Complete Reference for International Shipments

Exporter: _____________________________________________

Buyer / Country: _____________________________________________

Shipment Reference: _____________________________________________

Product / HS Code: _____________________________________________

Date: _____________________________________________

This checklist covers every document that may be required for an international export shipment from India. Not all documents are required for every shipment — applicability depends on the product, destination, payment terms, and applicable regulations. Mark each item as Required (R), Not Applicable (N/A), or Obtained (tick).

SECTION A — REGISTRATION AND LICENCES (One-Time or Annual)

SECTION B — PRE-SHIPMENT COMMERCIAL DOCUMENTS

SECTION C — CORE SHIPPING DOCUMENTS

SECTION D — PAYMENT AND FINANCE DOCUMENTS

SECTION E — CUSTOMS AND REGULATORY DOCUMENTS

SECTION F — PRODUCT-SPECIFIC REGULATORY DOCUMENTS

SECTION G — LOGISTICS AND TRANSPORT DOCUMENTS

SECTION H — AGENT / INTERMEDIARY DOCUMENTS

SECTION I — POST-SHIPMENT DOCUMENT DISPATCH

Completed by: _____________________________________________

Date: _____________________________________________

Reviewed by: _____________________________________________

Doc 34 — India Export Documentation Checklist — Neutral Template

Item	Done	Notes / Reference
Importer Exporter Code (IEC) — issued by DGFT. Mandatory for all exports.	[ ]
RCMC (Registration-Cum-Membership Certificate) — from the relevant Export Promotion Council (EPC) for the product. Required for availing export incentives and FTA benefits.	[ ]
GST Registration (GSTIN) — mandatory for claiming GST refund on exports.	[ ]
Letter of Undertaking (LUT) filed on GST portal for current financial year — required for zero-rated export without payment of IGST.	[ ]
AD Code registered at the port of export — 14-digit bank branch code registered with customs. Required before first shipment from each port.	[ ]
APEDA registration — mandatory for scheduled agricultural and processed food products exported under APEDA's jurisdiction.	[ ]
FSSAI licence / registration — required for export of food and food products.	[ ]
BIS licence — required for products covered by Quality Control Orders mandating BIS certification.	[ ]
Spices Board registration — required for export of spices.	[ ]
Tea Board licence — required for export of tea.	[ ]
Coffee Board registration — required for export of coffee.	[ ]
Coir Board registration — required for export of coir products.	[ ]
Drugs and Cosmetics licence — for export of pharmaceuticals and cosmetics.	[ ]
WHO-GMP certificate — required for export of pharmaceutical products to most regulated markets.	[ ]
SCOMET authorisation (from DGFT) — required for export of controlled/dual-use goods, if applicable.	[ ]

Item	Done	Notes / Reference
Proforma Invoice — sent to buyer before order confirmation. Contains price, quantity, payment terms, and Incoterms.	[ ]
Purchase Order / Sales Contract received from buyer — confirms the order and forms the basis of all shipping documents.	[ ]
Export Contract / Supply Agreement (where applicable) — the signed long-form commercial agreement.	[ ]
Letter of Credit (if payment by LC) — received from buyer's bank. Review all LC conditions before production and packing.	[ ]
LC reviewed for compliance — shipment date, document requirements, port, and special conditions verified.	[ ]
Pre-Shipment Inspection arranged (where buyer or LC requires) — inspection agency booked and inspection date scheduled before packing.	[ ]

Item	Done	Notes / Reference
Commercial Invoice — correctly priced in the agreed currency, with Incoterms, HS codes, and all buyer-required fields.	[ ]
Packing List — matches invoice exactly in quantity, weight, and marks. Container and seal number included.	[ ]
Bill of Lading (OBL or SWB) or Airway Bill — issued by carrier or freight forwarder. Marked "Shipped on Board" with date.	[ ]
Certificate of Origin (non-preferential) — issued by Chamber of Commerce / FIEO / AEPC / relevant EPC.	[ ]
REX Statement of Origin / Form A / EUR.1 — for preferential duty claim by buyer under FTA or GSP scheme.	[ ]
Shipping Bill — filed and approved on ICEGATE. Let Export Order (LEO) obtained before loading.	[ ]
Export General Manifest (EGM) — confirmed filed by carrier after vessel departure.	[ ]

Item	Done	Notes / Reference
Letter of Credit (presentation set) — all documents prepared in strict compliance with LC terms and conditions.	[ ]
Draft / Bill of Exchange — where required under LC or documentary collection (CAD/D/P).	[ ]
Bank Realisation Certificate (BRC) / e-BRC — obtained from exporter's bank after receipt of foreign exchange.	[ ]
Foreign Inward Remittance Certificate (FIRC) — issued by bank confirming receipt of foreign currency.	[ ]
GR Form (FEMA) / SOFTEX (for software exports) — filed with RBI via exporter's AD bank.	[ ]
ECGC cover note — where export credit insurance is taken against buyer default.	[ ]
Invoice discounting / factoring documents — where working capital is raised against the export invoice.	[ ]

