Every export shipment from India generates a paper trail. Some documents are prepared by you, some by the buyer, some by the freight forwarder, some by the customs house agent, and some by government agencies. Miss one and your container sits at the port earning demurrage. Here is the complete list, grouped by function, so you can hand it to your CHA on day one.
Commercial documents you prepare
These are the buyer facing documents that describe the goods and the deal.
Proforma invoice. The initial quote you send to the buyer before the deal is confirmed. It states product, quantity, price, Incoterm, port of loading, port of discharge, and payment terms. This is not a legal invoice yet, but it is the basis for the buyer to open a Letter of Credit or make a TT advance.
Commercial invoice. The final invoice that goes with the shipment. Same fields as the proforma but with confirmed quantities and totals. Must be signed and stamped.
Packing list. A carton by carton breakdown of what is inside the shipment. Includes net weight, gross weight, dimensions, and package count. Customs and the buyer both use it to verify the container matches the paperwork.
Customs and shipping documents
Prepared by the customs house agent, filed with Indian customs and the shipping line.
Shipping bill. Filed electronically at ICEGATE. This is the primary export declaration to Indian customs. Once it is Let Export Ordered (LEO), the container can be loaded on the vessel.
Bill of lading or airway bill. Issued by the shipping line or airline once the cargo is loaded. It is the title document of the goods and the contract of carriage. The buyer needs the original to claim the goods at destination.
Certificate of origin. Issued by an approved chamber like FIEO or the specific EPC. Some countries accept a preferential certificate of origin under a trade agreement, which reduces duty for the buyer.
Banking and payment documents
The paper trail that satisfies your bank and the RBI.
Foreign Inward Remittance Advice (FIRA) or Certificate (FIRC). Issued by your AD Category one bank when the payment lands in your account. Proves the export proceeds have been realised.
Bank Realisation Certificate (BRC). Consolidated proof of realisation for a shipping bill. Required for claiming RoDTEP, drawback, and any EPC incentives.
Letter of Credit or TT copy. If the deal is on LC terms, the buyer's issuing bank sends the LC through your bank. On TT terms, the buyer sends a wire and you get a SWIFT confirmation.
Destination and product specific documents
Depending on the product and the country, one or more of these will be required.
Phytosanitary certificate. For plant based products including spices, grains, fruits. Issued by the Plant Quarantine authority.
Fumigation certificate. For any cargo in wooden pallets or wooden packing, and for many agri products. Issued by an approved fumigator.
Inspection certificate. Some buyers or destination countries require a pre shipment inspection by a third party like SGS or Bureau Veritas.
Insurance certificate. Marine cargo insurance if the Incoterm is CIF or CIP. Issued by your general insurance company.
Material Safety Data Sheet (MSDS). For chemical products, dangerous goods, and some cosmetics. Issued by the manufacturer.
Product level compliance
COA (Certificate of Analysis). For food, pharma, and chemical products. Issued by an accredited lab. States the product parameters and confirms compliance with buyer specifications.
How to keep this organised
Create one folder per shipment on the day you send the proforma invoice. Label it with the shipping bill number once the file is opened. Save every version of every document as a PDF, not a Word or Excel file, because banks and customs only accept PDFs.
Where to learn this end to end
Documentation is where most first time exporters lose their weekend. The Kore EXIM Academy master course walks every batch through a live shipment from proforma invoice to BRC, using real documents from active Kore International shipments. Not templates, actual filings.
If you have a shipment coming up and want a second set of eyes on your paperwork, book a free advisor call. And bookmark the EXIM resource hub for the calculators and templates you will use every week.
