For EU Buyers Receiving Goods from India

EU Buyer: _____________________________________________

Indian Supplier: _____________________________________________

Product / HS Code: _____________________________________________

Shipment Reference: _____________________________________________

Vessel / ETA: _____________________________________________

Payment Terms: _____________________________________________

This checklist is for EU buyers receiving goods from India. It covers the documents to be requested from the Indian supplier before and after shipment, the EU customs clearance process, product compliance obligations upon import, and post-clearance record-keeping. Use this checklist alongside your customs agent to ensure seamless EU import clearance.

PART A — DOCUMENTS TO REQUEST FROM INDIAN SUPPLIER (BEFORE SHIPMENT)

A1 — Commercial and Shipping Documents

A2 — Compliance and Regulatory Documents (Request Before Shipment)

PART B — DOCUMENTS TO RECEIVE WITH OR AFTER SHIPMENT

B1 — Core Shipping Documents

B2 — Product-Specific Compliance Documents

PART C — EU CUSTOMS CLEARANCE

C1 — Pre-Arrival Actions

C2 — Customs Entry

PART D — POST-CLEARANCE AND COMPLIANCE OBLIGATIONS

D1 — Immediate Post-Clearance

D2 — Ongoing Compliance Obligations

IMPORT SUMMARY

Doc 81 — Import Documentation Checklist for EU Buyers — Neutral Template

Item	Done	Notes / Reference
Proforma Invoice — verify price, Incoterms, and all agreed commercial terms before confirming the order.	[ ]
Letter of Credit (if LC payment): Reviewed and issued by EU buyer's bank. LC terms reviewed with Indian supplier before production begins.	[ ]
Purchase Order acknowledged by supplier in writing — quantity, specification, price, and delivery date confirmed.	[ ]
Shipping booking confirmation — vessel name, voyage, estimated departure and arrival dates received from supplier or freight forwarder.	[ ]
Pre-shipment inspection certificate — if required under the supply agreement or LC. Inspection agency and pass/fail result confirmed before loading.	[ ]
VGM confirmation — supplier confirms VGM has been filed with the shipping line.	[ ]

Item	Done	Notes / Reference
REACH compliance declaration — SVHC status declared. No restricted substance above limits.	[ ]
RoHS compliance declaration (for EEE) — signed declaration confirming compliance with Directive 2011/65/EU.	[ ]
CE Declaration of Conformity (DoC) — for products within CE marking scope. Signed by manufacturer or EU Authorised Representative.	[ ]
Test reports — applicable product safety, MRL, aflatoxin, chemical analysis, or performance tests from ISO 17025 / NABL accredited laboratory.	[ ]
EU Responsible Person (GPSR) confirmation — RP details for consumer goods confirmed before goods enter EU market.	[ ]
EUDR due diligence statement — for wood, leather, cocoa, coffee, palm oil, soya, cattle, rubber products.	[ ]
CITES export permit — for products containing CITES-listed species (e.g. rosewood furniture, rattan, protected wildlife products).	[ ]
Organic certification documents — for organic products. EU-recognised Indian certifying body certificate.	[ ]

Item	Done	Notes / Reference
Commercial Invoice — original or certified copy. Verify: supplier name/address, buyer name/address, HS codes, quantity, Incoterms, invoice value, currency.	[ ]
Packing List — verify: number of packages, gross and net weight, container number and seal number, marks and numbers match B/L.	[ ]
Bill of Lading (OBL or SWB) — original or surrender notification. Verify: shipper, consignee, notify party, on-board date, port of loading, port of discharge, freight notation (prepaid/collect), container number.	[ ]
Certificate of Origin — from Chamber of Commerce / EIC / FIEO, or REX Statement of Origin on invoice. Country of origin stated as India. For GSP preference claim — REX number present and valid.	[ ]
Insurance Certificate or Policy — for CIF/CIP shipments. Insured value ≥110% of CIF value. ICC(A) cover or equivalent.	[ ]

Item	Done	Notes / Reference
Phytosanitary Certificate — for fresh/dried plant products. From India Plant Quarantine Station. Validity covers shipment date and transit.	[ ]
Health / Veterinary Certificate — for products of animal origin (seafood, meat, dairy, honey). From MPEDA / AQCS / FSSAI as applicable.	[ ]
FSSAI Export Certificate — where required by EU destination country for food products.	[ ]
Certificate of Analysis (CoA) / Test Report — for chemicals, APIs, food ingredients, technical products. From accredited laboratory.	[ ]
WHO-GMP or EU GMP Certificate reference — for pharmaceutical APIs and bulk drugs.	[ ]
Fumigation Certificate — where applicable. Treatment type, chemical, concentration, duration, and date stated.	[ ]
Pre-Shipment Inspection Certificate — if required. References invoice and shipment. Signed by inspection agency.	[ ]
Reefer temperature record / Data Logger download — for temperature-controlled shipments. Request from shipping line on arrival.	[ ]