Item	Done	Notes / Reference
ARE-1 / ARE-3 Form — for export under claim of Central Excise duty rebate or bond (legacy products where applicable).	[ ]
GST Invoice — tax invoice under GST Act for the supply of goods for export.	[ ]
GST Refund claim (IGST) — filed on GSTN portal after EGM filing. Linked to Shipping Bill.	[ ]
RoDTEP scrip — auto-generated on ICEGATE after LEO. Transferred or used for customs duty payment.	[ ]
Duty Drawback claim — filed with customs where duty drawback on inputs is applicable.	[ ]
Advance Authorisation / DFIA — where duty-free inputs were imported for use in exported goods.	[ ]
EPCG licence fulfilment evidence — where EPCG capital goods were imported duty-free.	[ ]
Customs examination report — where goods were selected for examination by RMS. Retained with file.	[ ]

Item	Done	Notes / Reference
Phytosanitary Certificate — for fresh/dried produce, spices, plants, and plant products. Issued by Plant Quarantine Station.	[ ]
Health Certificate / Veterinary Health Certificate — for meat, dairy, seafood, and animal products.	[ ]
FSSAI Export Certificate — for food products requiring FSSAI certification for destination country.	[ ]
Drug Regulatory Authority NOC — for pharmaceutical / medical device exports requiring pre-approval.	[ ]
WHO-GMP Certificate — for pharmaceutical exports to regulated markets (EU, US, UK, WHO tender markets).	[ ]
Certificate of Analysis (CoA) / Test Report — for chemicals, pharma, food ingredients, and technical products.	[ ]
REACH compliance declaration / SDS — for chemical exports to the EU.	[ ]
CE marking technical file reference or DoC — for product-regulated goods exported to the EU.	[ ]
GPSR EU Responsible Person appointment letter — for consumer goods sold in EU market post-August 2024.	[ ]
BIS certificate — for products covered by mandatory BIS Quality Control Orders.	[ ]
SCOMET licence / End User Certificate — for dual-use or controlled goods where required.	[ ]
CITES permit — for wildlife, endangered species, and related products (if applicable).	[ ]

Item	Done	Notes / Reference
Freight booking confirmation — booking reference from shipping line / airline confirmed.	[ ]
Container arrival notice / stuffing plan — confirmed with freight forwarder before stuffing date.	[ ]
VGM (Verified Gross Mass) declaration — mandatory for all FCL shipments under SOLAS. Filed before vessel cut-off.	[ ]
Dangerous Goods Declaration (DGD) / MSDS — for hazardous cargo. Must be provided to carrier in advance.	[ ]
Fumigation / treatment certificate — where fumigation was required by destination country or LC.	[ ]
Insurance certificate / cover note — where CIF/CIP Incoterms apply or LC requires insurance document.	[ ]
ISPM-15 certificate for wood packaging — for all shipments using wood pallets, crates, or dunnage.	[ ]
Temperature control records / cold chain documentation — for temperature-sensitive goods.	[ ]
Arrival Notice to buyer — sent to buyer / their customs agent after vessel departure with all shipping document details.	[ ]

Item	Done	Notes / Reference
Commission Agency Agreement — signed agreement with trade facilitator / agent on file.	[ ]
Commission Invoice — issued to the paying party after commission trigger event occurs.	[ ]
NCNDA — signed and on file. All parties identified.	[ ]
Referral / Introducer acknowledgement — where a third-party introducer is involved.	[ ]
Power of Attorney / CHA authorisation — authorising the Customs House Agent to file the Shipping Bill.	[ ]

Item	Done	Notes / Reference
Full set of shipping documents dispatched to buyer or buyer's bank by agreed method (courier / swift / email).	[ ]
Negotiation / presentation of documents to exporter's bank (for LC transactions).	[ ]
Copy of all documents filed in the shipment file for minimum 5-year retention.	[ ]
Follow-up with buyer on receipt and customs clearance at destination.	[ ]
EGM confirmation obtained from freight forwarder for GST refund filing.	[ ]
GST refund application filed within time limit (2 years from export date).	[ ]
RoDTEP / drawback credit confirmed on ICEGATE or drawback credit confirmed by customs.	[ ]
FIRC / BRC obtained from bank after receipt of export proceeds.	[ ]
AD Code bank notified of shipment completion for FEMA reporting.	[ ]

INDIA EXPORT DOCUMENTATION CHECKLIST

Related guides

Explore the AJG knowledge graph