Indian exporters need three sets of documents: registrations held once (IEC, GST and LUT, AD Code, ICEGATE, RCMC), shipment documents prepared for every consignment (commercial invoice, packing list, shipping bill, bill of lading or airway bill, certificate of origin) and product or market certificates where required (phytosanitary, health, inspection). After payment, the bank's realisation record closes the export.
Key takeaways
- Registrations are one-time; shipment documents repeat for each consignment.
- The shipping bill is where incentive claims are declared.
- A certificate of origin can lower the buyer's import duty under a trade agreement.
- Keep realisation records; incentives depend on payment being received.
Which registrations must be in place before exporting?
Before the first shipment you need an IEC, GST registration with a LUT, ICEGATE access and an AD Code registered at your port. An RCMC is needed to claim most incentives.
- IEC from DGFT
- GST registration and Letter of Undertaking (LUT)
- Class 3 DSC and ICEGATE registration
- AD Code registered with Customs
- RCMC from your Export Promotion Council
Which documents are needed for each shipment?
Each consignment needs a commercial invoice, packing list, shipping bill and transport document, and usually a certificate of origin. Your customs broker files the shipping bill from these.
| Document | Prepared by | Purpose |
|---|---|---|
| Commercial invoice | Exporter | Value, buyer, terms of sale |
| Packing list | Exporter | Contents, weights, package marks |
| Shipping bill | Customs broker on ICEGATE | Customs export declaration and incentive claims |
| Bill of lading or airway bill | Shipping line or airline | Proof of shipment and title to goods |
| Certificate of origin | Authorised agency | Proves origin; preferential duty under trade agreements |
| Insurance certificate | Insurer | When the seller arranges insurance under the Incoterm |
Which product-specific certificates might you need?
Food, agri, plant and animal products often need phytosanitary or health certificates, and some buyers or markets require inspection or quality certificates. Requirements depend on the product and destination.
See food and agri exporters for the common ones.
What documents matter after the shipment?
After shipment, keep the shipping bill, transport document and the bank's record of export realisation. Incentives like drawback and RoDTEP depend on the export being completed and paid.
Services that help
Frequently asked questions
Who files the shipping bill?
Usually a licensed customs broker on ICEGATE, using your IEC and AD Code.
Is a certificate of origin mandatory?
Not always, but buyers often need it, and a preferential certificate can cut their import duty under a trade agreement.
Can documents be shared online?
Yes. We collect scanned copies on WhatsApp or email for all registrations.
Related reading
Sources and official portals
Import Export Advisor is a private consultancy, not a government body. Scheme rules and fees change; this page reflects information checked on the date above. Confirm current requirements on the official portal before filing.