How to Import from India: Documentation Checklist for First-Time Buyers

Most first-time importers do not lose money on price — they lose it on documents. A single discrepancy can delay an LC negotiation by weeks, or trigger demurrage at destination. Here is the document set of a standard Indian commodity import, explained.

The core shipping documents

1. Commercial invoice: the seller\'s bill for the goods. Must match the LC/contract exactly — description, quantity, unit price, total, Incoterms, LC number.
2. Packing list: what is in each package, weights (gross/net), package numbers, marks. Container loading plans often accompany.
3. Bill of lading: the transport contract and document of title. Check consignee, notify party, port of loading/discharge, freight prepaid/collect, number of originals, and "clean on board" status.
4. Certificate of origin: issued by the exporter\'s chamber/agency; required for customs and for preferential duty claims (GSP, India-UAE CEPA, India-Australia ECTA, etc.).

Quality & regulatory documents

5. Certificate of analysis (COA): laboratory results for the contracted parameters. Insist on a COA per lot, from an accredited lab.
6. Phytosanitary certificate: for plants/plant products, issued by the exporting country\'s plant protection authority (India: PQP/DPPQS).
7. Health certificate: required by certain destinations/products (e.g. spices into the EU under increased control), endorsed by FSSAI.
8. Fumigation/treatment certificate: if fumigated or treated — with the gas, dosage and dates.
9. Sterilisation certificate: for ETO/steam-treated products.

Financial documents

10. LC / draft: under letter of credit, the exporter presents documents through their bank; the negotiating bank checks them against LC terms.
11. Insurance policy: for CIF shipments — certificate or policy endorsed to the buyer, covering the voyage.

Why banks reject documents (and how to avoid it)

• Discrepancies between invoice, packing list and B/L — weights and quantities must match across all documents.
• Description in documents differing from the LC in even minor wording.
• Late presentation — documents must arrive within the LC\'s presentation period (often 21 days after B/L date).
• Missing endorsements or signatures.

Pro tip: if this is your first LC, ask your supplier to send a document checklist alongside the proforma invoice — and do a pre-check of the document set before the vessel sails. A good exporter will happily do both.