Exact requirements depend on the destination country and the product. Use this as a starting point, then confirm the current rules with your importer or customs broker. It is general guidance, not legal advice.
Core shipping documents
- Commercial invoice
- Packing list
- Bill of lading for sea freight, or airway bill for air freight
- Insurance certificate, if cover is arranged
Origin and plant health
- Certificate of origin, needed by some customs authorities or to claim a duty preference
- Phytosanitary certificate, which some countries require for plant-based products
- Fumigation or treatment certificate, where the destination requires it
- Wooden pallets that meet ISPM 15 rules, if pallets are used
Quality and food safety
- Certificate of analysis (COA) for the batch. See what a COA should contain.
- Any test reports your market asks for, such as residues, microbiology and heavy metals.
- Registrations your market needs. For the US, for example, the facility that packs the food is registered with the FDA, prior notice is filed for the shipment, and the importer runs its own supplier verification program.
For organic shipments
- A copy of the organic certificate covering the product
- A transaction certificate for the shipment. For the EU this is the Certificate of Inspection issued through TRACES, and for the US it is an NOP import certificate.
See organic vs conventional psyllium husk for more.
Exporter paperwork in India
- An Import Export Code (IEC), which every exporter in India needs
- A shipping bill filed with customs for each export
Agree these early
- Incoterms: for example FOB or CIF, which decide who arranges and pays for freight and insurance.
- HS code: confirm the correct classification with your customs broker, because it affects duty.
- Payment terms and, if you use a letter of credit, the exact documents the bank will ask for.
- Labels and packaging: any language or marking rules at the destination.
Tell us your destination and we will confirm which of these we can provide.