Export Knowledge
Export documents explained
The documents that accompany an export shipment from India, what each one is for, who issues it and which ones depend on the product and destination.
An export shipment is a bundle of paper as much as it is a container of goods. The documents prove what was shipped, where it came from, who owns it and whether it meets the destination's rules. These are the ones you will meet most often.
Core documents
| Document | What it does | Issued by |
|---|---|---|
| Commercial invoice | States the seller, buyer, goods, quantity, unit price, total value and Incoterm. Customs in both countries use it to assess duty and value. | Exporter |
| Packing list | Lists packages with weights, dimensions and marks. It must match the shipment exactly. | Exporter |
| Bill of lading | Issued by the carrier. It is a receipt for the cargo, evidence of the contract of carriage and, in its negotiable original form, a document of title. | Shipping line or forwarder |
| Shipping bill | The customs declaration for export in India, filed electronically. | Exporter or customs broker |
| Certificate of Origin | States where the goods were produced. It can affect duty and is required by many importing countries. For coffee it is issued by the Coffee Board. | Authorised issuing body |
Product and destination dependent documents
- Phytosanitary certificate: a plant-health certificate for plant-origin cargo, issued by the national plant protection authority, where the destination requires it.
- Certificate of analysis (COA): laboratory results for the lot, covering parameters such as moisture, microbiology and contaminants.
- Fumigation certificate: for wooden pallets and packaging, which must comply with ISPM-15.
- Insurance certificate: needed under CIF terms.
- Health, organic, Halal or Kosher certificates: only where the product and the market call for them.
- Letter of credit documents: if payment is under a letter of credit, the documents must match its terms exactly.
Who prepares what
The exporter prepares the invoice, packing list and shipping bill, usually with a customs house agent, and arranges the certificates. The carrier issues the bill of lading. The buyer needs the set, with the original bill of lading where required, to clear the cargo and take delivery.
Common mistakes
- Inconsistent figures between the invoice, packing list and bill of lading. Quantity, weight and description should match.
- A description that does not match the HS code, or the letter of credit.
- A missing or expired certificate for a regulated product.
- Late sending of the originals, which delays release of the cargo.
Review the draft documents before the cargo sails. See HS codes explained for the classification they carry.
This article is general information for importers. It is not legal, customs, financial or regulatory advice. Requirements change, so confirm them with your customs broker, freight forwarder or the relevant authority before you ship.
Keep reading
- 01
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FOB, CFR and CIF explained: Incoterms for sea freight
What FOB, CFR, CIF and EXW mean under Incoterms 2020, who pays for what, where risk passes and how to choose between them when buying from India.
- 02
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HS codes explained for importers of Indian products
What Harmonized System codes are, why the same product can carry different codes, and how to use the codes for makhana, psyllium, tamarind, coffee and pellets safely.
- 03
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What independent laboratory testing and pre-shipment inspection give a buyer that a supplier's own report cannot, and how to specify them in a contract.
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