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Start with the authorized dealer (AD) bank that handled your export documents: ask it to check the export bill’s status and trace any incoming remittance. Separately, check the buyer’s contractual due date and send a dated written payment demand under the contract. If the export-realization deadline may be missed, promptly ask the bank about an extension and get its decision in writing. A bank trace, an extension, an insurance claim and a write-off address different problems; none should be treated as proof that the buyer has paid.
First establish what is late
Two deadlines matter, and they are not interchangeable. The buyer’s payment due date comes from your contract, purchase order, letter of credit if applicable, invoice and any signed amendments. It tells you when the buyer is contractually expected to pay. The export-realization period is a separate foreign-exchange compliance deadline for realizing and repatriating export proceeds. The fact that the latter has not expired does not make a missed contractual payment date acceptable; conversely, a buyer can be contractually late even while the regulatory period remains open.
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Before escalating, check the agreed credit term, how the due date is calculated, the required payment method and currency, and whether a later agreement changed any of those terms. Confirm the invoice amount still outstanding, including any part-payments or credits. If the buyer has raised a quality, delivery or document issue, treat that as a possible contractual dispute, not merely a bank-processing delay. Preserve the complaint and your response, and follow the contract’s notice and dispute provisions.
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A recent RBI notification indexed as Notification Id=13277 states a realization and repatriation period of 15 months for ordinary exports of goods, measured from shipment, and services, measured from invoice. It states 18 months for exports invoiced or settled in Indian rupees, measured from the relevant shipment, invoice or warehouse-sale date. The notification result also says an AD may extend the period at an exporter’s request when it is satisfied with the reasons for delay. The notification page could not be directly opened for verification, so do not apply these periods to a transaction without confirming the operative rule with your AD bank.
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| Transaction category described in the RBI notification result | Period stated | Starting point stated |
|---|---|---|
| Ordinary export of goods | 15 months | Shipment |
| Ordinary export of services | 15 months | Invoice |
| Export invoiced or settled in Indian rupees | 18 months | Relevant shipment, invoice or warehouse-sale date |
These are regulatory periods, not an automatic grace period for a buyer and not a substitute for the payment date in your contract. Ask the bank to identify which rule applies to your export type, currency, shipment or invoice date and any relevant transition or special provision. Older RBI material found in search results contains different periods, so avoid relying on an older webpage or document as the current deadline. Ask the bank to confirm the applicable date and any extension requirement in writing.
Use this response sequence
1. Ask the AD bank to check the export bill
Contact the bank that handled the export documents, rather than starting with an unrelated bank or assuming the buyer has not sent the money. Ask whether the bill is recorded as outstanding, whether any remittance or payment reference is visible, whether an intermediary bank has raised a query, and what the bank needs to trace or reconcile the funds. RBI directions place follow-up of overdue export bills with authorized dealers.
Give the bank enough details to identify both the export and a possible incoming payment:
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- Invoice number, date, outstanding amount and currency.
- Buyer’s legal name and the remitter’s name if different.
- Shipment date, export declaration or shipping bill reference, and export type.
- Date the export documents were lodged with the bank.
- Any SWIFT, remittance, payment or intermediary-bank reference supplied by the buyer.
- The buyer’s claimed payment date and a copy of any payment confirmation.
Ask what the status means and what action is pending: a bank query, missing or inconsistent documents, an unlocated transfer, or no payment record. A buyer’s remittance advice can help a trace, but it is not by itself confirmation that funds reached your account or that the export bill has been reconciled. If the bank needs corrected documents or a buyer-bank inquiry, ask for the precise requirement and the person or team handling it.
2. Make a dated written demand to the buyer
Use the notice method specified in the contract and keep a copy with proof of sending. State the invoice number and date, unpaid amount and currency, contractual due date, and the payment instructions already agreed. Request a firm remittance date and ask the buyer to explain the delay. If it says payment has been sent, request the transfer reference and date so your bank can investigate. Set a reasonable response or payment date consistent with the contract and circumstances; do not imply that a new date changes the original contractual terms unless you intend to agree to that change.
Keep the tone factual. If the buyer alleges a delivery or quality problem, acknowledge the issue, request supporting details and respond through the contractual process. Do not concede a claim, agree to a deduction, or waive rights accidentally in a collection email. The available facts do not establish a universal legal remedy: the contract’s governing law, forum, notice terms and evidence determine whether demand, mediation, arbitration or court action is appropriate.
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3. Assemble one evidence file
Keep a dated record that lets the bank, insurer or adviser reconstruct what was exported, what was due and what you did to collect it. Include the contract and amendments, purchase order, invoice, proof of shipment and delivery, export declaration or shipping bill reference, documents lodged with the bank, bank bill status and payment messages, buyer demands and replies, and any insurer notices. Preserve the original files and correspondence, including messages about disputes or promises to pay.
