10 Crucial Document Categories Required for Export from India

As an exporter, you must balance many aspects, ranging from the mundane to the most critical and sophisticated elements. For instance, as a businessman, your focus could be on macro elements like export payment terms, finding the best trade finance solutions, and establishing checks over the entire export process.

While the documentation aspect may not feature in your day-to-day work as the leader, it will continue to be a priority as it helps you accept international payments. To ensure that your business funds are uninterrupted, you must have a system in place to help deal with the challenges in export documentation.

Let’s start by looking at the documents required for exports from India.

List of documents for exports

Exporters must ensure that the documents they prepare for the export process comply with the customs, legal, and regulatory needs.

Document Category #1: Commercial

Let’s look at the commercial documents you require for the export process.

Proforma invoice: This is an invoice the exporter sends to the importer to understand and accept the goods’ details, pricing, terms of the trade, and other conditions that apply to the transaction.

Commercial invoice: This is the confirmation invoice the seller will raise once the importer has accepted the terms of the sale. The details include the product description, sale value, quantity, and other terms.

Packing list: The packing list is prepared and shared after the exporter has prepared the goods to be shipped. It will include physical details such as the weight, number of packages, and other dimensions.

Document Category #2: Regulatory

Since export is done across borders, there are many documents the exporter must prepare and submit to ensure that all regulations are met.

Export license: When an exporter exports a restricted item or items per the Indian export policy, the exporter must submit an export license.

Import-Export Code (IEC): This is a unique code issued by the Directorate General of Foreign Trade (DGFT) to exporters. It must be added to the requisite documents when exporting.

Goods and Services Tax Certificate (GST): The government of India offers concessions and rebates to businesses under the GST. The exporter will need to produce the GST certificate along with the other export documents.

Document Category #3: Shipping

When the exporter prepares to transport the goods by ship, road, or air, they will be checked at customs. At this stage, some documents are mandatory.

Bill of Lading or Airway Bill: When the exporter sends the goods by ship or air, the carrier will provide proof of having accepted the goods for shipment in the form of a bill of lading (shipping) or airway bill (air freight).

Shipping bill: This document provides proof of the details of the goods being sent and their value to customs officials, helping with clearance.

Certificate of origin: This document shows the buyer and other authorities where the goods were produced or manufactured in India. This is because different countries have different regulations around importing certain goods, and this certificate explicitly proves the origin.

Document Category #4: Customs and Legal

While all the above documents help with the export process and customs clearance, some papers will specifically relate only to customs.

Customs Declaration Form (CDF): This form will include details of the goods, shipping information, and a declaration from the exporter.

Contract of export-import: This is the agreement the importer and exporter have with each other detailing the transaction in its entirety.

Document Category #4: Payment

The exporter and importer will discuss and agree on payment terms as a commercial transaction. The documents related to payment terms are part of the documents required for export.

Bill of Exchange: This bill is used to collect payment from the importer as per the agreed terms and after the credit period offered to them.

Letter of Credit or Bank Guarantee: This is provided during the transaction as additional safety to ensure the transaction will be completed as agreed.

Bank Realization Certificate (BRC): This proves that the exporter has received payment from the importer as agreed under the agreement.

Document Category #6: Product-Specific

When exporting goods to other countries, the export documents will include certain documents related to the process followed for producing and ensuring the quality of the goods.

Inspection Certificate: This certificate is issued for quality control by authorized inspection agencies.

Phytosanitary Certificate: This certificate applies specifically to agricultural products that are being exported.

Health and Safety Certificates: The exporter needs this certificate when exporting pharmaceuticals, food items, or other regulated goods.

Dangerous Goods Certificate: When hazardous materials are being exported, this certificate is added after inspecting and ensuring that all safety measures have been taken while transporting the goods.

Document Category #7: Others

Besides the above list, there are some other documents to complete the list.

Insurance certificate: This is proof that the goods sent from the exporter’s country have been insured against any issues during transit.

Export Declaration Form (EDF): Since export involves the influx of foreign currency, the Reserve Bank of India (RBI) requires this form to monitor all export transactions.

Based on our experience working with exporters and helping them manage their documents, we have put together this list. While this detailed list covers many instances, it is not exhaustive, and the documents could vary according to the transaction type.

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