Export & Import Documents in India
A practical overview of common commercial, customs, shipping and trade documents used in international transactions involving India.
1. Commercial documents
Commercial documents describe the transaction between buyer and seller and are often used by banks, customs authorities, freight partners and the receiving party.
- Proforma Invoice: commonly used before the final sale to communicate the proposed commercial terms.
- Commercial Invoice: records the actual sale and is generally used for customs valuation and accounting.
- Packing List: describes package count, weights, dimensions and contents.
2. Shipping & transport documents
Depending on the transport mode, buyers and sellers may use a bill of lading, airway bill, road consignment note or other carrier document.
These documents identify the shipment and help support transport, cargo release and delivery processes.
3. Certificate of origin
A certificate of origin may be requested by customs, banks or buyers to identify the country in which the goods originate. The required format can depend on the importing country and trade arrangement.
4. Customs & regulatory documents
Customs documentation may involve classification, declared value, origin, licensing and other product-specific information. Regulated products can require additional certificates, test reports or government permissions.
Verify the current requirement for the exact HS code, product and destination rather than assuming one document set applies to every shipment.
5. Documents used for payment & banking
Payment methods such as letters of credit or documentary collections can require specific documents and wording. Document discrepancies can delay or prevent payment, so the commercial and banking requirements should be reviewed carefully.
Read the Export Payment Terms Guide for a broader overview of common payment structures.
6. Inspection, testing & product certificates
Buyers may request inspection reports, laboratory tests, certificates of analysis, conformity documents or product-specific approvals depending on the item and market.
Confirm the exact scope, issuing organization and validity of any certificate that is commercially or legally important.
7. Build a document checklist before shipment
- Confirm the buyer, seller and consignee details.
- Check product description, HS code and declared value.
- Confirm package count, net/gross weight and dimensions.
- Review Incoterms and shipping instructions.
- Confirm bank/documentary requirements where applicable.
- Verify product-specific certificates or permits.
- Make sure all key documents use consistent names, quantities and references.
Prepare your export documentation before the shipment moves
Align the commercial invoice, packing list, transport instructions, customs information and any required certificates before dispatch to reduce avoidable discrepancies and delays.