EXPORT SHIPMENT CHECKLIST (INDIA) - READY TO USE.

Here is a ready-to-use, practical exporter checklist you can follow for every shipment. It's structured exactly the way professionals use it-before, during, and after export-so you don't miss anything critical.

1. PRE-SHIPMENT CHECK (BEFORE ACCEPTING ORDER)

Business & Compliance Setup

• IEC obtained from Directorate General of Foreign Trade
• GST registration active
• PAN available
• Bank current account (AD bank under Reserve Bank of India)
• AD Code registered at port

Buyer Verification

• Buyer identity verified (website, references)
• Country risk checked
• Payment history/creditworthiness checked

Order & Contract

• Purchase Order (PO) received
• Export contract signed
• Incoterms clearly defined (FOB/CIF/EXW etc.)
• Payment terms agreed (LC / Advance / DA / DP)

Product Compliance

• Product export is free / restricted / prohibited checked via Directorate General of Foreign Trade
• Required licenses obtained (if applicable)
• Certifications ready:
  • FSSAI (food)
  • CDSCO (pharma)
  • APEDA (agri)

2. PREPARATION STAGE (AFTER ORDER CONFIRMATION)

Production & Quality

• Goods manufactured as per specification
• Quality inspection completed
• Buyer inspection (if required)

Packaging & Labeling

• Export-quality packaging done
• Labels include:
  • Country of origin
  • Product details
  • Handling instructions

Export Pricing & Invoice

• Commercial Invoice prepared
• Correct HS Code applied
• Currency mentioned (USD/EUR etc.)
• Incoterms included
• GST export declaration included

Packing List

• Quantity matches invoice
• Net & gross weight mentioned
• Dimensions specified

3. SHIPPING & CUSTOMS STAGE

Logistics Planning

• Freight forwarder appointed
• Shipment mode selected (Air/Sea)
• Vessel/flight booked

GST Compliance

• LUT filed (if exporting without IGST)
• GST details correctly mentioned in invoice

Customs Documentation

• Shipping Bill filed via Central Board of Indirect Taxes and Customs portal
• All documents uploaded in E-Sanchit
• Digital Signature Certificate (DSC) used

Required Documents Ready

• Commercial Invoice
• Packing List
• Shipping Bill
• Purchase Order
• Export License (if required)

Port Clearance

• Goods moved to port
• Customs inspection completed (if applicable)
• Let Export Order (LEO) received

4. POST-SHIPMENT DOCUMENTATION

Transport Documents

• Bill of Lading (Sea) / Airway Bill (Air) received
• Freight certificate (if needed)

Certificates

• Certificate of Origin issued
• Inspection certificate (if required)
• Insurance certificate

Document Dispatch

• Documents sent to buyer (or bank in LC case):
  • Invoice
  • Packing List
  • Bill of Lading
  • COO

5. PAYMENT & BANKING COMPLIANCE

Payment Tracking

• Payment received in foreign currency
• Matches invoice value

Bank Documents

• FIRC (Foreign Inward Remittance Certificate) obtained
• BRC (Bank Realisation Certificate) obtained

RBI Compliance

• Export reported under Foreign Exchange Management Act
• Payment received within allowed time

6. GST & INCENTIVES

GST Filing

• GSTR-1 filed correctly
• GSTR-3B filed

Refunds & Benefits

• GST refund applied (if applicable)
• RoDTEP benefit claimed
• RCMC used (if registered with Federation of Indian Export Organisations)

7. FINAL INTERNAL AUDIT CHECK

Before closing shipment file:

• All documents consistent (no mismatch)
• Payment received & recorded
• Compliance completed
• Copies archived (digital + physical)

RED FLAG QUICK CHECK (DON'T SHIP IF ANY IS )

• IEC not active
• Buyer not verified
• Payment terms unclear
• HS Code uncertain
• Export license missing (if required)
• Invoice & packing list mismatch

PRO TIP (USED BY EXPERIENCED EXPORTERS)

Create 3 folders for every shipment:

1. Pre-shipment (PO, contract, licenses)
2. Shipment (invoice, shipping bill, B/L)
3. Post-shipment (FIRC, GST, refunds)

FINAL TAKEAWAY

A successful export shipment is simply:

Right documents + Right compliance + Right payment tracking