Short answer: every shipment needs a transport document (bill of lading or air waybill), a commercial
invoice, a packing list and — where the product or the buyer's bank requires it — a certificate of origin and
product-specific approvals. The transport document and the invoice must agree on names, quantities and values
down to the last figure, because mismatches are the single most common cause of clearance delay.
The core set
| Document | Who prepares it | What to check |
|---|---|---|
| Bill of lading (sea) or air waybill (air) | Us, as the forwarder or NVOCC | Shipper and consignee names exactly as registered in India, notify party, port pair, container and seal numbers, description of goods, marks and numbers |
| Commercial invoice | The exporter / supplier | Value and currency, Incoterm, HS code, country of origin, and the buyer's tax details as given by the importer's broker |
| Packing list | The exporter / supplier | Carton count, net and gross weight, dimensions. Should reconcile with the invoice line by line |
| Certificate of origin | Issued by the competent authority in China | Only required when the importer wants preferential or specifically documented origin — confirm the format with the Indian broker before shipping |
| Insurance certificate | Buyer's or seller's insurer, per the Incoterm | Cover, value and vessel to be consistent with the invoice |
| Shipping instructions / SI | You send them to us before the cut-off | Send early: once the bill of lading is issued, corrections cost time and money on both ends |
Product-specific items to confirm before booking
India applies product approvals in a number of categories. We do not decide these for you — the importer's customs broker does — but we flag the common ones so that nothing is discovered after the container has sailed:
- Electronics and many consumer goods: whether a BIS registration applies to the specific model.
- Pharmaceuticals, medical devices and cosmetics: whether CDSCO authorisation is needed.
- Food and food-contact products: whether an FSSAI import clearance requirement arises.
- Chemicals and dangerous goods: the material safety data sheet and the UN number, class and packing group.
- Wood packing: ISPM 15 treatment marks on any solid wood pallet or crate.
- Used machinery and second-hand equipment: often needs additional documentation and inspections — check very early.
Requirements change, and they apply to the product and to the importer's registration status rather than to the freight. Treat this list as the questions to ask, not as a final answer.
What we prepare and coordinate
- Booking confirmation with vessel or flight details, and the cut-off times for documentation, cargo and VGM.
- The bill of lading or air waybill, in original, telex release or sea waybill form as your buyer requires.
- Export customs declaration in China, and coordinating with the factory if the declaration needs a correction.
- The arrival notice, delivery order and the release to the consignee's customs broker in India, through our destination agents.
- One contact for both ends: if the Indian broker raises a query on the bill of lading, it is answered by the same person who booked the cargo.
Four practices that prevent most clearance delays
- Fix the consignee details before the SI cut-off. Company name, address and tax registration are the fields that get amended most often, and each amendment after issuance has a cost.
- Make invoice, packing list and bill of lading agree. Descriptions should be specific ("stainless steel kitchen scissors, 12,000 pcs") rather than generic ("hardware").
- Send originals or telex release instructions early if the import is against documents through a bank.
- Ask your broker about the product requirements at the quotation stage, not at arrival. It is much cheaper to change a shipping plan than to re-export cargo.