Export Documentation from India: Common Mistakes Buyers Should Avoid

Why Documentation Matters in Global Trade

Customs clearance is a documentation-driven process. Even if the product is perfect, clearance can be delayed if documents are incomplete, inconsistent, or contain errors. In B2B exports—especially in refractories and agro inputs—small mismatches can lead to port holds, demurrage charges, and avoidable disputes.

1) Invoice and Packing List Mismatch

This is the most common and the most avoidable issue. Customs and freight forwarders expect invoice and packing list details to align exactly across quantity, weight, packaging, and product descriptions.

• Different quantities or units (e.g., MT vs KG) across documents
• Carton/bag count mismatch
• Gross weight / net weight inconsistencies
• Different product names or descriptions between documents

Buyer action: ask for a draft invoice + packing list at least 48–72 hours before dispatch for cross-checking.

2) HS Code Errors or Weak HS Code Clarity

HS codes affect duties, inspections, and clearance requirements. Incorrect or inconsistent HS codes can trigger queries, delays, or reclassification at destination.

• Using a generic HS code without product-specific alignment
• Changing HS codes between shipments for the same product
• Mismatch between invoice HS code and what the forwarder files

Buyer action: confirm HS code alignment early and keep it consistent across repeat shipments.

3) Consignee / Notify Party / Address Formatting Mistakes

Simple formatting mistakes can cause document re-issuance and delays in Bill of Lading processing.

• Incorrect consignee legal name vs registration name
• Missing tax IDs or importer reference numbers (where required)
• Inconsistent address formatting across invoice, packing list, and BL instructions

Buyer action: share one “master ship-to + consignee details” document and ask the exporter to copy exactly.

4) Missing Certificates or Incorrect Certificate Details

Depending on product category and destination country, you may need certificates such as Certificate of Origin, test reports, MSDS, phytosanitary documents, or product-specific declarations. Missing or incorrect certificates can hold the shipment.

• Certificate of Origin not prepared or delayed
• Test reports not linked to the correct batch/lot
• MSDS missing for products that require it
• Country-specific format requirements not followed

Buyer action: agree a document checklist per destination market before placing the order.

5) Incomplete Shipping Instructions to the Forwarder

Many documentation issues happen because the forwarder and exporter are not aligned. The Bill of Lading is generated from shipping instructions; if the instructions are incomplete, the BL will have errors.

• Incoterms not clearly mentioned (FOB/CIF/CFR, etc.)
• Port of loading / port of discharge confusion
• Container count/type not finalized in time
• Marks & numbers not shared clearly

Buyer action: ensure one single email thread for “final shipping instructions” and ask for a BL draft review.

6) Product Description Too Vague (Triggers Queries)

Vague product descriptions can trigger customs questions. The description should be specific enough for classification, without creating compliance conflicts.

• “Refractory material” instead of grade/type/application
• “Organic fertilizer” without type, form, and packing details
• Missing pack size and quantity details in description

Buyer action: use a consistent product naming standard across orders and documents.

A Simple Pre-Dispatch Documentation Checklist

Before the shipment leaves the supplier, ensure you have reviewed:

• Commercial Invoice (final values, Incoterms, HS code, consignee details)
• Packing List (pack count, weights, dimensions, marks)
• Certificate of Origin (if applicable)
• Test reports / COA / MSDS (if required)
• BL draft or shipping instructions confirmation

Conclusion

Documentation discipline is one of the most important parts of export execution. If you lock specs, packing, HS code alignment, and consignee details early—and review drafts before dispatch—you significantly reduce clearance delays and post-shipment disputes.