Be12 EXIMExport documents checklist for Indian exporters
Updated 15 October 2026 · Be12 EXIM team, Chennai
Most shipments need six core documents. Food, agri, pharma and chemical exports need several more, and the buyer’s bank or LC can add others. Use this list as your master checklist.
Core documents for every shipment
| Document | Who issues it | What to check |
|---|---|---|
| Proforma invoice / quotation | You | Price, Incoterm, payment terms, validity, HS code |
| Purchase order / contract | Buyer | Quality specs, quantity tolerance, delivery date |
| Commercial invoice | You | IEC, GSTIN, AD code, LUT declaration, HS code, Incoterm, invoice value in words |
| Packing list | You | Package count, marks, net and gross weights, dimensions |
| Shipping bill | CHA on ICEGATE | HS code, FOB value, RoDTEP/drawback claims, AD code |
| Let Export Order (LEO) | Customs | Your official export date |
| Bill of lading / airway bill | Shipping line, airline or forwarder | Consignee, notify party, ports, description match the invoice and LC |
| Certificate of origin | Via DGFT’s CoO platform / chambers | Use a preferential CoO to get FTA duty cuts |
Sea shipments also need a VGM (verified gross mass) declaration to the shipping line. CIF and CIP shipments need a cargo insurance certificate.
Extra documents by product
- Agri produce and spices: RCMC (APEDA or Spices Board), phytosanitary certificate via the plant quarantine portal, lab reports (pesticide residue, aflatoxin) and fumigation certificate where needed.
- Processed food and marine: FSSAI central licence, health certificate from EIC where the destination requires it, lab reports, labels approved by the buyer.
- Pharma: drug licence, COPP / WHO-GMP and product registration in the importing country.
- Chemicals: MSDS and dangerous goods declaration with UN number and class.
- Textiles and leather: chemical test reports (AZO-free, REACH) for EU and US buyers.
- Wooden packaging: ISPM-15 marked pallets or a fumigation certificate.
Get this checklist built for each shipment automatically
Be12 EXIM shapes the checklist from your product type, mode, payment terms and Incoterm. Tick items and attach files as you go.
Documents by payment terms
- Advance: keep the bank’s Inward Remittance Message (IRM) number.
- Letter of credit: present exactly the documents the LC lists, within 21 days of shipment and before LC expiry. Small spelling differences cause discrepancies.
- D/P and D/A: documents go through your bank to the buyer’s bank; get ECGC cover for D/A.
After shipment
- Payment received: IRM / FIRC from your bank.
- eBRC generated on DGFT.
- RoDTEP scrip and drawback status on ICEGATE.
- Export invoices reported in GSTR-1.
FAQs
What are the 6 basic export documents?
Commercial invoice, packing list, shipping bill, bill of lading or airway bill, certificate of origin and the purchase order or contract. Product rules and the buyer’s bank can add more.
Who prepares the shipping bill?
Usually your CHA (customs broker) files it on ICEGATE using your invoice and packing list. You can file yourself if registered.