Item	Done	Notes / Reference
TRACES NT pre-notification filed (for regulated plant and animal products) — at least 1 working day before BIP arrival. Notification reference number obtained.	[ ]
ICS2 Entry Summary Declaration (ENS) — confirmed filed by carrier or freight forwarder before goods depart last foreign port.	[ ]
Customs agent / broker briefed — all documents sent to customs agent in advance of vessel arrival.	[ ]
Import duty estimate calculated — MFN rate or GSP/FTA preferential rate. ADD confirmed as not applicable or factored in.	[ ]
CBAM compliance confirmed (for steel, aluminium, cement, fertilisers, hydrogen) — CBAM declarant registration active. Carbon data received from supplier.	[ ]
Duty deferment account: Confirmed as active (if using deferred payment) — guarantee in place.	[ ]

Item	Done	Notes / Reference
Import entry (H1 / SAD) filed by customs agent — CN code at 8-digit level confirmed correct.	[ ]
Customs value declared correctly — CIF value at EU port of entry. Additions for assists, commissions, or royalties included where applicable.	[ ]
Preferential origin claimed on customs entry — REX number quoted. Preference code entered.	[ ]
ADD / CVD included (if applicable) — correct ADD rate for Indian origin applied.	[ ]
Safeguard TRQ (for steel products) — TRQ headroom confirmed. Additional 25% safeguard duty applied if over quota.	[ ]
Physical examination: If selected by RMS — goods available for examination. Examination passed without query.	[ ]
Release for free circulation granted — goods released by customs authority.	[ ]
Import duty payment confirmed — by immediate payment or deferment account debit.	[ ]

Item	Done	Notes / Reference
Import entry (SAD) copy retained — minimum 4 years for customs audit purposes.	[ ]
All supporting documents retained — minimum 4 years alongside the SAD.	[ ]
Delivery to buyer's warehouse confirmed — delivery note signed. Goods inspected on receipt.	[ ]
Quality inspection on arrival: Quantity, packaging, and initial product quality check completed.	[ ]
Temperature records reviewed (cold chain): Data logger download received. Any temperature excursion documented — insurance and supplier notified if applicable.	[ ]
Payment to Indian supplier: Initiated per agreed payment terms.	[ ]
Confirm LC document presentation cleared (if LC): Bank advised that compliant documents received — no discrepancy notice outstanding.	[ ]

Item	Done	Notes / Reference
GPSR: EU Responsible Person obligations active — product safety monitoring, complaint register maintained, Safety Gate alert check.	[ ]
CBAM quarterly report filed (for covered sectors) — embedded carbon data from supplier used. Certificates purchased for any shortfall.	[ ]
Intrastat: If moving goods within the EU after import — Intrastat declaration filed for intra-EU movements above threshold.	[ ]
Import VAT reclaimed on VAT return — import VAT deferment or postponed accounting used correctly.	[ ]
EUDR annual due diligence statement filed (for covered product categories) — where applicable from phase-in date.	[ ]
Product recall readiness: If a GPSR serious risk is identified — recall procedure initiated within 3 working days of becoming aware.	[ ]
RASFF monitoring: Confirmed no RASFF alert exists for the imported product / supplier combination. Subscribe to RASFF alert notifications for the product category.	[ ]
Supplier re-qualification: Schedule annual supplier qualification review — update qualification file with any changed certifications.	[ ]
Record retention: All import documentation retained for 4–7 years depending on type (customs: 4 years; VAT: 7 years; GPSR technical documentation: 10 years).	[ ]

Customs Entry Reference:
MFN / GSP Rate Applied:
Customs Duty Paid (EUR):
ADD Paid (if applicable):
Import VAT Paid (EUR):
Total Landed Cost (EUR):
CBAM Certificates Purchased:
Quality Issues on Arrival:	None / NCR raised (reference: _____________)
Supplier Rating:	Excellent / Good / Satisfactory / Below Expectation

IMPORT DOCUMENTATION CHECKLIST

IMPORT SUMMARY

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