Documents Required for Ocean Freight to India

Shipping goods by sea to India involves handling a stack of legal and compliance documents. Missing or incorrect paperwork is one of the top causes of delays, fines, or cargo rejection at Indian ports. This guide covers all essential export and import documents you need — with an India‑focused perspective — to keep your sea shipments smooth and compliant.

Core Export Documents for Sea Freight

Commercial Invoice

This is the seller’s invoice issued to the buyer — it includes details like shipper, consignee, description of goods, unit prices, total value, currency, and terms of sale (INCOTERMS). Indian customs uses this to assess duties and taxes.

Packing List

The packing list gives a breakdown by package: weight, dimensions, contents, number of cartons, marks & numbers. It helps customs verify cargo and inspect efficiently.

Bill of Lading (B/L) or Sea Waybill

The Bill of Lading is a title document issued by the carrier, acknowledging receipt of goods for shipment to India. It serves as evidence of the contract of carriage and may be negotiable. A Sea Waybill is a non‑negotiable version, typically used when there is trust between parties.

Certificate of Origin

Issued by a recognized chamber of commerce or authorized body, this certifies the country in which goods were manufactured. India often requires this for preferential duty regimes under free trade agreements (e.g. ASEAN, China, etc.).

Insurance Certificate

It shows proof of marine insurance covering the shipment from port to port. It ensures that any loss or damage in transit is covered.

Export License / Export Permit / IEC Code

Some goods require export licenses under the Export Policy or restricted categories. Also ensure your IEC (Import Export Code) is valid in India for exports/imports.

India‑Specific Import / Customs Documents

Customs Declaration / Bill of Entry

Upon arrival, the importer or their customs broker must file a Bill of Entry with Indian Customs (DGCI&S). It declares the import details, HS codes, value, duty, and taxes payable.

GST / IGST Documentation

Imported goods are subject to IGST (Integrated GST) plus any applicable cess or surcharge. Ensure that proper GST invoices, payment proofs, and documentation are ready for audit and input tax credits.

BIS / WPC / Other Regulatory Certificates

Depending on the commodity, electronics, telecom, or wireless devices often need BIS (Bureau of Indian Standards) certification, WPC (Wireless Planning & Coordination) approval, or labeling certificates. These must accompany import documents or be approved prior to import.

Foreign Inward Remittance Certificate (FIRC)

For imports paid by foreign currency, many banks and customs practices require FIRC as proof of payment received. Keep this ready to reconcile payments and customs clearance.

The Role of HS Code in Sea Freight Documentation

The HS (Harmonized System) Code classifies goods in international trade. It is critical for determining duty rates and compliance. Use the exact 8‑ or 10‑digit code designated by Indian Customs.

Using an incorrect HS code can lead to higher duties, penalties, cargo holds, or rejection. Always cross‑verify with the customs tariff schedule and product specs.

Document Workflow & Timing

Here is a practical sequence:

• Prepare Commercial Invoice & Packing List after order confirmation.
• Apply for Certificate of Origin, BIS/WPC as needed while goods are manufactured.
• Finalize export license or permits before shipment.
• Carrier issues Bill of Lading after loading.
• Submit documents to customs (Bill of Entry, GST, regulatory certificates) upon vessel arrival.
• Pay duties/IGST, release cargo, and arrange inland delivery.

Common Pitfalls & Pro Tips

• Don’t mismatch descriptions between invoice and packing list.
• Keep HS codes consistent across all documents.
• Ensure regulatory approvals (BIS, WPC) are valid before shipment, not at port arrival.
• Digitally pre‑file what you can (customs portal) to speed clearance.
• Retain originals of critical documents — customs may request. Keep digital backups.

Document Checklist (at a glance)

How Cogoport Helps with Document Management

Cogoport simplifies document workflows — we assist exporters and importers in preparing, checking, and submitting all required paperwork. With integrated customs support and digital document tracking, you can reduce delays and compliance risks. Get document support from Cogoport today.

FAQs

What happens if a document is missing at port?

Cargo may be held, fined, rejected, or returned to origin. Always double-check completeness before shipment.

Is an export license always needed?

No — only certain restricted / regulated goods require export licenses. Most general goods don’t. Check with DGFT or your 3PL.

Can I file customs documents online?

Yes — India’s customs portal enables digital submission of many import documents to speed up clearance.

Updated: October 2025

Disclaimer: This article provides general information and is not legal advice.