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Export and import document checklist

Choose export or import, the mode and what you are shipping. Get the documents, who issues each one, and why it matters.

Choose export or import, the mode and what you ship, and this free Safe & Secure Logistics checklist lists the documents you need. It covers the IEC, invoice, shipping bill, bill of entry, bill of lading, e-way bill, certificate of origin, FSSAI, plant quarantine and safety data sheets, with who issues each.

28 documents. Without JavaScript, the full list shows when each applies.

  1. The ten character code every business needs to export or import. Customs will not file without it.

    Export and importWhen: every shipmentFrom: You, once, on the DGFT portal

  2. Value, terms of sale (the Incoterm), buyer, seller and the 8 digit HS code of each item.

    Export and importWhen: every shipmentFrom: Exporter

  3. Package count, marks, net and gross weights and dimensions. Customs and the carrier check it against the cargo.

    Export and importWhen: every shipmentFrom: Exporter

  4. Goods moving by road to the port, airport or border, or from it to your warehouse, need one when the consignment value is over ₹50,000.

    Export and importWhen: every shipmentFrom: Shipper or transporter, on the GST portal

  5. Exports are zero rated under GST. File an LUT to export without paying IGST, or pay it and claim a refund.

    ExportWhen: every shipmentFrom: Exporter, on the GST portal, each financial year

  6. Your bank’s authorised dealer code must be registered on ICEGATE for each port you export from, so export proceeds can be matched.

    ExportWhen: by sea or by airFrom: Exporter, with your bank

  7. The export declaration to customs. Filed electronically; the let export order is given on it.

    ExportWhen: by sea or by airFrom: Customs broker, on ICEGATE

  8. The export declaration for goods leaving India by road, filed at the land customs station on the border.

    ExportWhen: by road (Nepal, Bhutan)From: Customs broker at the border

  9. The import declaration. Duty is assessed and paid on it before the goods are released.

    ImportWhen: every shipmentFrom: Customs broker, on ICEGATE

  10. The ocean carrier’s receipt and contract of carriage. An original or a telex release is needed to take delivery.

    Export and importWhen: by seaFrom: Shipping line or forwarder

  11. SOLAS requires the verified weight of every packed container before it is loaded on a ship.

    ExportWhen: by seaFrom: Shipper, before the cut off

  12. Issued by the shipping line or its agent against the bill of lading so the container can leave the port.

    ImportWhen: by seaFrom: Shipping line

  13. The airline’s receipt and contract of carriage. It is not a document of title.

    Export and importWhen: by airFrom: Airline or forwarder

  14. The road carrier’s consignment note for the truck journey across the border.

    Export and importWhen: by road (Nepal, Bhutan)From: Transporter

  15. Needed when you sell on CIF or CIP terms, and wise on every shipment.

    Export and importWhen: every shipmentFrom: Your insurer

  16. Proves where the goods were made. Needed to claim a lower duty under a trade agreement, and often asked for by banks and buyers.

    Export and importWhen: claiming a trade agreement dutyFrom: Exporter, from the issuing agency (DGFT e-CoO)

  17. An importer claiming a preferential duty must hold the origin information that supports it (CAROTAR 2020).

    ImportWhen: claiming a trade agreement dutyFrom: Importer, from the supplier

  18. The bank pays only if the documents match the credit exactly. Read the credit before you ship.

    Export and importWhen: paid by letter of creditFrom: Exporter and the banks

  19. Plants, seeds, fresh produce, grains and some wooden goods need a plant health certificate.

    ExportWhen: plants, seeds, grain or fresh produceFrom: Plant Quarantine (PQIS portal)

  20. Plant material and many agricultural goods need a permit before shipment and a release at arrival.

    ImportWhen: plants, seeds, grain or fresh produceFrom: Importer, Plant Quarantine (PQIS portal)

  21. Notified foods such as fish, dairy, honey and egg products need a health certificate for many markets.

    ExportWhen: food or drinkFrom: Export Inspection Council

  22. Imported food is sampled and cleared by FSSAI before customs releases it. The label must meet Indian rules.

    ImportWhen: food or drinkFrom: Importer, on the FSSAI FICS portal

  23. Medicines and medical devices need the right CDSCO licence or registration to import. Buyers abroad often ask for a certificate of pharmaceutical product.

    Export and importWhen: medicines or medical devicesFrom: Importer or exporter, CDSCO (SUGAM portal)

  24. Electronics and other items under a BIS compulsory order cannot be imported without the registration or licence.

    ImportWhen: electronics (bis notified)From: Manufacturer, on the BIS portal

  25. Chemicals and other hazardous goods travel with an SDS so the carrier can handle them safely.

    Export and importWhen: chemicals or hazardous goodsFrom: Manufacturer

  26. Hazardous cargo must be declared: IMDG Code by sea, IATA Dangerous Goods Regulations by air. Carriers refuse undeclared cargo.

    Export and importWhen: by sea or by air, chemicals or hazardous goodsFrom: Shipper, signed by trained staff

  27. The set point, ventilation and humidity for a reefer are given in writing at booking and match the goods.

    Export and importWhen: needs a temperatureFrom: Shipper, on the booking

  28. Goods marked restricted in the DGFT ITC (HS) schedule need an authorisation before they are shipped.

    ImportWhen: restricted in itc (hs)From: Importer, DGFT

How it works

The method, and its limits

The checklist starts from the documents every shipment of that direction and mode needs, then adds the ones your goods trigger: food, plants, medicines, hazardous cargo, temperature, BIS notified electronics, restricted items, a trade agreement claim or a letter of credit. Tick each document as you collect it; the ticks stay on this page only.

It is general guidance for ordinary commercial trade, written from the official portals linked below. Duty rates, special schemes, SEZ and excise goods, samples and personal shipments are outside it. The exporter or importer is responsible for the declaration; a licensed customs broker files it and confirms the final list for your goods.

Sources

Where the figures come from

  1. DGFT: Importer Exporter Code and ITC (HS) policy
  2. CBIC ICEGATE: shipping bill, bill of entry and AD code registration
  3. GST e-way bill system
  4. IMO: SOLAS verified gross mass of containers
  5. FSSAI: food import clearance
  6. Plant Quarantine Information System

Figures are general information, checked on 29 Sep 2026. Rules change; follow the source before acting.

Frequently asked questions

What documents are needed to export from India?
Every export needs an IEC, a commercial invoice, a packing list and the export declaration (a shipping bill at a port or airport, a bill of export at a land border), plus the transport document: bill of lading, air waybill or lorry receipt. GST exporters also file an LUT or pay IGST. The goods may add more, such as a phytosanitary or health certificate.
What documents are needed to import into India?
An IEC, the supplier’s commercial invoice and packing list, the bill of lading or air waybill, and the bill of entry filed by your customs broker. Food, plants, medicines, electronics under BIS orders and restricted items each need their own clearance or licence.
Is a certificate of origin always needed?
No. It is needed when the importer claims a lower duty under a trade agreement, and when a buyer, bank or the destination country asks for it. Indian exporters apply for it online through the DGFT e-CoO platform.
Do I need an e-way bill for goods going to the port?
Yes, when the value of the consignment is over ₹50,000, the road movement from your premises to the port, airport or land customs station needs an e-way bill, like any other movement of goods.
Who files the shipping bill or bill of entry?
Usually a licensed customs broker on the ICEGATE system, on your behalf and with your documents. You remain responsible for what is declared.
Does this checklist cover every case?
No. It covers the common documents for general trade. Special schemes, excise goods, SEZ units, samples and personal shipments have their own rules. Your customs broker confirms the final list.

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