For a standard export of physical goods from India, prepare a transport document, a commercial invoice and packing list, and the applicable shipping bill, bill of export, or postal bill of export. That is only the India-side baseline: before the goods can circulate freely in the EU, they must clear EU customs, and the buyer or another responsible party must establish the correct classification, customs value, duties, import VAT, and any product-specific permissions. The exact requirements depend on the goods, destination country, transport mode, and who handles customs declarations.
Which documents are required to export goods from India?
DGFT’s consolidated Foreign Trade Policy, Chapter 2, lists three baseline document categories for exports of goods from India. A commercial invoice and packing list may be combined or submitted separately. DGFT also recognizes that additional documents can be required for particular goods or categories, so this is not a guarantee that every shipment needs only these documents. Read DGFT’s Chapter 2 and check for amendments and product-specific conditions before shipping.
- Transport document: for example, a bill of lading, airway bill, lorry receipt, railway receipt, or postal receipt, as appropriate to the shipment.
- Commercial invoice cum packing list: one combined document is accepted; a separate commercial invoice and packing list are also accepted.
- Export customs entry: the relevant shipping bill, bill of export, or postal bill of export. The Customs Act specifies an electronic shipping bill for goods exported by vessel or aircraft and a bill of export for goods exported by land, subject to an exception where electronic filing is not feasible and customs permits another method. See Section 50 of India’s Customs Act.
When can more paperwork be needed?
Restricted goods, goods subject to policy conditions, or goods regulated under another law may require additional documents, a no-objection certificate, or other product-specific evidence. Customs or the relevant regulator may request further information in a particular case. Check the rules for the actual commodity rather than treating the baseline list as a complete checklist for every product.
What must happen before goods can enter free circulation in the EU?
Goods entering the EU must be declared and cleared through customs before they can circulate freely. A customs declaration is the legal act by which an operator indicates the customs procedure for the goods. The owner or a representative may lodge it, and declarations are generally submitted electronically. Release for free circulation involves collecting applicable duties and other charges and applying relevant trade-policy and product requirements. The European Commission explains the customs declaration and importation and release process.
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Agree who handles the EU declaration
Before dispatch, the Indian seller and EU buyer should establish who will lodge the customs declaration and who will act as importer for the transaction. The declaration may be made by the owner or a representative, but the broad rules alone do not determine which party takes each role under a particular sale. Confirm the arrangement with the buyer and, if used, the customs representative; make sure the party preparing the filing has the shipment information and documents it needs.
Check whether an EORI number is needed
An EORI number is required for covered EU customs clearance operations. EU-established economic operators need one; a non-EU operator needs one when it undertakes covered customs activities, such as lodging a customs declaration or acting as a carrier. For a non-EU operator without an EU establishment, the relevant issuing authority is generally the Member State where it plans its first customs operation. This does not mean every Indian exporter automatically needs an EORI: confirm the declaration and carrier roles before applying. See the Commission’s EORI guidance.
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How are EU duty, import VAT, and product controls determined?
Classification, origin, and customs value
The EU tariff classification affects the customs duty and rules that apply. Duty cannot be reliably quoted without the product classification, origin, customs value, and destination-country check. The EU directs traders to classification and TARIC resources and advises checking applicable measures for the product. Use the goods’ correct CN/HS code and verify the result for the intended Member State rather than relying on a general rate. The EU business guide to customs duties and import procedures explains the need to check classification and applicable rules.
Restrictions and permits
Some categories—including chemicals, medicines, food, and weapons—may be restricted or require permits. Check product measures against the classification code and with the relevant national customs authority. The applicable controls can depend on the particular goods and EU destination; the general export document list does not establish a product’s permit or technical-compliance requirements.
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Import VAT
Importing goods is a taxable transaction under EU VAT rules, and the Commission describes the importer as liable for VAT on the transaction. The applicable amount and accounting treatment depend on the country and shipment facts; neither a VAT rate nor which party bears the commercial cost can be determined from the general rules alone. See the Commission’s guidance on taxable transactions.
What should the exporter coordinate with the carrier?
The carrier is responsible for supplying advance safety and security information through the EU Entry Summary Declaration (ENS) process for goods entering the customs territory. Filing deadlines depend on the transport mode and route. Coordinate the required shipment data and timing with the carrier early enough for its filing; the exporter should not assume that the India-side export documents alone satisfy this entry-security requirement. The Commission’s importation guidance covers ENS information.
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How to prepare for a shipment
- Identify the goods and route. Record the product details, intended EU Member State, transport mode, and relevant transaction terms. These determine which national and product-specific checks may apply.
- Confirm the parties’ customs roles. Agree who will lodge the EU declaration, whether a customs representative is involved, and which party is responsible for providing the information required for the filing.
- Prepare the India-side documents. Arrange the applicable transport document, invoice and packing list, and shipping bill, bill of export, or postal bill of export. Check whether the product is subject to additional Indian documents or approvals.
- Verify EU classification and measures. Confirm the CN/HS classification, origin evidence, customs value, duty treatment, and any restrictions or permits for the named goods and destination.
- Check the EORI requirement for the party filing. Determine whether the operator lodging a declaration or undertaking another covered customs activity needs an EORI and, for a non-EU operator without an establishment, which Member State authority is relevant.
- Coordinate import charges and carrier data. Clarify how import VAT will be handled in the transaction and provide the carrier with the data it needs for the ENS filing and its route-specific deadline.
Because customs procedures and product measures are applied through national authorities, verify the current rules for the named destination and goods before dispatch. The general framework cannot determine a specific shipment’s tariff code, duty or VAT amount, permit list, or allocation of responsibilities between seller and buyer.
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