Every tile shipment from India needs a core set of documents: a commercial invoice, a packing list, a bill of lading and usually a certificate of origin. On top of that, your market may require product documents such as test reports, a Declaration of Performance, a conformity certificate or proof that the pallets are treated.
The factory, its forwarder and Indian customs produce most of these. Your job is to tell the factory early which documents your customs broker needs, and to check the drafts before the ship sails.
The core set
In India the exporter also files a shipping bill, the export customs declaration. It is the exporter's document, but its details should match the invoice and packing list.
- Commercial invoice: seller, buyer, description, HS code, quantity in square metres and boxes, unit value, total value and Incoterm.
- Packing list: boxes per pallet, number of pallets, net and gross weight, and the design, size, shade and batch for each line.
- Bill of lading: issued by the carrier or forwarder, with the container and seal numbers, ports and consignee.
- Certificate of origin: proves the goods were made in India; a preferential certificate is needed if you claim a lower duty under a trade agreement.
Product and market documents
These depend on where the tiles are going and how they will be sold. Ask your broker which apply:
- Test reports to ISO 10545 parts from an accredited laboratory, for the exact product shipped.
- A Declaration of Performance and CE marking for construction products sold in the EU, explained in the Declaration of Performance for tiles.
- Conformity certificates for markets with certification schemes, such as SABER certificates for Saudi Arabia.
- Proof that wooden pallets meet ISPM 15, usually the stamp on the pallet itself, or a fumigation certificate if your market asks for one.
- A verified gross mass declaration for the container, which the carrier needs before loading.
What proves the exporter is real
A genuine Indian exporter holds an Importer Exporter Code (IEC) and a GST registration. Their numbers appear on the shipping bill and often on the invoice. Check that the company name on these matches the plant you audited and the seller on your contract. If the names differ, you may be dealing with a trader; see how to tell a trader from a manufacturer.
Common document problems
Most delays come from small mismatches. The HS code differs between invoice and certificate. The weight on the packing list does not match the bill of lading. The consignee name is spelt differently. Each one can hold a container at destination.
Ask for drafts of every document before the bill of lading is issued. Check names, weights, quantities and codes line by line. For the HS code itself, see the HS code for vitrified tiles. Our founding guide, the document pack your broker will ask for, gives a full checklist.
Next step
We collect and check the document drafts against the order, the loading records and your broker's list before shipment. To make sure your first container clears without surprises, book a free sourcing review.