🌐 Export Documentation in India — Complete List of Certificates, Licenses & Procedures (2026)

Keyword Focus: export documentation in India

Exporting goods from India requires proper paperwork, clear compliance, and accurate documentation at every stage of the shipment. Whether you’re an MSME, startup, trader, or manufacturer, understanding export documentation in India is essential for smooth customs clearance, timely payments, and successful overseas delivery.

This complete guide explains all important export documents, certificates, licenses, and procedures required in 2025 — simplified for new exporters and MSMEs across Bharat.

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📦 What Is Export Documentation?

Export documentation refers to the set of legal, commercial, customs, and shipping documents needed to ship goods from India to an international buyer. These documents ensure:

• ✔ Compliance with Indian export laws
• ✔ Smooth customs clearance
• ✔ Buyer confidence & payment security
• ✔ Accurate tracking of export incentives

Incorrect or missing documents can result in shipment delays, penalties, or rejection at the destination port. Hence, preparing the right documents is a must for exporters.

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🧾 Complete List of Export Documents Required in India (2025)

Export documents can be divided into four categories:

• Commercial Documents
• Regulatory Documents
• Customs & Shipping Documents
• Financial & Payment Documents

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1️⃣ Commercial Documents

1. Proforma Invoice

A pre-shipment document issued to the buyer showing product details, price, terms, and expected delivery.

2. Commercial Invoice

The final invoice issued by the exporter to the buyer. It is required for customs assessment and payment settlement.

3. Packing List

A detailed list showing the number of packages, weight, dimensions, and packaging details. Helps customs verify goods.

4. Sales Contract

Agreement between exporter and buyer confirming product, price, delivery terms (Incoterms), and payment conditions.

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2️⃣ Regulatory Documents

1. IEC (Import Export Code)

Issued by DGFT; mandatory for every exporter. 👉 Apply here: DGFT IEC Registration

2. RCMC (Registration-Cum-Membership Certificate)

Issued by Export Promotion Councils (EPCs). Required to claim government export incentives.

• APEDA – Agriculture exports
• EEPC – Engineering exports
• GJEPC – Gems & Jewellery exports
• FIEO – General exporters

3. Certificate of Origin (COO)

Certifies that goods originate from India. Required for customs and to avail benefits under trade agreements.

4. Quality / Inspection Certificate

Issued by Export Inspection Agencies to ensure goods meet international standards.

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3️⃣ Customs & Shipping Documents

1. Shipping Bill

The most important customs document in India. It must be filed digitally on the ICEGATE portal.

👉 File here: ICEGATE Shipping Bill

2. Bill of Lading / Airway Bill

Issued by the shipping line or airline. Proof that goods have been loaded for transport.

3. Insurance Certificate

Protects goods during transit and is required for CIF exports.

4. Export Declaration Forms (EDF/SDF)

Required by RBI to verify export proceeds.

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4️⃣ Financial & Payment Documents

1. Letter of Credit (LC)

A guarantee issued by the buyer’s bank ensuring payment to the exporter upon successful shipment.

2. Bank Realisation Certificate (BRC)

Issued by the exporter’s bank after receiving payment. Required to claim DGFT incentives.

3. Foreign Inward Remittance Certificate (FIRC)

Proof of foreign currency received from the buyer.

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📘 Step-by-Step Export Documentation Process in India

1. Step 1: Register business & get IEC from DGFT.
2. Step 2: Register with relevant Export Promotion Council (EPC) for RCMC.
3. Step 3: Prepare Proforma Invoice & get buyer confirmation.
4. Step 4: Create Commercial Invoice & Packing List.
5. Step 5: File Shipping Bill on ICEGATE.
6. Step 6: Obtain Certificate of Origin.
7. Step 7: Book shipment with shipping line/airline.
8. Step 8: Submit documents to the bank for payment.

This process ensures legal compliance, secure payments, and smooth logistics flow.

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📑 Important Government Portals for Exporters

• 👉 DGFT Portal — IEC, RCMC, export incentives
• 👉 ICEGATE — Customs filing & shipping bill
• 👉 FIEO — Exporter guidance & EPC registration
• 👉 Indian Trade Portal — Market access information

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🧭 Common Mistakes New Exporters Make

• Using incorrect HS Code
• Not aligning invoice details with shipping documents
• Missing Certificate of Origin
• Incomplete shipping bill filing
• Poor understanding of Incoterms

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📚 Related Reading

👉 How to Start an Export Business from India — Step-by-Step Guide

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❓ Frequently Asked Questions (FAQs)

1. Which documents are mandatory for export in India?

Commercial Invoice, Packing List, Shipping Bill, Certificate of Origin, and Bill of Lading/Airway Bill.

2. Is IEC required for export?

Yes, IEC from DGFT is mandatory for every exporter.

3. What is the most important customs document?

The Shipping Bill, filed on the ICEGATE portal.

4. Do MSMEs need EPC registration?

Yes, to claim export incentives and participate in trade events.

5. Can export documentation be done online?

Yes — IEC, shipping bills, RCMC, and COO can all be obtained online.

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