Cargo rarely misses a vessel because of the ship. It misses because one document was raised late or raised wrong. This checklist follows the real sequence of an Indian export shipment, from the first quotation to the receipt of payment, and flags the point at which each document has to exist.
Before you take the order
- Importer Exporter Code (IEC) from DGFT — one-time registration, mandatory for every commercial export.
- AD Code registration at each port you intend to ship from — customs will not accept a shipping bill without it, and it must be registered port by port.
- GST registration and an understanding of whether you will export under LUT (without payment of IGST) or with payment and refund.
- A current account with an authorised dealer bank, used for both AD code registration and inward remittance.
Commercial documents
- 1Proforma invoice — the offer. State the Incoterm, version, currency, validity, payment terms and HS code.
- 2Purchase order or sale contract — the buyer's acceptance.
- 3Commercial invoice — must match the shipping bill, packing list and letter of credit word for word where an L/C is involved.
- 4Packing list — package count, marks and numbers, net and gross weight, dimensions and CBM per package.
Regulatory and customs documents
| Document | Issued by / filed with | When it is needed |
|---|---|---|
| Shipping bill | Filed on ICEGATE by the CHA | Before cargo enters the port; the core export declaration |
| Let Export Order (LEO) | Customs officer | After assessment and any examination; permits loading |
| Certificate of Origin | Chamber of commerce or DGFT (preferential) | When the buyer or the destination's tariff regime requires it |
| Phytosanitary / fumigation certificate | Plant quarantine / approved fumigator | Agricultural cargo and wooden packaging (ISPM-15) |
| DG declaration and MSDS | Shipper | All hazardous cargo, before booking acceptance |
| Insurance certificate | Insurer | CIF and CIP sales; recommended for all others |
Transport documents
For ocean cargo the carrier issues a bill of lading, either negotiable (original, title document, needed for L/C and cash-against-documents sales) or as a seawaybill or express release where the buyer has already paid. For air cargo the airway bill is a consignment note, never a document of title — which is why air shipments on open credit terms need extra care. Check the shipping instruction against the draft B/L before it is finalised; amending a released original is slow and expensive.
After shipment
- 1Submit documents to your bank within the L/C presentation window, usually 21 days from the B/L date.
- 2Track the EGM filing so your shipping bill converts and any IGST refund or drawback can be processed.
- 3Follow the inward remittance and obtain the eBRC evidencing realisation.
- 4Archive the full set — customs can call for records years later, and export incentive audits routinely do.
One golden rule under a letter of credit: the invoice description of goods must repeat the L/C wording exactly. Banks reject on wording far more often than on substance.
Frequently asked questions
What is an AD code and why does customs need it?
The authorised dealer code links your export proceeds to your bank account. Customs uses it to validate that foreign exchange from the shipment will be realised through a recognised channel. It must be registered separately at every port of export.
What is a Let Export Order?
The customs officer's endorsement on the shipping bill after assessment and examination. Until LEO is granted, cargo cannot be loaded on the vessel or aircraft.
Do I need a certificate of origin for every export?
No. It is required when the buyer's customs authority asks for it or when a preferential trade agreement is being claimed, in which case a preferential certificate from the designated authority is needed.
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