Import / Export Documentation Checklist

Use this comprehensive checklist to ensure every import or export shipment is backed by the correct documents — preventing costly delays at customs.

Core Shipping Documents

Commercial Invoice (with HS code, unit price, total value, INCOTERM)critical

Packing List (carton-wise weight, dimensions, content)critical

Bill of Lading / Airway Bill (original or telex release)critical

Purchase Order / Sales Contractcritical

Letter of Credit — confirmed and operative (if LC terms)

Customs & Regulatory Documents

Certificate of Origin — notarised and legalised if requiredcritical

Shipping Bill (export) / Bill of Entry (import)critical

IEC (Import Export Code) — active and validcritical

GST Registration for imports under IGST credit scheme

AD Code registered at port for export realization

Quality & Compliance Certificates

Phytosanitary Certificate (for agricultural / food products)critical

Fumigation Certificate if required by importing country

Quality Inspection Certificate / Pre-shipment Inspection Report

BIS / FSSAI / Drug licence for regulated products

MSDS for chemicals / hazardous goods

Financial & Insurance Documents

Marine Insurance Certificate / Open Cover Policycritical

Bank Realisation Certificate (BRC) for DGFT benefits

FIRC (Foreign Inward Remittance Certificate) for advance payment

SWIFT copy of payment for TT advance cases

GR Form (Export Declaration Form) — RBI requirement

Result

Section	Items	Compliance

Notes & assumptions: Requirements vary by product and importing country. Always verify with your CHA.

Disclaimer: This tool provides an indicative estimate for general planning only and is not professional, legal, financial, medical or engineering advice. Reference values are editable defaults that vary by location, vendor, regulation and date. Verify critical figures with a qualified professional. Varada Nexus accepts no liability for decisions made using this tool.

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FAQ

What is an IEC code and who needs it?

Importer Exporter Code is a 10-digit number from DGFT, mandatory for any business importing or exporting goods from India. One-time registration.

What is a Certificate of Origin?

A COO certifies the country where goods were produced. Required for customs clearance, FTA preferential duty claims, and importing country compliance.

What happens if documents are missing at customs?

Missing documents lead to demurrage, customs hold and potential auction of goods. Having all documents ready prevents costly delays.