Types of Export Documents – Complete Guide for Indian Exporters

Exporting goods from India involves more than just manufacturing and shipping. It requires accurate, timely, and legal documentation. Whether you’re a first-time exporter or a seasoned player, understanding the types of export documents is crucial to ensure a smooth export process.

At Globax Trainings, we help aspiring exporters and working professionals master documentation through practical training and consultancy. In this blog, we explain the various types of export documents, their purposes, and real-world usage to help you confidently handle international shipments.

Commercial Documents

These are the core documents created by the exporter. They initiate and support the commercial transaction between exporter and importer.

✅ Proforma Invoice
A preliminary quote sent to the buyer, mentioning product details, pricing, shipping terms, and payment methods. It is not a payment request but helps buyers make decisions.

✅ Commercial Invoice
An official bill that includes product description, HS code, quantity, value, buyer and seller details, and INCOTERMS. It is the primary document used by customs and banks.

✅ Packing List
Provides information about the packaging of goods: number of boxes, weight, dimensions, and item codes. Useful for both customs and transport agents.

✅ Certificate of Origin
Issued by a chamber of commerce or DGFT-authorized agency, it certifies that the goods were manufactured in India. Required for customs clearance in the destination country.

Regulatory Documents

These are mandatory to comply with government regulations and customs laws in India.

✅ Shipping Bill / Bill of Export
A key document filed electronically on the ICEGATE portal. Without a shipping bill, no goods can be exported. It includes exporter/importer codes, HS codes, product value, and benefits claimed (like RoDTEP).

✅ Export License (if applicable)
If your product falls under the “restricted” category (like defense equipment, chemicals, or antiques), you’ll need a license from DGFT before exporting.

✅ Letter of Undertaking (LUT) under GST
For zero-rated GST on exports, exporters must file a LUT online via the GST portal every financial year. Otherwise, GST will be payable, with refund options available later.

Transport & Logistics Documents

Issued by shipping agents, freight forwarders, and airlines, these documents allow the movement of goods across borders.

✅ Bill of Lading (B/L)
For sea shipments, this is issued by the shipping line. It’s a proof of shipment and a legal contract between the exporter and carrier.

Types: Master B/L, House B/L, Negotiable and Non-Negotiable

✅ Airway Bill (AWB)
Used for air shipments. It’s non-negotiable and issued by the airline. Contains shipper and consignee details, weight, flight info, and description.

✅ Mate’s Receipt
A receipt issued by the port authorities after goods are loaded onto the vessel. Used to prepare the Bill of Lading.

✅ Delivery Order (DO)
A document issued by the consignee or their agent to take delivery of the goods at the port.

Payment & Financial Documents

These ensure that the exporter receives payment safely and legally, especially in cross-border transactions.

✅ Letter of Credit (L/C)
A payment guarantee issued by the importer’s bank to the exporter, promising payment once terms are met.

✅ Bill of Exchange
A written document by the exporter requesting the buyer to pay a specified amount on a specific date.

✅ Bank Realization Certificate (BRC)
Issued by the exporter’s bank once the foreign payment is received. Required to claim export incentives from DGFT.

✅ Foreign Inward Remittance Certificate (FIRC)
Issued by the bank as proof of foreign currency inflow into the exporter’s account.

Inspection & Insurance Documents

These documents provide quality assurance and risk protection for international buyers and customs authorities.

✅ Inspection Certificate
Issued by third-party agencies or authorized Indian institutions. Confirms that goods have been inspected and meet required standards.

✅ Insurance Certificate
Issued by the insurance company confirming that goods are insured during transit. Important for risk coverage in case of damage, loss, or theft.

How Globax Trainings Helps You Master Export Documents

At Globax Trainings, we provide comprehensive export-import training in India, including:

✅ Practical classes with real document formats
✅ Step-by-step guidance for using DGFT, GST, and ICEGATE portals
✅ Live filing of Shipping Bill and BRC
✅ One-on-one mentorship with documentation consultants
✅ Certification course for career and business

Whether you’re an aspiring exporter, job seeker, or SME owner, our courses prepare you to handle every type of export document confidently.

Conclusion: Master Every Export Document with Expert Guidance

Export documentation is not just paperwork—it’s the foundation of every successful international shipment. From getting paid to clearing customs, each document plays a crucial role. Knowing all types of export documents helps you avoid penalties, delays, and rejections.

If you’re looking to build a strong career or business in global trade, don’t leave your paperwork to chance.

📍 Join Globax Training Today
📞 Call Now: +91-96750 75020
🌐 Visit: www.globaxtrainings.com
📍 Location: Offline Meerut, India | Online classes available worldwide

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