Why this checklist matters?
A single missing export documentation can delay your shipment, hold payment, or trigger customs penalties. For new exporters in India the paperwork looks intimidating — IECs, invoices, certificates, bank forms — but when you follow a repeatable checklist, exporting becomes predictable and fast.
Below is a practical, step-by-step checklist you can use today for your first shipment, plus what to do next. Before you start: essential business documents
These are company – level documents that buyers, banks and regulators commonly ask for before a quote or order:
IEC (Import Export Code):
Mandatory for exports from India. Keep a soft copy and the printed certificate.
Company PAN & GST registration:
Required for invoicing and tax compliance. Ensure HSN codes are correct.
Current account / bank documents :
Ensure your bank account is enabled for foreign remittances and KYC is up to date.
RCMC (Registration-cum-Membership Certificate):
If your product falls under an Export Promotion Council (for example APEDA for agricultural products, EEPC for engineering, or FIEO), apply for an RCMC with the relevant council. An RCMC is often required for claiming incentives and for certain export registrations – check the relevant council for product-specific rules.
Step 1: Quotation & pre-contract documents
Proforma Invoice (PI) – price, incoterm, product description, packing terms, lead time, validity, payment terms. Include HS code and net/net weight.
Commercial terms – agreed incoterm (FOB/CIF/EXW), currency, freight responsibility. These determine the shipping documents required.
Sample approvals / QC records – maintain signed sample acceptance if buyer requested.
Step 2: Sales contract & compliance
Sales Contract / Purchase Order – signed by both parties; include delivery schedule, penalties, warranty, arbitration.
Compliance & licensing checks – verify whether your product needs an export license, lab report, FSSAI certificate, phytosanitary certificate, etc.
Embargo / sanctions check – ensure buyer & market are allowed under Indian law and international sanctions.
Step 3: Packing, labelling and quality certificates
Packing List – detailed contents, unit gross/net weight, dimensions per carton, pallet info, marks & numbers.
Labeling – country-specific label requirements (composition, weight, manufacturer country). For food: FSSAI / batch code / expiry date.
Quality certificates – e.g., COA (Certificate of Analysis), FSSAI, phytosanitary certificate, or third-party lab test reports where required.
Step 4: Shipping documents (freight & customs)
Bill of Lading (BL) / Air Waybill (AWB) – issued by carrier/freight forwarder; double-check consignee details.
Commercial Invoice – must match PI and packing list exactly; include HS code and incoterm.
Certificate of Origin (CoO) – attested by Chamber of Commerce when required for buyer or preferential duty benefits.
Insurance Certificate – if cargo is insured (often required for CIF shipments).
Export declaration (Shipping Bill / Bill of Export) – filed with customs via ICEGATE (coordinate with your CHA / freight forwarder).
Step 5: Banking documents & payment compliance
Banking instruments – Letter of Credit (if used), bill of exchange, collection instructions (D/P, D/A).
Original invoice sets – banks or L/Cs often require multiple originals.
Transport documents – the originals required per L/C or buyer bank.
FEMA / tax forms – if your transaction triggers any RBI/FEMA declarations or tax forms like Form 15CA/CB (use a CA if unsure).
Step 6: Post-shipment tasks
File for export incentives (if eligible) – e.g., claims under notified schemes: keep all invoices and shipping bills handy.
Invoice reconciliation & GST refund claims (if applicable).
Receive buyer confirmation & handle disputes quickly – follow buyer acceptance timelines and address issues within SLAs.
Record retention – keep export docs for the period required under laws and for any incentive audits.
Quick mistakes to avoid
- Mismatched details between PI, Commercial Invoice and BL — this often blocks bank payments.
2. Incorrect consignee or freight forwarder details — leads to delivery delays.
3. Missing certificates (FSSAI / phytosanitary) for regulated products —
goods may be rejected at destination.
4. Overlooking L/C terms — banks reject documents for small mismatches.