Export Documentation: A General Introduction for Commodity Buyers

Why documents matter

In international trade, documents do more than record a shipment. They allow goods to clear customs, support payment under some payment methods, prove origin for tariff purposes, and show that plant-health and food-safety requirements have been met. Missing or inconsistent documents can delay clearance at destination.

Common commercial documents

Commercial invoice

The seller's invoice to the buyer, describing the goods, quantity, price, trade term and parties. Customs authorities use it to assess duties.

Packing list

Details how the goods are packed: number of bags, weights, marks and container numbers.

Transport document

For sea freight, usually a bill of lading issued by the carrier or its agent. It acts as a receipt for the goods and a contract of carriage, and — when issued as a negotiable document — as a document of title.

Certificates

Certificate of origin

Certifies the country where the goods were produced. It may be needed for customs purposes or to claim preferential tariffs under trade agreements. In India, certificates of origin are issued by authorised agencies.

Phytosanitary certificate

Most countries require a phytosanitary certificate for plant products such as onions, rice and many spices. In India, these are issued by the National Plant Protection Organisation under the Directorate of Plant Protection, Quarantine & Storage, based on the importing country's requirements.

Fumigation certificate

Some destinations require evidence that goods or packaging were fumigated or treated. Requirements vary by country and product.

Test and inspection reports

Where agreed, laboratory reports (for example pesticide residues or aflatoxins) and third-party inspection certificates confirm the lot met the specification.

Exporter registrations in India

Indian exporters need an Importer-Exporter Code (IEC) from the Directorate General of Foreign Trade. Depending on the product, further registrations apply — for example, spice exporters register with the Spices Board, and many agricultural exporters register with APEDA. Ask your supplier to confirm the registrations relevant to your product.

Who prepares what

Agree documents before contracting

The list of required documents should be agreed in the contract, based on the destination's import rules and the payment method. This article is general information only and is not legal or customs advice — import requirements change and must be checked for each shipment.

Next steps

See our export process or send your import requirements.