Ask the AD bank for its checklist before assuming a generic document set is sufficient. The facts and the route sought—trace, extension or write-off—affect what evidence is relevant. A concise chronology is useful: record shipment or invoice date, contractual due date, dates of reminders, buyer explanations, bank queries and responses, and the expected payment date if the buyer has supplied one.
4. Request an extension before the regulatory deadline where practical
If payment is unlikely to arrive within the applicable realization period, write to the AD bank promptly rather than waiting for the deadline to pass. Explain why payment is delayed, what collection steps you have taken, what the buyer has said, what evidence supports the explanation, and when you realistically expect the proceeds. Ask whether the bank can grant the extension under the current rule or must forward an application to RBI. Request written confirmation of the result and the revised deadline, if granted.
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RBI material provides for extensions in qualifying cases, but the applicable conditions and the bank’s authority depend on the current directions and the transaction. Older Master Direction text mentions extensions of up to six months at a time in some circumstances, while the newer notification result describes an extension on a reasoned request subject to the AD’s satisfaction. Because the sources describe different rule text, do not assume the older six-month wording controls your case or that an extension is automatic. Ask the AD bank to identify the current basis, required documents and decision-maker.
5. Notify ECGC or another insurer if the receivable is covered
If you have export credit insurance, follow the specific policy’s notification, collection and claim procedures, including any deadlines stated in that policy. Contact the insurer promptly and coordinate its requested collection steps with the AD bank. The exact claim conditions and time limits are policy-specific and cannot be inferred from a general export-payment rule.
RBI guidance states that settlement of an ECGC claim does not itself absolve an exporter of the obligation to realize export proceeds. Insurance settlement and foreign-exchange reporting are separate matters. Tell the AD bank and insurer what has happened and follow each one’s instructions; do not treat a claim payment as proof that the export bill has been realized or that reporting obligations have ended.
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6. If recovery looks unlikely, ask about write-off eligibility
Ask the AD bank that handled the export documents whether the bill qualifies for a permitted write-off route and what evidence, limits, reporting steps or incentive adjustments apply. Eligibility and process are conditional; do not presume that a write-off is available simply because the buyer is unresponsive or collection is difficult. Give the bank the collection history and supporting documents it requests.
A write-off is not receipt of money. It is a regulatory treatment of an unrecovered export receivable where the applicable rules permit it, and it does not automatically extinguish the buyer’s contractual debt. If the amount is material, consider cross-border legal advice on the contract, relevant jurisdictions, recovery prospects and possible dispute procedures. The appropriate route depends on the agreement and evidence; there is no one-size-fits-all remedy established here.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Choose the next step by the likely cause
| What you find | Practical next step |
|---|---|
| The buyer says it sent payment, but your account or export bill does not show it | Give the AD bank the remittance reference and ask it to trace the funds and identify any intermediary-bank query or reconciliation issue. |
| The buyer has not paid and gives no clear explanation | Send the contractual written demand, preserve the collection record and assess whether the realization deadline requires an extension request. |
| The buyer disputes delivery, quality or documents | Keep the dispute record, respond under the contract and provide relevant facts to the bank; do not assume the dispute pauses regulatory requirements. |
| Payment may arrive after the applicable realization period | Seek the AD bank’s current deadline calculation and submit a reasoned extension request promptly where appropriate. |
| Recovery appears unlikely and insurance may apply | Follow the policy’s notice and claim procedure while separately asking the AD bank about the bill’s reporting and any eligible write-off route. |
Common mistakes that can make the delay harder to resolve
- Confusing the buyer’s due date with the RBI period. Track both dates independently; one is contractual and the other concerns realization and repatriation.
- Waiting for a deadline before contacting the bank. Early contact gives the bank time to trace a payment or tell you what an extension application needs.
- Accepting payment advice as proof of receipt. Ask the bank to confirm the remittance status and the export bill’s treatment.
- Relying on an old deadline from an older RBI page. Ask the AD bank to confirm the operative rule for the specific transaction and dates.
- Assuming insurance or write-off closes every obligation. Insurance claims, realization reporting and a regulatory write-off have distinct effects.
- Allowing a dispute or revised payment promise to remain informal. Keep dated written records and avoid changing contractual terms unintentionally.
What to ask the bank in your first message
A useful first request is specific and answerable. Identify the export and ask the bank to confirm the bill status, whether payment or a remittance reference has appeared, whether any intermediary-bank query is pending, and what documents or correction it requires. Ask it to confirm the applicable realization deadline for your export type and currency, the event from which the period runs, and whether an extension request is needed. If recovery may fail, ask separately whether the bill can qualify for a write-off and what current documentation and reporting requirements apply.
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