Export documents checklist: what ships with a consignment from India

Documentation  ·  Published 28 October 2026  ·  Laxmi Global

Most delays and rejections on export shipments trace back to paperwork, not product. Here is the set of documents a buyer should expect on a typical consignment from India, and what each one does. Exact requirements depend on the product and the destination, so treat this as a checklist to confirm with your supplier.

Core commercial documents

• Commercial invoice. States the parties, goods, quantity, unit price, total value, Incoterm and payment terms. Customs on both sides use it to assess duty.
• Packing list. Itemises every package: gross and net weight, dimensions, number of bags or cartons, and lot numbers. It must reconcile exactly with the invoice and bill of lading.
• Bill of lading (sea) or air waybill (air). The contract of carriage and receipt for the goods. For sea freight it is usually the document needed to collect cargo at the destination port.

Indian customs and regulatory documents

• Shipping bill. The export declaration filed electronically on ICEGATE before goods leave India. It carries the exporter's IEC, the HSN code, FOB value and destination.
• GST treatment. Exports are zero-rated under GST, either by exporting under a Letter of Undertaking (LUT) without paying IGST, or by paying IGST and claiming a refund.

Origin, plant health and quality

• Certificate of origin. Confirms where the goods were produced. It may be non-preferential, or preferential where a trade agreement (for example India–UAE CEPA) gives a duty benefit.
• Phytosanitary certificate. Issued by India's plant quarantine authority for plant products such as spices, seeds and pulses, confirming they meet the importing country's plant-health rules.
• Certificate of analysis (CoA) and lab reports. Test results against the agreed specification: moisture, purity, and where relevant pesticide residues, aflatoxin, heavy metals or microbiology.
• Fumigation or health certificates where the destination requires them.

Organic and special cases

Organic consignments need transaction certificates from the certifying body, and EU-bound organic goods require an electronic certificate of inspection in TRACES. CIF shipments also need an insurance certificate.

How to avoid problems

1. Agree the full document list with your supplier before production starts, not before shipment.
2. Check that names, addresses, quantities, HS codes and descriptions match across every document.
3. Ask for draft copies of the key documents for review before the shipment sails.

We cross-check every document against the physical shipment before the shipping bill is filed. See our certifications and documentation page for how each document applies by destination.