For goods exports from India, the core documents are a commercial invoice and packing list, a shipping bill or applicable export declaration, and the transport document appropriate to the shipment mode. DGFT permits a combined commercial invoice cum packing list or separate documents. Additional certificates and declarations depend on the product, destination and transaction.
You can find commercial invoice and packing list samples on Shipzy. Shipzy provides .pdf and excel samples. For customs records and certificates, use the relevant official filing or application process: downloading a blank format does not create an issued document.
This guide explains what each document does, where to find samples, and how export teams can prevent mismatches before submitting paperwork.
Which documents are essential for an export shipment?
Start with the core document set, then add requirements from the buyer, bank, customs broker and relevant authorities.
|
Document |
Purpose |
Prepared or issued by |
|---|---|---|
|
Commercial invoice |
Records the sale, goods, quantities and value |
Exporter |
|
Packing list |
Describes packages, contents and weights |
Exporter, using packing records |
|
Shipping bill or applicable declaration |
Declares goods for export customs processing |
Filed by exporter or authorised customs broker |
|
Bill of lading, airway bill or other transport receipt |
Documents the relevant carriage arrangement |
Carrier or authorised issuing party |
The transport document varies by mode: DGFT lists sea, air, road, rail and postal alternatives. These documents are produced at different stages, so the entire final set may not exist before dispatch. [1]
Commercial invoice: what should it contain?
Use a clear invoice number and date, exporter and buyer details, notify party, relevant identifiers, product descriptions, quantities, units, prices, currency and totals.
Include the agreed delivery and payment terms. Identify freight, insurance and other charges where relevant to the transaction and declaration.
Practical check: Confirm the distinction between buyer, consignee and notify party. They may be different entities; copying one address into every field can create errors. Shipzy always advises exporters to send BL draft for information verification and the same details can be carried through all documents.
Packing list: what should you verify?
Record the actual package count, package type, marks, product quantities, net weight and gross weight. Add dimensions, pallet details and batch or lot references where required.
A useful packing list lets another person reconcile the document with the physical shipment. Avoid descriptions such as “assorted goods” when item-level details are needed.
Shipping bill: is a template enough?
No. A shipping bill must go through the applicable customs filing process. A spreadsheet prepared internally is supporting data, not an accepted customs declaration.
ICEGATE provides a shipping bill web-form manual and a download facility for processed shipping bill and Let Export Order records. Check the filed details against your approved invoice and packing list. [2][3]
Bill of lading: draft versus issued document
A BL draft lets the exporter check details before issuance. Review the shipper, consignee, notify party, ports, packages, weights and shipment references.
Keep the approved draft and final issued document separately. A draft generated in export software does not replace the transport document issued by the authorised party.
Where can you download export document templates?
Use the links below to find Shipzy samples and official government resources.
|
Document or resource |
Download or access link |
What you receive |
|---|---|---|
|
Commercial invoice |
Page offering PDF and Excel samples |
|
|
Packing list |
Page offering PDF and Excel samples |
|
|
Packing list PDF |
Completed sample for layout reference |
|
|
Shipping bill preparation |
Official instructions, not an issued shipping bill |
|
|
Shipping bill and LEO copies |
Instructions for accessing processed records |
|
|
Certificate of origin |
Application and issuance platform |
Shipzy's invoice and packing list pages list both formats. Use PDFs to review presentations and the listed Excel options when you need an editable starting point. [4][5]
Before reuse: Remove all sample data, check formulas and replace declarations with wording appropriate to your transaction. A sample's HS code, tax treatment, packing assumption or declaration should never be accepted just because it appears in the file.
Which additional export documents might you need?
Commercial, payment and insurance documents
Your transaction may also require a buyer purchase order, sales contract, proforma invoice, letter of credit, bill of exchange or insurance document.
These serve different purposes. A proforma invoice helps establish proposed terms; it does not replace the commercial invoice for the completed shipment.
Review letter-of-credit requirements before production and booking. Create a checklist for required document wording, presentation conditions and deadlines.
Certificate of origin
A certificate of origin establishes the origin of goods. Preferential and non-preferential certificates serve different purposes; confirm the required type for the destination and transaction.
DGFT's eCoO 2.0 platform supports electronic application and issuance. A company-created template cannot substitute for certification through the applicable process. [6]
Product-specific documents
Here is the general checklist around the actual goods, rather than attaching every available certificate.
