Export Document Checklist
Select your product type and shipment details to generate a custom document checklist
Shipment Details
Wooden packaging requires fumigation certificate (ISPM-15) for most countries
What is an Export Document Checklist?
The Export Document Checklist is a free tool that generates a customised list of all the documents you need to prepare for your specific export shipment — based on your product type, payment terms, and destination country. Rather than relying on a generic one-size-fits-all list, this tool ensures you only see the documents that actually apply to your order.
Documentation is the most common cause of export shipment delays, rejections, and customs penalties. A missing Certificate of Origin, incorrect Commercial Invoice, or absent Phytosanitary Certificate can hold your cargo at customs for days — costing you demurrage charges, buyer penalties, and reputation damage.
Mandatory Documents Required for All Indian Exports
Regardless of product type or destination, every Indian export shipment requires these core documents:
- Commercial Invoice — declares the value, quantity, buyer/seller details, HS code, and Incoterm. Must be in the currency of the transaction.
- Packing List — itemises every package in the shipment with gross weight, net weight, and dimensions. Customs and the shipping line both require this.
- Shipping Bill — filed with Indian Customs on ICEGATE. This is the primary export declaration document. Your CHA files this on your behalf.
- Bill of Lading (sea) or Airway Bill (air) — the transport contract issued by the carrier. Title to goods transfers via the B/L in most sea shipments.
- GST Tax Invoice — if you are GST-registered, a proper GST invoice is required for input credit claims and for filing GSTR-1.
Conditional Documents Based on Product and Payment Terms
| Document | When Required |
|---|---|
| Certificate of Origin (COO) | When buyer wants FTA preferential duty, or destination country mandates it |
| Letter of Credit (LC) | When payment is via LC — all LC conditions become mandatory documents |
| Phytosanitary Certificate | Mandatory for food, spices, agricultural produce, and plant-based products |
| Health / Sanitary Certificate | Required for processed food, seafood, dairy, and meat products |
| BIS / Quality Certification | For electronics, machinery, and regulated consumer goods |
| RCMC (Registration Cum Membership Certificate) | To claim export promotion schemes (MEIS/RoDTEP) via export promotion councils |
| Marine Insurance Certificate | Mandatory under CIF Incoterm; strongly recommended even for FOB |
How to Use the Export Document Checklist Generator
- Select your product type — general goods, food/agriculture, pharmaceuticals, chemicals, textiles, or electronics.
- Select your payment terms — Advance Payment, Letter of Credit, Documents Against Payment (DA/DP), or Open Account.
- Select the destination country — some countries have specific import requirements (e.g. US FDA for food, EU CE marking for electronics).
- Indicate if FTA applies — if you're exporting to UAE, ASEAN, or Australia and want to help the buyer claim preferential duty.
- Generate checklist — download or print the customised list and use it to prepare your shipment documentation.
Most Common Documentation Mistakes Made by Indian Exporters
- Invoice value mismatch — the Commercial Invoice, Packing List, and Shipping Bill must all show the same values. Any discrepancy triggers customs examination.
- Incorrect HS code — leads to wrong duty classification at destination, possible rejection, or examination at Indian customs.
- Missing GSTIN on invoice — if you are GST-registered, your GSTIN must appear on the GST tax invoice for the refund process to work.
- Late COO application — Certificate of Origin must be applied for before or at the time of shipment. Retroactive COOs are not accepted by most customs authorities.
- LC conditions not met — Letter of Credit is a bank-guaranteed instrument. Every condition stated in the LC (document type, exact wording, routing) must be precisely met or the bank can reject your payment.
Frequently Asked Questions
Who prepares export documents — the exporter or the CHA?
The exporter prepares the Commercial Invoice, Packing List, and GST Invoice. The Customs House Agent (CHA) files the Shipping Bill on ICEGATE. The shipping line or airline issues the B/L or AWB. The Certificate of Origin is obtained from your Export Promotion Council or Chamber of Commerce.
How long does it take to get a Certificate of Origin?
Non-preferential COO (from a Chamber of Commerce) can be obtained within 1–2 working days. Preferential COO for FTA (from an Export Promotion Council like FIEO or product-specific EPCs) typically takes 2–5 working days. Apply well before your shipment date.
Do I need a Phytosanitary Certificate for all food exports?
Not all food exports require a Phytosanitary Certificate — it is specifically required for plant-based products (fresh produce, grains, spices, seeds). Processed food items may need a Health Certificate from FSSAI instead. The exact requirement depends on the destination country's import rules for that product category.