First Shipment Import Checklist India

When This Applies

This checklist is for first-time importers who have received their IEC and GST registrations and are about to place their first commercial order. Following this checklist will prevent the most common beginner mistakes that lead to customs delays, penalty notices, and unexpected costs.

Documents Needed

• IEC certificate and GSTIN
• AD Code registration at your bank
• Supplier verification documents (business licence, references)
• Product compliance verification (BIS, FSSAI, WPC, CDSCO as applicable)
• Commercial Invoice, Packing List, and Purchase Order
• Freight booking confirmation
• Insurance certificate

Common Mistakes

• Placing a large order before verifying supplier credibility — start with a trial shipment
• Not calculating landed cost before confirming the order — duties can add 30–60%
• Skipping product compliance checks — regulated goods will be seized without certificates
• Using incorrect Incoterms — FOB is safest for first-timers; avoid EXW unless you have a forwarder in the origin country
• Not preparing documents before shipment dispatch — late documents cause demurrage

Estimated Timeline and Process

Week 1–2: Verify supplier, confirm product compliance requirements, and calculate landed cost.

Week 3–4: Place trial order, arrange freight, and prepare all documentation.

Week 5–8: Transit (air or sea), pre-file Bill of Entry, and arrange inland transport.

Week 8–9: Customs clearance, duty payment, and delivery to warehouse.

How Sea Air Cargo Systems Can Help

We offer a free first-shipment consultation for new importers. Our team reviews your supplier documents, verifies compliance requirements, calculates landed cost, and handles customs clearance from port to door. Use our Landing Cost Calculator to plan your budget.

Step-by-Step First Shipment Checklist

• 8 weeks before: Apply for IEC code and GST registration
• 6 weeks before: Identify product compliance requirements (BIS, FSSAI, etc.) and start applications
• 4 weeks before: Finalise supplier, confirm Incoterms, and book freight
• 2 weeks before: Share shipping documents with your CHA for pre-filing
• 1 week before: Ensure AD Code is linked to ICEGATE and funds are available for duty payment
• Arrival day: CHA files Bill of Entry, customs assesses, examination if required
• Day 2–3: Pay duty, obtain Out of Charge, arrange inland transport

Documents You Should Have Ready

• IEC code, GSTIN, and PAN
• AD Code linked to ICEGATE
• Supplier invoice, packing list, and BL/AWB
• Product compliance certificates (BIS, FSSAI, etc.)
• Insurance certificate

Cost Factors to Plan For

First shipments always cost more than expected. Budget for freight, insurance, duty (use our Import Duty Calculator), CHA fees (₹5,000–₹25,000), port handling, possible demurrage, and inland transport. Add a 15% contingency buffer. Use our Landing Cost Calculator for a complete estimate.

Common First-Shipment Mistakes

• Ordering before checking compliance — results in customs detention or rejection
• Choosing the wrong Incoterm — EXW sounds cheap but hides freight and insurance costs
• Not linking AD Code — you cannot pay duty without this
• Ignoring free time — demurrage on your first shipment is an expensive lesson

When to Contact a CHA

Before you sign the purchase order. A CHA can review supplier terms, estimate landed cost, and ensure compliance. Contact Sea Air Cargo Systems for first-time importer guidance.

Frequently Asked Questions