-
Spices and agricultural goods: Check requirements for phytosanitary certification, treatment records and relevant test reports. Government PQMS resources provide access to phytosanitary applications. [7]
-
Pharmaceuticals: Check applicable manufacturing permissions, export NOCs, labels and product-specific evidence. CDSCO publishes export NOC guidance for specified drug categories; this does not make every listed NOC mandatory for every pharmaceutical export. [8]
-
Chemicals: Confirm transport classification and required safety documentation. Where dangerous-goods requirements apply, have the responsible specialist validate declarations, packaging and carrier instructions.
For packed sea containers, also check applicable Verified Gross Mass requirements. DG Shipping publishes VGM-related guidance and approvals. [9]
Are eBRC and EDPMS documents needed before shipment?
eBRC and EDPMS belong to export proceeds reconciliation and monitoring, rather than the routine pre-shipment document pack.
DGFT allows exporters to generate eBRCs through self-certification using bank-uploaded Inward Remittance Messages and relevant export details. Shipzy also provides automated eBRCs and even helps exporters prepare details for eBRCs. EDPMS updates and closure are handled through the Authorised Dealer under RBI's framework. Once EDPMS is updated by bank to RBI, you will be able to generate eBRCs for same IRM. [10][11]
If evaluating eBRC and EDPMS automation software in India, ask which tasks it supports: matching, preparation, submission, status tracking or bank coordination. Keep eBRC generation and bank-confirmed EDPMS closure as separate statuses.
How can you prevent export documentation errors?
Compare documents against approved source data
Use one approved order and shipment record for repeated fields. Check:
-
Product description, HS classification and units.
-
Quantity, package count and weight.
-
Currency, unit price, totals, freight and insurance.
-
Buyer, consignee, ports and shipment references.
-
Batch details, dates and required approvals.
Consistency does not mean every document has identical fields. It means shared information agrees and legitimate differences are explained.
Catch changes before they spread
Suppose a shipment contains 500 bags of 20 kg each: 10,000 kg net weight.
If packing changes to 25 kg per bag, the new count is 400 bags. The net quantity stays unchanged, but the packing list and affected shipping instructions need revision. Gross weight must be recalculated from actual packing data.
This is an illustrative example, not a customer performance claim.
Use AI-assisted checks with human approval
An AI tool for export documentation errors can help extract fields and highlight inconsistencies. Fixed validation rules should check arithmetic and totals, while authorised staff review classification, declarations and exceptions.
Ask the tool to show the two conflicting values and their source documents. A generic “document verified” message gives the reviewer little evidence.
How Shipzy supports a connected documentation process
Shipzy's pre-shipment documentation page describes generating documents from sales-order data, managing documents by invoice or container, and viewing pending and completed documentation. Its listed documents include commercial invoices, packing lists, shipping instructions, BL-related preparation and declarations. [12]
For manufacturers and merchant exporters, the useful evaluation question is whether a changed shipment quantity reaches every affected document and approval.
Bring one real shipment to a Shipzy demo. Review its document set, revisions and approval process. Confirm the exact scope of external filing integrations and issuer-dependent documents before implementation.
Key takeaways
-
Begin with DGFT's core document set, then add transaction-specific requirements.
-
Use Shipzy samples as starting points and verify every field before reuse.
-
Distinguish internal drafts from customs records and officially issued certificates.
-
Compare documents with actual packing data and approved commercial terms.
-
Track post-shipment reconciliation separately from document preparation.
Frequently asked questions
What are the main documents required for an export shipment from India?
The core set comprises a commercial invoice and packing list, an applicable export declaration such as a shipping bill, and the transport document for the shipment mode. Additional requirements depend on the goods and transaction. [1]
Where can I download export invoice and packing list templates?
Shipzy's commercial invoice and packing list pages list PDF and Excel samples. Use the links in this guide, replace sample information and validate the format against your shipment requirements. [4][5]
Can I use a combined commercial invoice and packing list?
Yes. DGFT permits a commercial invoice cum packing list and also accepts separate documents. Check whether the buyer or bank requires separate versions. [1]
Can I create my own certificate of origin or final bill of lading?
You can prepare supporting information or drafts. An internal template does not replace a certificate issued through the applicable origin-certification process or a final transport document from its authorised issuer.
Does export documentation software guarantee customs clearance?
No. Software can help prepare, organise and cross-check documents. Clearance still depends on the goods, declarations, applicable requirements and customs processing.
