Most customs delays are not caused by the cargo. They are caused by paperwork that does not agree with itself — a weight on the packing list that differs from the airway bill, a description that does not match the declared classification, a missing certificate. Getting the documents right before the shipment moves is the single most effective way to keep it moving.
Core Documents for Every Shipment
- Commercial Invoice — the value, currency, terms of sale and full description of the goods
- Packing List — package count, marks and numbers, gross and net weight, dimensions
- Bill of Lading or Airway Bill — the carrier's transport document and title to the cargo
- Importer Exporter Code (IEC) — required for anyone importing into or exporting from India
- GSTIN — used for input tax credit on IGST paid at import
Import-Specific Documents
On the import side, the Bill of Entry is the central declaration filed with Customs. Depending on the goods and the route, you may also need:
- Certificate of Origin, especially where a trade agreement lowers the duty rate
- Insurance certificate, where the terms place the risk with you
- Import licence or permit for restricted items
- Regulatory approvals — FSSAI for food, CDSCO for medical devices, BIS for certain goods, WPC for wireless equipment
- Technical write-up or catalogue, where the classification is not obvious from the description
Export-Specific Documents
For exports the counterpart declaration is the Shipping Bill. Alongside it you will commonly need:
- Letter of Credit or purchase order, where the payment terms call for it
- Certificate of Origin for the buyer's customs authority
- Inspection or quality certificates where the buyer or destination requires them
- Fumigation certificate for wooden packaging under ISPM-15
- Export licence for restricted or controlled goods
Document Checklist at a Glance
| Document | Import | Export |
|---|---|---|
| Commercial Invoice | Required | Required |
| Packing List | Required | Required |
| Bill of Lading / Airway Bill | Required | Required |
| Bill of Entry | Required | Not applicable |
| Shipping Bill | Not applicable | Required |
| IEC | Required | Required |
| Certificate of Origin | If claiming preference | If buyer requires |
| Regulatory approvals | Product dependent | Product dependent |
Where Shipments Usually Get Held Up
- Values, weights or package counts that differ between documents
- Vague descriptions such as "spare parts" with no specifics
- An HS code that does not match the goods actually shipped
- A Certificate of Origin that arrives after the Bill of Entry is filed
- Untreated wooden packaging with no ISPM-15 marking
- Missing product approvals for a regulated item
How AR Global Logistics Helps
We review your documents before the shipment sails or flies, not after it lands. Our team checks that the invoice, packing list and transport document agree, confirms the classification and flags any approval you will need, then files and follows up with Customs at ports, airports and ICDs across India.
Conclusion / Summary
Customs clearance rewards preparation. Keep the invoice, packing list and transport document consistent, describe and classify the goods accurately, and arrange product-specific approvals early. Get those right and clearance becomes a routine step rather than a source of delay and storage charges.