
What are the basic documents necessary for exporting and importing? When it comes to the global trade of onions, understanding the essential documentation is crucial for ensuring a smooth and compliant process. Whether you are exporting onions from one country or importing them into another, having the right paperwork in place is necessary to navigate customs regulations, avoid delays, and maintain the quality of your produce. Below are some of the key documents that exporters and importers need to be familiar with:
- Exports from India:
- Bill of Lading/ Air Way Bill :
Proof of contract between the shipper of the goods and the carrier. It is receipt of goods by the carrier and it is also a title of goods. It is Quasi Negotiable Instrument.
- Commercial Invoice & Packing List:
Formal Demand Note for payment issued by the exporter to the importer for goods sold under sales contract. It gives details of goods sold, payment terms & Trade terms. Also used for custom clearance. In certain importing countries insists on 2. legalised commercial invoice known as Consular Invoice.
- Packing List:
A list with detailed packing information of the goods shipped.
- GR/ EDF/ SDF/ SOFTEX/ PP form :

The declaration in Form GR (Guaranteed Remittance) and SDF (Self Declaration Form) shall be submitted in duplicate to the Commissioner of Customs. Simplification EDF (Export Declaration Form) will replace existing GR/ SOFTEX form for exports from non-EDI ports. Physical Exports through Post Office must be declared under PP form the declaration in Form Post Parcel (PP) shall be submitted in duplicate to AD.
- Import Export Code (IEC):
It is mandatory for every Exporter or Importer to obtain Importer Exporter Code (IEC) from respective office of the jurisdiction of Director General of Foreign Trade (DGFT).
- RCMC (Registration cum Membership Certificate):
After obtaining IEC number, next step is to approach Export Promotion Council or Commodity Board to obtain Registration cum Membership Certificate (RCMC).
- EPC (Export Promotion Council):
EPCs are the professional bodies registered under Companies’ Act or Societies’ Act. They are registered as nonprofit making organisations. Registration with export promotion council.
- GST (Goods and Services Tax)
Obtaining a GST No.
- Registration with ECGC
- Registration with Central Excise
- Registration with Chamber of Commerce / Boards, etc.
- Export License
- Bank Account (Also Mandatory for Import)
- PAN Card (Permanent Account Number) (Also Mandatory for Import)
- Bill of exchange:
An unconditional written order signed by the drawer (exporter) instructing drawee (importer) to pay a certain sum of money for consideration of exports to the order of a person or a bearer.
- Insurance Premium Payment Certificate:
The shipping company demands an Insurance Payment Certificate for insurance cover of the goods as do not want to be held responsible for the loss or damage of the cargo
- Shipping Bill / Bill of Export (for Customs):
The goods cannot be loaded on the board of the carrier unless the permission from Customs Authority has been obtained. Such permission is accorded by the Customs Authority to the Exporter on the Shipping Bill.
(b) Import into India:
1. Bill of Lading/ Air Way Bill
Evidence of contract between the shipper of the goods and the carrier. It is receipt of goods by the carrier and also it is title of goods. It is Quasi Negotiable Instrument.
2. Commercial Invoice & Packing List
Formal Demand Note for payment issued by the exporter to the importer for goods sold under sales contract. It gives details of goods sold, payment terms & Trade terms. Also used for custom clearance. In certain importing countries insists on 2. legalised commercial invoice known as Consular Invoice.
3. Declaration of Import (Bill of Entry)
Bill of entry is an account of goods entered at a customhouse, of imports, detailing the merchant, quantity of goods, their type, and place of origin or destination. It is issued by the customs presenting the total assigned value and the corresponding duty charged on the cargo. The Bill of Entry is a document prepared by the customs Department showing the items are billed or imported and its classification are done for the purpose of Duty assessment.
4.Certificate of Origin —
A Certificate of Origin Declaration of Origin is a document widely used in international trade transactions which attests that the product listed therein has met certain criteria to be considered as originating in a particular country.
5. Additional documents as Trade practices, like Weight List, Inspection Report, etc
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