A Complete Guide to Shipment Paperwork
📍 Introduction
Proper documentation is the backbone of a successful export business.
Whether you’re sending agricultural goods or industrial machinery, having the right paperwork in place ensures smooth customs clearance, faster payments, and buyer satisfaction.
In this blog, you’ll find a complete export documentation checklist, tailored for Indian exporters — from pre-shipment to post-shipment documents.
📦 Why Documentation Matters in Exports
✅ Ensures compliance with customs laws in India and buyer countries
✅ Avoids shipment delays, demurrage, and penalties
✅ Helps you claim export incentives like RoDTEP, GST refund, etc.
✅ Builds trust with buyers and banks
✅ Supports financial and tax audits
🧾 Complete Export Documentation Checklist
Let’s break it down into 3 key stages:
Pre-shipment, Shipment, and Post-shipment
📋 1. Pre-Shipment Documents
These are prepared before the actual shipment is made.
- Proforma Invoice – A preliminary quote sent to the buyer
- Purchase Order – Buyer’s acceptance of your quotation
- Export Contract – If applicable, a formal agreement on trade terms
- Letter of Credit (L/C) or Payment Agreement – Sets payment terms and method
- Export Registration Documents – IEC, GST, RCMC, etc.
🚢 2. Shipment Documents
Used during the transportation and customs clearance process.
- Commercial Invoice – Final bill issued to the buyer
- Packing List – Details of items, weights, dimensions
- Shipping Bill – Filed online via ICEGATE portal
- Bill of Lading / Airway Bill – Carrier’s receipt of goods, used in sea/air freight
- Certificate of Origin – Proves origin of goods (issued by chamber of commerce or EPC)
- Insurance Certificate – For goods in transit
- Inspection Certificate – For regulated/agri/chemical goods
- Phytosanitary Certificate – For plant-based exports (issued by APEDA)
🏦 3. Post-Shipment Documents
Used to receive payment, claim benefits, and complete legal compliance.
- FIRC (Foreign Inward Remittance Certificate) – Proof of foreign currency receipt
- BRC (Bank Realization Certificate) – Required to claim export incentives
- Shipping Advice / Tracking Proof – Sent to buyer for confirmation
- GST Return and IGST Refund Claims
- Incentive Claim Documents – For RoDTEP, RoSCTL, MEIS (if applicable)
🔐 Pro Tips for Exporters
- ✅ Keep both physical and digital copies of all documents
- ✅ Work with a CHA (Customs House Agent) for the first few shipments
- ✅ File shipping bills and e-invoices well in advance
- ✅ Maintain a standard folder system (Buyer-wise / Country-wise)
🎯 Bonus: Organize Your Documentation Like a Pro
Create folders for each shipment with:
- A copy of each document (Invoice, B/L, Shipping Bill, etc.)
- Buyer communication & approvals
- Payment proof & claim submissions
- Follow-up or issue logs (if any)
This helps simplify audits, bank reviews, and incentive processing.
📥 Free Download:
🎁 Export Documentation Checklist – Printable Word Format
Get a ready-to-use checklist for each shipment, covering all key documents.
🔗 Explore more tools & downloads → [Visit Export Resource Hub]
