Export & Import · Export Documentation
Export Documentation Guide
Export documentation can look intimidating to new buyers and exporters alike. This guide explains the purpose of the most common documents in a typical shipment.
Commercial documents
The Proforma Invoice is issued before shipment to confirm agreed commercial terms and is often used by buyers to arrange import financing or permits. The Commercial Invoice is the final invoice issued after shipment, used for customs valuation at destination. The Packing List details how goods are packed — carton/bag counts, weights and dimensions — supporting customs and logistics handling.
Origin and regulatory certificates
The Certificate of Origin certifies the country where goods were produced, which can affect duty treatment at destination. A Phytosanitary Certificate, issued by the plant quarantine authority, certifies that a plant-based consignment meets the destination country's plant health import requirements. A Health Certificate may be required for certain food products, certifying compliance with food safety requirements of the origin or destination authority.
Quality documents
A Certificate of Analysis (COA), typically issued by an accredited or buyer-nominated laboratory, reports test results against the agreed specification. Inspection certificates, issued by third-party inspection agencies where required, confirm that an independent inspection of quality and/or quantity was performed before shipment.
Transport and insurance documents
The Bill of Lading (for sea freight) or Airway Bill (for air freight) is issued by the carrier, serving as a contract of carriage and, for an original negotiable Bill of Lading, a document of title. Insurance documents evidence marine or transit insurance cover, with responsibility for arranging insurance depending on the agreed Incoterm.
Customs document
The Shipping Bill is filed electronically with Indian Customs and is required to obtain the 'Let Export Order' permitting the goods to leave India. On the import side, the buyer's customs broker files the corresponding import declaration in the destination country.
Key Takeaways
- Different documents serve different purposes — commercial, regulatory, quality and transport — and are often issued by different parties.
- Required documents vary by product and destination market; confirm the exact list with your buyer and customs broker.
- A Letter of Credit transaction requires documents to match its terms precisely, or payment can be delayed.
FAQ
Do I need all of these documents for every shipment?
No. Required documents vary by product, destination country and buyer requirement. Confirm the specific document checklist for your shipment with your customs broker and buyer.
Who issues the Certificate of Origin?
In India, Certificates of Origin are typically issued by an authorized chamber of commerce or relevant government-recognized issuing authority, depending on the type required.
Related Glossary Terms
Related Protocols
Sources / References
Have a Documentation Question for a Specific Order?
Discuss your specific shipment and documentation requirements with ShankuChakra Exports.
Discuss Your Requirement