Export Documents Checklist India

When This Applies

This checklist covers every document needed for exporting goods from India. Missing or incorrect documents can delay shipment, block payment, or disqualify you from DGFT incentive schemes.

Documents Needed

• Mandatory: Commercial Invoice, Packing List, Shipping Bill (filed by CHA), Bill of Lading / Airway Bill, IEC, GSTIN, AD Code
• Value and origin: Certificate of Origin, GSP Form A (if applicable), SDF declaration
• Regulatory: FSSAI NOC (for food exports), BIS certificate (if required by destination), inspection certificate (if required by buyer)
• Post-shipment: Bank Realisation Certificate (BRC), EP copy of Shipping Bill, GST refund documents

Common Mistakes

• Invoice value mismatch between Shipping Bill and GST invoice — blocks refund
• Missing Shipping Bill details in GSTR-1 — delays IGST refund
• Not filing LUT before export — forces IGST payment and locks working capital
• Incomplete Certificate of Origin — buyer may lose preferential tariff benefits
• Forgetting to claim RoDTEP or Duty Drawback

Estimated Timeline and Process

Before shipment (1–2 weeks): Prepare all documents, file LUT if applicable, and book freight.

At customs (1–3 days): CHA files Shipping Bill, customs examines if selected, issues Let Export Order.

After shipment: Submit BRC and claim DGFT incentives within deadlines.

How Sea Air Cargo Systems Can Help

We handle export documentation for shipments from Bengaluru, Chennai, and Mumbai. Our team ensures your Shipping Bill matches your GST filings, files LUTs, and claims RoDTEP and Duty Drawback on your behalf. Contact us for export documentation support.

Mandatory Export Documents

• Commercial Invoice (with HS code, FOB value, and buyer details)
• Packing List (with carton numbers, dimensions, net/gross weight)
• Shipping Bill filed on ICEGATE
• Bill of Lading or Airway Bill
• Export Order or Purchase Order copy
• GST Invoice and LUT bond (if exporting under LUT)

Conditional Export Documents

• Certificate of Origin: Required for preferential duty in destination country
• Phyto-sanitary Certificate: For agricultural and plant products
• Fumigation Certificate: For wooden packaging
• Inspection Certificate: Required by some buyers and destination countries
• MSDS: For chemical and dangerous goods exports

Cost Factors to Plan For

Document preparation costs vary. A CHA typically charges ₹3,000–₹20,000 for export documentation. Certificate of Origin fees are ₹500–₹2,000. Missing documents can delay payment and trigger Letter of Credit discrepancies. Use our Shipping Time Estimator to plan document deadlines.

Common Documentation Mistakes

• Invoice and Shipping Bill value mismatch — banks and customs will flag this
• Wrong Incoterm on invoice — affects freight and insurance liability
• Missing LUT bond — if you have not filed LUT, you must pay IGST and claim refund later
• Late Shipping Bill filing — must be filed before cargo crosses the customs boundary

When to Contact a CHA

Export documentation is time-sensitive. A CHA ensures your Shipping Bill is filed correctly, your certificates match buyer requirements, and your GST refund is processed. Contact Sea Air Cargo Systems for export documentation support.

Frequently Asked Questions