bulk buyers in India and abroad: what they want, how much, and where. Contact them directly with a BuyGenix membership.
