A machinery export from India needs two sets of papers. The shipping set clears Indian customs and gets the goods on the ship: commercial invoice, packing list, shipping bill and bill of lading. The buyer's set clears your customs and proves what you bought: certificate of origin, test reports, manuals and any conformity documents your market requires.
The exporter files most of the Indian paperwork. Your job is to say, before production ends, exactly what you need in your hands and in what form.
The shipping set
- The commercial invoice shows seller, buyer, a full description of each machine, its model and serial number, the HS code, quantity, value, currency and Incoterm.
- The packing list shows each crate number with its contents, dimensions, net and gross weight.
- The shipping bill is the Indian export declaration, filed electronically through the customs system by the exporter or its customs broker.
- The bill of lading, or air waybill, is issued by the carrier and is the receipt for the goods and, for an original bill, the document of title.
- An insurance certificate is issued when the seller arranges cover, as under CIF or CIP terms.
The buyer's set
- A certificate of origin proves where the goods were made, and a preferential version is needed to claim a lower duty under a trade agreement.
- Factory test reports, such as a run-off record or a factory acceptance test report, show the machine met the agreed performance before shipment.
- Material test certificates are needed for pressure parts or structural parts where your contract requires them.
- An inspection certificate from a third-party inspector is needed if your contract or letter of credit calls for one.
- The operating manual, maintenance manual, electrical drawings and spare parts list should travel with the machine.
- A declaration of conformity and the related markings are needed where your market requires them, such as the EU, where the manufacturer is responsible for issuing them.
Where buyers get caught out
The most common problem is a mismatch. The invoice description, the HS code, the serial numbers and the weights must agree across every document. A letter of credit adds a further layer, because the bank checks the documents strictly against the credit's wording.
The second problem is timing. Original bills of lading and certificates of origin need to reach you or your bank before the goods arrive. Late documents mean storage charges at your port.
Classification needs care too, because a machine and its parts can fall under different codes. See how to find the HS code for a machine or part. For what your own customs broker will ask for, read the document pack your broker will ask for.
Requirements differ by country and change over time. Confirm the list with your customs broker before the order is placed, and write it into the contract.
Next step
We check the draft document set against your order and your broker's list before shipment, so errors are fixed while the goods are still at the factory. To set this up, book a free sourcing review.