Quick answer
To clear imports in India you need a commercial invoice, a packing list, the Bill of Lading or Airway Bill, your IEC and GSTIN, and the Bill of Entry that your customs broker files on ICEGATE. Depending on the product and its origin, you may also need an insurance certificate, a certificate of origin to claim lower duty under a trade agreement, and product licences or certificates such as BIS, FSSAI, plant quarantine, WPC, or a chartered engineer certificate for used machinery.
Key takeaways
- Every import needs an invoice, packing list, Bill of Lading or Airway Bill, IEC and GSTIN.
- Names, quantities and weights must match across all documents. Mismatches cause most queries.
- A certificate of origin can lower your duty, but only if it is valid and matches the invoice.
- Food, electronics, wireless devices, chemicals and used machinery need extra certificates.
- Documents are uploaded online through e-Sanchit, but keep the originals ready.
In this guide
Documents every import needs
| Document | Who provides it | What customs checks |
|---|---|---|
| Commercial invoice | Your supplier | Description, quantity, unit price, total value, currency and Incoterm |
| Packing list | Your supplier | Number of packages, contents, net and gross weight. Must match the invoice and BL. |
| Bill of Lading (sea) or Airway Bill (air) | Shipping line, airline or forwarder | Consignee, packages, container numbers and port of discharge |
| IEC and GSTIN | You, the importer | That the importer named on the Bill of Entry is registered |
| Insurance certificate | Your insurer | Insurance value for the assessable value. Without it, 1.125% of FOB is added. |
| KYC and authorisation for your customs broker | You, the importer | Brokers must verify their client's identity before filing |
| Bill of Entry | Filed by your customs broker | Your declaration of value, HS code, origin and duty |
Documents that can lower your duty
- Certificate of origin under a trade agreement (for example, the India–UAE CEPA). It must be issued by the authorised body in the exporting country and match your invoice. You must also be able to give customs the origin information if it asks.
- EPCG authorisation for capital goods imported for export production.
- Advance Authorisation for inputs used in goods you will export.
- End-use or exemption documents where a concessional rate depends on how the goods are used.
To see how these change the amount you pay, read how to calculate import duty in India.
Extra documents for specific products
| Product type | Extra documents usually needed |
|---|---|
| Food and food ingredients | FSSAI import clearance, labelling that meets FSSAI rules, and lab testing if sampled |
| Plants, seeds, fruit, grains and some agri products | Phytosanitary certificate from the exporting country and plant quarantine release in India |
| Electronics and products under quality control orders | BIS registration or licence for the product, where it is compulsory |
| Wireless and Bluetooth devices | WPC Equipment Type Approval (ETA) |
| Chemicals | Material Safety Data Sheet (MSDS) and any permission needed for restricted or hazardous chemicals |
| Second-hand machinery | Chartered engineer certificate showing the age, value and remaining life of the machine |
| Machinery and technical goods | Catalogue or technical literature to support the HS code |
If a product is Restricted under India's import policy, you also need the licence or permission named in the policy before shipping. Check this before you place the order, not after the goods arrive.
Documents from the shipping line
- Cargo arrival notice: tells you the vessel's arrival, the IGM details and the charges due.
- Delivery order (DO): issued after you pay the shipping line's charges. You need it to take the cargo out of the port or CFS.
- Original Bill of Lading: surrendered to the shipping line to get the DO, unless your supplier has arranged a telex release or a seaway bill.
Common document mistakes that hold up clearance
- The importer's name or address on the invoice or BL is different from the IEC and GST records.
- The weights or number of packages on the packing list don't match the BL.
- Vague descriptions such as "spare parts" or "samples" with no model or material details.
- The Incoterm is missing, so customs can't tell whether freight is included.
- The certificate of origin has a different invoice number, quantity or description from the invoice.
- Licences are applied for only after the cargo has landed.
How to share documents with your customs broker
Send clear PDFs of every document as soon as your supplier ships. Your broker checks them against each other, flags anything to correct with the supplier, and uploads them through e-Sanchit, ICEGATE's system for supporting documents. At Neptoria you can send them straight to us on WhatsApp. See our import documentation service for what we check.
Frequently asked questions
Supporting documents are uploaded digitally through e-Sanchit, so customs works from scanned copies. Keep the originals ready in case they are asked for. The shipping line usually needs the original Bill of Lading to issue the delivery order, unless the cargo is on telex release or a seaway bill.
e-Sanchit is the online system on ICEGATE for uploading the supporting documents for a Bill of Entry or Shipping Bill, such as the invoice, packing list, licences and certificates.
Insurance itself is not mandatory. If the insurance cost isn't known, customs adds 1.125% of the FOB value to the assessable value. Insuring the cargo is still wise; see our marine insurance service.
With a telex release, the shipper surrenders the original Bills of Lading at the port of loading, and the shipping line releases the cargo at destination without the originals being sent.
No. IEC is needed for imports for business. Goods imported for personal use, not connected with trade, generally don't need an IEC.
Related services
Neptoria customs team
Written by the customs and documentation team at Neptoria Clearing And Logistics, a customs house agent in Surat that clears cargo at Hazira, ICD Sachin, Mundra, Kandla and Ahmedabad Air Cargo.
Rules and rates change. This guide is general information, not legal advice. Last updated 9 November 2026.
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