15 Important Documents You Need to Export from India

A Complete Guide for New Exporters (2025 Edition)

When you’re starting your export journey from India, documentation is everything. A single missing paper can lead to shipment delays, customs rejections, or even payment losses. Whether you’re a beginner or looking to scale, understanding export documentation is essential for compliance and profitability.

In this detailed guide, we’ll walk you through the 15 most important export documents that every Indian exporter must know — along with who issues them, when they’re needed, and why they matter.

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📄 1. Proforma Invoice (PI)

Purpose: It’s a quotation from the exporter to the buyer.
Issued by: Exporter
When used: At the inquiry/negotiation stage
Why it matters: It lays out the price, product details, terms of sale, delivery timeline, and payment conditions.

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📄 2. Purchase Order (PO) or Letter of Credit (LC)

Purpose: A formal order confirmation from the buyer.
Issued by: Buyer or buyer’s bank (in case of LC)
Why it matters: It acts as the contract and payment commitment.

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📄 3. Commercial Invoice

Purpose: Legal document for customs declaring transaction value.
Issued by: Exporter
Why it matters: Used for valuation, duty assessment, and bank documentation.

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📄 4. Packing List

Purpose: Detailed breakdown of goods inside each package.
Issued by: Exporter
Why it matters: Required for customs clearance, inspection, and tallying shipments.

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📄 5. Shipping Bill / Bill of Export

Purpose: The core document for customs clearance.
Filed through: ICEGATE portal (Indian Customs)
Why it matters: Mandatory for all exports; no shipment without it.

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📄 6. Bill of Lading / Airway Bill

Purpose: Transport document issued by the shipping or airline company.
Issued by: Shipping line (Sea) or Airline (Air)
Why it matters: Proof of shipment; required by the buyer and bank.

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📄 7. Certificate of Origin (CoO)

Purpose: Certifies the origin of the goods.
Issued by: Export Promotion Councils, Chamber of Commerce, or DGFT-authorized bodies
Why it matters: Needed to claim duty concessions in importing country (under FTAs).

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📄 8. Inspection Certificate

Purpose: Confirms that goods have been inspected as per buyer/specification.
Issued by: Third-party inspection agencies (like SGS, Bureau Veritas, etc.)
Why it matters: Mandatory in certain countries or product categories.

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📄 9. Insurance Certificate

Purpose: Confirms insurance coverage for goods in transit.
Issued by: Insurance company
Why it matters: Required under CIF/CIP Incoterms, and for bank documentation.

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📄 10. Export License (If Applicable)

Purpose: For restricted or controlled goods
Issued by: DGFT (Directorate General of Foreign Trade)
Why it matters: Mandatory for goods falling under restricted category.

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📄 11. LUT/Bond under GST

Purpose: To export without paying GST
Issued by: Self-declaration filed on GST portal
Why it matters: Enables zero-rated exports; refund claim eligible.

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📄 12. ARE-1 / ARE-2 Forms (For Excise Clearance)

Purpose: Required for export of excisable goods under old regulations (less common now)
Issued by: Exporter (used in bond clearance cases)
Why it matters: Still applicable in special cases or with SEZ units.

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📄 13. Bank Realization Certificate (BRC)

Purpose: Confirms receipt of foreign exchange in India.
Issued by: Exporter’s Bank
Why it matters: Required for export incentive claims like RoDTEP, DGFT schemes, etc.

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📄 14. FSSAI / Phytosanitary / Health Certificate (Product-Specific)

Purpose: Regulatory certificates based on product type (like food, plants, chemicals)
Issued by: Government-authorized agencies (e.g., FSSAI, PQIS, Drug Controller)
Why it matters: Mandatory for agro, food, pharma, or plant-based exports.

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📄 15. AD Code Registration with Customs

Purpose: Links your bank account to Indian Customs for payments
Issued by: Exporter’s Bank
Why it matters: Without this, you cannot file a shipping bill on ICEGATE.

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📌 Bonus: Digital Filing Made Easy

Use platforms like ICEGATE, DGFT portal, GST portal, and INVOICE MART to automate and digitally manage many of these documents. Paperless exports are the future.

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🚀 Final Thoughts

Export documentation may seem overwhelming at first, but once you build a checklist and work with the right CHA (Customs House Agent) and freight forwarder, it becomes manageable.
StartExportIndia.com is here to guide you through every stage — from compliance to containers.