Quick answer
For a commercial import from China you need: a commercial invoice, a packing list, the bill of lading (sea) or airway bill (air), insurance details, and any certificates your product requires (BIS, FSSAI and others). Your customs broker files a Bill of Entry on ICEGATE using these. The invoice, packing list and bill of lading must match exactly: quantities, weights, descriptions and consignee details.
Documents from your supplier
| Document | What it shows | Check that |
|---|---|---|
| Commercial invoice | Goods, unit prices, total value, Incoterm, currency | Your IEC/GST name and address are exact; prices are real transaction values |
| Packing list | Cartons, quantity per carton, net and gross weights, dimensions | Totals match the invoice and carton marks |
| Bill of lading / airway bill | Shipment details from the shipping line or airline | Consignee and notify party are correct |
| Certificate of origin | Country where the goods were made | Needed when customs asks, or for any preferential duty |
Documents and details from you
- IEC and GSTIN of the importer.
- Insurance policy or certificate (if not insured, customs adds 1.125% of FOB to the value).
- Freight invoice if you bought FOB or EXW.
- Product approvals that apply: BIS registration or licence, FSSAI, WPC/ETA, CDSCO, EPR registrations and similar.
- Technical write-up or catalogue for machinery and electronics, to support the HSN code.
The Bill of Entry
Your customs broker (CHA) files the Bill of Entry on ICEGATE. It declares the goods, HSN codes, value and duty. Customs may clear it directly, ask questions, or examine the goods. After duty is paid and the goods are cleared, you collect them from the port or container freight station.
Filing in advance, before the ship arrives, can speed up clearance and reduce port storage charges.
Mistakes that cause customs holds
- Invoice and packing list don't match: different quantities, weights or descriptions.
- Vague descriptions such as "accessories" or "parts" instead of what the item actually is.
- Undervalued invoices. Customs compares prices against its data and can reassess.
- Missing approvals such as BIS for electronics or toys.
- Wrong consignee details that don't match your IEC.
Ask your supplier for draft documents before they ship and check them against each other. Fixing a typo before loading costs one email; fixing it at the port costs days of storage.
Frequently asked questions
Who prepares the Bill of Entry?
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Usually your customs broker (CHA), filed on ICEGATE under your IEC. You provide the invoice, packing list, B/L and any approvals.
What if the invoice and packing list don't match?
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Customs can hold the goods for clarification or examination. Ask the supplier for corrected documents; the delay usually adds port and storage charges.
Do I need a certificate of origin for goods from China?
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Keep one available. It may be required for specific products, when customs asks, or if you claim any preferential rate. Confirm with your customs broker.
This guide is general information, not legal or customs advice. Duty rates and import rules change — confirm current requirements for your HS code with DGFT, CBIC or a licensed customs broker.
