Import Documentation And Procedures Of CHA In India

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In Indian Import documentation and procedures is not an easy process.

But don’t worry about this.

Here you will get all information that you need to know as an Importer.

Hi, Welcome to another fresh article on “Indian Customs Info”. Here in this article, I explained the Import documentation and procedures in India.

This article is especially for the new importer.

In most cases, the import documentation and procedures of customs clearance are done by CHA.

As a new importer, you must know, How your Customs House Agent (CHA) will process after receiving documents for customs clearance.

Read the complete article carefully to understand the complete documents required in the import procedure.

Import documentation and procedures

Import Documentation And Procedures.

In India, the Import procedure is done by customs house agents.

Before starting you need to refer to our previous article Documents Required For Import Customs Clearance.

It will give you an idea about what documents you need to provide your CHA for checklist preparation and bill of entry filing.

In this article, We are going to explain the complete Import documentation and procedures step by step.

First, you need to provide Basic documents to your CHA to prepare a checklist.

Normally your clearance agent will guide you on what documents they need to process your shipment.

When you provide basic documents to your CHA. Your CHA will correlate all documents.

If they found any discrepancy in documents. Your CHA will inform you of the same.

After correlating all documents, CHA will prepare the checklist and send it to you, For your approval, you need to approve after checking a few things in the checklist.

What Are You Need To Check In Checklist?

When Your CHA will provide you with the checklist for your approval.

You need to check some basic information on the checklist.

  1. Invoice No. & Date.
  2. Invoice Value & Currency.
  3. AD Code & GST No.
  4. Supplier name & Address.

Invoice No. & Date:- It’s one of the most important things, which you need to check in the checklist.

Because of your remittance of the payment to your supplier based on Invoice No. & Date.

If the bill of entry is filed with the wrong invoice number. It will be a big issue at the time of remittance.

Invoice Value & Currency:- It is another important point you need to check in the checklist.

If invoice value & currency are entered wrongly. It is caused by higher duty or lower duty.

AD Code & GST No:- AD code (Authorised Dealer Code) and GST No. (Goods and Services Tax Number) both are very important.

If the AD code is wrong in the bill of entry, The bill of entry’s exchange control copy will send the wrong bank, Which is a big issue for foreign remittance. And If the GST No. is wrong they will not get the benefits of GST.

Supplier Name & Address:- It’s not a big issue, but some of the banks will be denied foreign remittance if the Supplier name & Address is wrong.

The above 4 points are very important, you need to check all the points before approving to file a checklist for the bill of entry.

Rest details are (like- HSN, Duty Structure, Notification, etc…) properly checked by your CHA before filing the bill of entry.

After getting approval, Your CHA will file the checklist with IceGate for the bill of entry number.

Before submitting the checklist for the bill of entry number, Your CHA uploads all documents on e-sanchit and gets IRN (Image Reference Number).

After filing the bill of entry your CHA will prepare the port file with the Invoice, Packing List, AWB, and All supporting documents.

Import Procedure After Bill Of Entry Filing

Import Procedure After Bill Of Entry Filing.

The appraising officer will assess the bill of entry based on the submitted documents.

After the assessment, Your CHA will share a copy of a bill of entry print for Customs Duty/IGST payment.

Now you need to pay Customs Duty/IGST through the e-payment gateway.

If you don’t know how to pay customs duty online, Read our article “You Need To Know Before Pay Customs Duty Online”.

After customs duty payment, Your CHA will mark the shipment for examination.

The customs inspector will examine the marked cargo and cross-checks the details with the invoice & packing list.

After completion of the examination process customs inspector will feed the inspection report and pass the bill of entry to the Superintendent of Customs.

The Customs Superintendent checks the report feed by the inspector the gives the out-of-charge.

Once when getting out of charge, Your CHA will collect the out-of-charge print and generate the gate pass.

The gate pass will be handover to the custodian and the custodian will hand over the shipment to your CHA.

Your CHA will cross-check the boxes or pallets of goods to check cargo condition, If your CHA found any boxes or pallets are damaged they will inform the custodian.

Then Custodian will verify the number of goods with the invoice and packing list. After the verification process, your CHA will re-pack the box or arrange re-palletization.

At this point the import procedure and documentation are complete.

Now your CHA will hand over the shipment to the transporter and the transporter will deliver the shipment to your factory.

I hope now you understand import procedure. If anyone has a query regarding the Import documentation and procedures. please feel free to ask in the comment box.

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11 Responses

  1. elio says:

    Grate Information….

    Thanks For sharing…..


  2. It’s very helpful

    Thanks For share…

  3. EduardoMyday says:


    I want to send Bio-Martic readers to India.

    Please confirm What are the documents required in India to import Bio-Martic readers.

    • admin says:

      To import Bio-Martic reader To India needs following Documents.

      Commercial Invoice
      Packing List
      AWB Copy
      Product Catalog
      BIS Certificate (Mandatory)
      Legal Metrology*

      *If a customs officer asked then only required.

  4. BryantDem says:


    I’ve been visiting your website a few times and decided to give you some positive feedback because I find it very useful. Well done.

    Thank you for help and I wish you a great week!

  5. Alok Pattnaik says:

    Dear Team,
    I am in the process of finalizing import of Aquarium related goods like Fish food , water conditioners, aquarium soil, liquid fertilizers etc
    Is there any approval or permit required to import fish food which contains animal protein ?
    And what are the certificates the supplier should provide o ensure clearance by the Customs Official.

  6. Shirish Zope says:

    Dear Sir,
    We have imported free samples of product from our parent company in France for testing and further to apply for BIS License as per respective standard IS:12640. We have mentioned clear note on Invoice copy “For testing purpose and not for commercial sale in India” but Mumbai Custom office demanding copy of BIS license. As per my past 25 years experience it is not required.
    Please help us and share the BIS circular where it is clearly mentioned that certification is not required for import of samples for R&D or testing purpose.
    thanks and regards.

  7. Qumar Ahmad says:

    I want learn export and import training course

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