Documents required for Exporting Goods from India in 2018

Export from India requires special documentation depending upon the type of product and destination to be exported. These documents not only give details about the product and its destination port but are also used for the purpose of taxation and quality control inspection certification. In this blog, we will look into the documents required to export goods in general:

Please note, the list is an extensive one, some documents are applicable to a specific category of goods.

  1. Shipping Bill: This is the main document required by the Customs Authority for allowing shipment. A shipping bill is issued by the shipping agent and represents some kind of certificate for all parties, including ship’s owner, seller, buyer and some other parties.
  2. Customs Declaration Form: It is prescribed by the Universal Postal Union (UPU) to be prepared in quadruplicate and signed by the sender.
  3. Dispatch Note: It is filled by the exporter to specify the action to be taken by the postal department at the destination in case the address is non-traceable or the parcel is refused to be accepted.
  4. Commercial Invoice: Issued by the exporter for the full realizable amount of goods as per trade terms. 
  5. Consular Invoice: It is prepared in the prescribed format and is signed/ certified by the counsel of the importing country located in the country of export. 
  6. Customs Invoice: Mainly needed for countries like USA, Canada, etc. It is prepared on a special form presented by the Customs authorities of the importing country. It facilitates entry of goods in the importing country at preferential tariff rate.
  7. Legalized Invoice: This shows the seller’s genuineness before the appropriate consulate/chamber of commerce/embassy.
  8. Certified Invoice: It is required when the exporter needs to certify on the invoice that the goods are of a particular origin or manufactured/ packed at a particular place and in accordance with the specific contract.
  9. Packing List: It shows the details of goods contained in each parcel/shipment.
  10. Certificate of Inspection: It is a type of document describing the condition of goods and confirming that they have been inspected.
  11. Black List Certificate: It is required for countries which have strained political relation. It certifies that the ship or the aircraft carrying the goods has not touched those country(s).
  12. Certificate of Chemical Analysis: It is required to ensure the quality and grade of certain items such as metallic ores, pigments, etc.
  13. Certificate of Shipment: It signifies that a certain lot of goods have been shipped.
  14. Health/ Veterinary/ Sanitary Certification: Required for export of foodstuffs, marine products, hides, livestock etc. 
  15. Certificate of Conditioning: It is issued by the competent office to certify compliance of humidity factor, dry weight, etc.
  16. Antiquity Measurement: It is issued by Archaeological Survey of India in case of antiques.
  17. Shipping Order: Issued by the Shipping (Conference) Line which intimates the exporter about the reservation of space of shipment of cargo through the specific vessel from a specified port and on a specified date.
  18. Cart/ Lorry Ticket: It is prepared for admittance of the cargo through the port gate and includes the shipper’s name, cart/ lorry No., marks on packages, quantity, etc. 
  19. Shut Out Advice: It is a statement of packages which are shut out by a ship and is prepared by the concerned shed and is sent to the exporter. 
  20. Short Shipment Form: It is an application to the customs authorities at a port which advises short shipment of goods and required for claiming the return.