Export Intelligence
Export Documents — Explained
Every document you will encounter when exporting from India — what it is, who issues it, and when you need it.
The simple version: You provide the Commercial Invoice, Packing List, and your IEC/GST/AD Code. Ambeza prepares and files everything else — Shipping Bill, Certificate of Origin, product-specific certificates, and obtains LEO. You never have to interact with ICEGATE or customs directly.
See the full export processIEC — Importer Exporter Code
Your 10-digit export licence. Every commercial exporter in India must have this. Apply at dgft.gov.in for ₹500. Issued in 1–2 working days. Permanent — valid for the life of the business.
Issued by: DGFT (Directorate General of Foreign Trade)
When needed:
Before your first export
Shipping Bill
The master export declaration. Every commercial export from India requires a Shipping Bill. It declares: what you are exporting, from where, to where, declared value, HSN code, quantity. Filed electronically on ICEGATE by your CHA.
Issued by: Filed by CHA on ICEGATE (Indian Customs)
When needed:
Every shipment
Commercial Invoice
Your sales invoice to your buyer. It shows: seller, buyer, product description, quantity, unit price, total value, currency, Incoterm, payment terms. The declared value on Customs documents must match this invoice.
Issued by: You (the exporter)
When needed:
Every shipment
Packing List
Details of each package — dimensions, weight, contents, number of packages. Customs and carriers need this to verify what is being shipped. Must match the Shipping Bill.
Issued by: You (the exporter)
When needed:
Every shipment
Certificate of Origin (CoO)
Proves that the goods were manufactured in India. Required by buyers for LC payments, for claiming preferential duty rates at destination (GSP, FTA), and by some importing countries. Ambeza prepares and gets this certified.
Issued by: Export Promotion Council / Chamber of Commerce
When needed:
When buyer requires it, or for FTA benefits
Bill of Lading (BL) / Airway Bill (AWB)
Your contract with the carrier. Proof that goods have been loaded for shipment. For sea: Bill of Lading (BL). For air: Airway Bill (AWB). The BL is a document of title — whoever holds it can claim the cargo.
Issued by: Shipping line / Airline
When needed:
Every shipment — issued at departure
Phytosanitary Certificate
Required for plant products: agricultural goods, food products, wood, seeds. Certifies that the shipment is free of pests and diseases. Issued after physical inspection. Most destinations require this for agri exports.
Issued by: NPPO India (State Agriculture Dept / APEDA)
When needed:
All agricultural, food, and plant products
FSSAI Export Certificate
Required for processed food and beverages being exported. Certifies compliance with Indian food safety standards. Some countries require FSSAI certificate for import clearance.
Issued by: FSSAI (Food Safety and Standards Authority of India)
When needed:
Processed food and beverage exports
GSP Certificate of Origin
Generalised System of Preferences — allows your buyer in EU, UK, Japan, USA to import your goods at a reduced or zero duty rate. Available for most Indian manufactured goods. Significant competitive advantage.
Issued by: Export Promotion Councils / DGFT
When needed:
Exports to EU, UK, Japan, Australia (where GSP applies)
MSDS — Material Safety Data Sheet
Required for all chemicals, DG products, and hazardous substances. Describes the substance, its hazards, handling precautions, emergency procedures. Must accompany every shipment of DG cargo.
Issued by: You / the manufacturer
When needed:
All chemical and DG shipments
AD Code Registration
Authorised Dealer Code — your bank's code registered at a specific port. Links your bank account to the customs system for export realisation tracking. Must be registered at each port before first export. One-time, permanent.
Issued by: Your bank
When needed:
First export from each port — one-time
LEO — Let Export Order
Customs approval to ship. Endorsed on your Shipping Bill after customs clearance. Without LEO, cargo cannot be loaded. Our CHA ensures this is obtained for every shipment.
Issued by: Indian Customs (endorsed on Shipping Bill)
When needed:
Every shipment — obtained after customs clearance
Need documents for a specific product?
Check your HSN code for product-specific documentsComplete export document checklist by transaction type
Documents needed vary depending on how you are being paid and what incentives you are claiming. Use the checklist for your transaction type.
Standard FOB / TT
Advance payment or Open Account — no LC involved
IEC Certificate
Before first shipment — one-time
GST Registration + LUT
File LUT to avoid upfront IGST payment
AD Code registration
At the port you are exporting from
Commercial Invoice
3 originals, signed in blue ink
Packing List
Match exactly with invoice quantity/weight
Shipping Bill (SB-1 or SB-1 + RoDTEP)
Filed by your CHA on ICEGATE
Bill of Lading / AWB
Issued by shipping line/airline after loading
Certificate of Origin
If buyer requires or for FTA benefit
FIRC
From your bank when payment received
= Mandatory = Conditional
Letter of Credit (LC)
Paid via bank-to-bank LC — strictest document requirements
Read your LC carefully — it specifies exact document requirements. Any deviation = rejection.
All FOB documents (above)
Entire FOB checklist applies
Full set 3/3 OBL
Negotiable originals — 3 of 3 required for most LCs
Certificate of Origin — original
2–3 originals, blue ink
Insurance Certificate / Policy
For CIF/CIP terms — original required
Beneficiary Certificate
If LC requires a separate letter from you
Bill of Exchange / Draft
Sight or usance draft as per LC terms
Inspection Certificate
If buyer's LC specifies pre-shipment inspection
GSP Form A (if applicable)
For preferential duty at destination
Packing Certificate
Some LCs require a separate packing cert
Duty Drawback Claim
Claiming refund of customs duty paid on imported inputs
All FOB documents (above)
Entire FOB checklist applies
Drawback Shipping Bill (SB-2)
Filed instead of standard SB-1 by your CHA
LEO-endorsed Shipping Bill
Required to initiate drawback claim
Bank account details in customs
Drawback credited directly to your bank
FIRC / BRC
Proof of payment receipt — required before drawback released
Import documents (BEs)
Bills of Entry showing duty paid on inputs
Manufacturing process statement
If claiming AIIS (All Industry Rate) — standard for most
Quantity statement of inputs used
For brand rate fixation only
Ambeza tracks this: We file the Drawback Shipping Bill and follow up with customs until refund is credited to your account.
Which documents need originals vs copies?
Not all documents need originals — but getting it wrong costs you. See our originals guide.