India to EU — Checklist, Timeline, and Communication Templates
This document provides a complete coordination pack for managing a commercial export shipment from India to an EU buyer — covering pre-shipment planning, production, booking, documentation, customs clearance, and post-shipment follow-up. It includes a master checklist, a shipment timeline template, and standard communication templates for key stakeholder touchpoints.
PART A — SHIPMENT MASTER CHECKLIST
Shipment Reference: _____________________________________________
Export Invoice No.: _____________________________________________
EU Buyer: _____________________________________________
Product / HS Code: _____________________________________________
Incoterms: _____________________________________________
Target Vessel Date: _____________________________________________
Phase 1 — Pre-Shipment (4–6 Weeks Before Loading)
Phase 2 — Production and Quality (2–3 Weeks Before Loading)
Phase 3 — Documentation (1–2 Weeks Before Loading)
Phase 4 — Stuffing and Loading
Phase 5 — Post-Shipment (After Loading)
PART B — STANDARD COMMUNICATION TEMPLATES
Template 1 — Booking Confirmation Request to Freight Forwarder
Template 2 — Shipment Advice to EU Buyer (Post-Loading)
Doc 62 — Sample Shipment Coordination Pack — Neutral Template
| Task | By Whom | Done |
|---|---|---|
| Confirm order details with EU buyer: quantity, specification, price, Incoterms, payment terms | Exporter | [ ] |
| Issue Proforma Invoice to buyer | Exporter | [ ] |
| Receive Purchase Order / LC from buyer | Buyer | [ ] |
| Review LC for compliance — complete LC review checklist (Doc 41) | Exporter | [ ] |
| Request any required LC amendments in writing | Exporter | [ ] |
| Confirm IEC, AD Code, GSTIN, LUT are current | Exporter | [ ] |
| Confirm product qualifies for preferential origin (REX) if buyer is claiming GSP/FTA preference | Exporter | [ ] |
| Apply for pre-shipment inspection if required by LC or buyer | Exporter | [ ] |
| Schedule phytosanitary / health certificate inspection with Plant Quarantine / AQCS | Exporter | [ ] |
| Obtain MRL / product test reports from accredited laboratory | Exporter | [ ] |
| Book freight with shipping line / freight forwarder | Exporter/FF | [ ] |
| Confirm reefer booking and plug availability (if cold chain) | Exporter/FF | [ ] |
| Confirm container type, quantity, and stuffing date | Exporter/FF | [ ] |
| Arrange cargo insurance (if CIF / CIP) | Exporter | [ ] |
| Task | By Whom | Done |
|---|---|---|
| Production completed per specification | Exporter | [ ] |
| Pre-shipment inspection conducted — certificate obtained | Inspector | [ ] |
| Quality check against specification — any NCRs resolved | Exporter | [ ] |
| Packaging and labelling checked against LC and EU regulatory requirements | Exporter | [ ] |
| Country of origin marking applied correctly on product and packaging | Exporter | [ ] |
| Task | By Whom | Done |
|---|---|---|
| Prepare Commercial Invoice — verify against LC term by term | Exporter | [ ] |
| Prepare Packing List — weight, dimensions, marks verified | Exporter | [ ] |
| Obtain Certificate of Origin / prepare REX statement on invoice | Exporter/Chamber | [ ] |
| Obtain Phytosanitary Certificate from Plant Quarantine Station (PQIMS) | Exporter/PQS | [ ] |
| Obtain Health / Veterinary Certificate from AQCS / FSSAI (if applicable) | Exporter | [ ] |
| Obtain test reports / CoA from laboratory | Laboratory | [ ] |
| File Shipping Bill on ICEGATE — verify HSN, FOB value, AD Code, LUT, RoDTEP flag | Exporter/CHA | [ ] |
| File TRACES NT pre-notification (for regulated plant/animal products) | Buyer or Exporter | [ ] |
| Prepare Reefer settings document (if cold chain) | Exporter | [ ] |
| Prepare VGM declaration — file with shipping line | Exporter/FF | [ ] |
| Task | By Whom | Done |
|---|---|---|
| Cargo inspected before stuffing if customs examination ordered | Customs/Exporter | [ ] |
| Let Export Order (LEO) granted by customs | Customs | [ ] |
| Container stuffed and sealed — seal number recorded | Exporter/FF | [ ] |
| Container handed to shipping line — dock receipt obtained | FF | [ ] |
| Shipping line confirms container on board — obtain on-board date | Carrier | [ ] |
| Task | By Whom | Done |
|---|---|---|
| Obtain Bill of Lading from carrier — verify all fields against LC | Exporter | [ ] |
| Prepare complete document set for LC presentation | Exporter | [ ] |
| Run LC discrepancy prevention checklist (Doc 41) on full document set | Exporter | [ ] |
| Present documents to bank within presentation period | Exporter's bank | [ ] |
| Confirm EGM filed by carrier — obtain confirmation from freight forwarder | FF | [ ] |
| File GST refund (IGST) on GSTN after EGM confirmation | Exporter | [ ] |
| Verify RoDTEP e-Scrip credited on ICEGATE | Exporter | [ ] |
| Monitor export proceeds receipt — confirm within FEMA 9-month period | Exporter | [ ] |
| Obtain FIRC and eBRC from AD bank after payment receipt | Exporter's bank | [ ] |
| Notify EU buyer of shipment details: vessel, B/L number, ETA, document dispatch | Exporter | [ ] |
| Follow up with buyer on customs clearance and delivery at destination | Exporter | [ ] |
| Subject: Booking Request — [Product] — [Destination Port] — [Vessel Month] Dear [Freight Forwarder Name], Please arrange a booking for the following shipment: Exporter: _____________________________________________ Consignee: _____________________________________________ Port of Loading: _____________________________________________ Port of Discharge: _____________________________________________ Commodity: _____________________________________________ HS Code: _____________ No. of Containers: _____________ Type: _____________ (FCL / LCL / Reefer) Reefer Set-Point: ___°C (if applicable) Estimated Weight: _____________ kg gross Estimated CBM: _____________ Cargo Ready Date: _____________ Required Vessel: On or before _____________ (latest shipment date per LC/contract) Payment Terms: Freight prepaid / Freight collect (per Incoterms _____________) LC Reference: _____________ (if applicable — shipping line to note on B/L) Please confirm: booking reference; vessel name and voyage; cut-off dates (VGM, documentation, cargo); B/L instructions form. Regards, _____________________________________________ |
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| Subject: Shipment Advice — Invoice [No.] — [Product] — ETA [Date] Dear [Buyer Name], We are pleased to advise that your order has been shipped as follows: Invoice Number: _____________________________________________ Invoice Date: _____________________________________________ Purchase Order Ref.: _____________________________________________ Product / Description: _____________________________________________ Quantity Shipped: _____________________________________________ Gross Weight: _____________________________________________ No. of Packages: _____________________________________________ Container Number: _____________________________________________ Seal Number: _____________________________________________ Vessel Name: _____________________________________________ Voyage Number: _____________________________________________ Port of Loading: _____________________________________________ Port of Discharge: _____________________________________________ On-Board Date: _____________________________________________ Estimated Arrival (ETA):_____________________________________________ Bill of Lading No.: _____________________________________________ Reefer Set-Point: ___°C (if applicable) Documents dispatched: [ ] Commercial Invoice [ ] Packing List [ ] B/L (3/3 originals) [ ] Certificate of Origin [ ] Test Reports [ ] Phytosanitary Certificate [ ] Other: _____________ Documents dispatched by: [ ] Courier (tracking: _____________ ) [ ] Bank (for LC presentation) [ ] Email (scanned copies) Please confirm receipt of documents and customs clearance at your end. Regards, _____________________________________________ |
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