So, you’re sending a package abroad? Maybe it’s a box of homemade sweets for your cousin in London, a high-tech gadget for a client in San Francisco, or just some legal papers for a university in Dubai.
You’ve packed it perfectly. You’ve used enough bubble wrap to survive a lunar landing. But then… the dreaded “Paperwork” talk happens.
Most people think international shipping is about planes and trucks. In reality, it’s about data. If your courier paperwork India isn’t spot on, your box won’t even leave the airport. It’ll sit in a dark warehouse, lonely and rejected, while a customs officer sighs at a missing signature.
Let’s make sure that doesn’t happen. Here is everything you need to know about international shipping documents India.
Why Documentation is the "Secret Sauce" of Shipping
Think of customs officers as the “bouncers” of a country. They aren’t there to be mean; they’re there to make sure nothing illegal enters and that the government gets its fair share of taxes (duties).
The documents required for international courier from India serve three main purposes:
- Security: Proving the contents aren’t dangerous.
- Valuation: Deciding how much tax you owe.
- Compliance: Ensuring you aren’t breaking trade laws (like sending restricted medicines or endangered wood).
Without the right customs documents for parcels, your shipment can be delayed, fined, or—worst case—destroyed.
The Simple Stuff: Mandatory Documents for "Document" Shipments
If you are just sending paper—letters, transcripts, contracts, or brochures—life is easy. Since “documents” usually have no commercial value, you don’t need a complex invoice.
The Essentials:
- Airway Bill (AWB): This is your “ticket.” It contains the sender’s address, receiver’s address, and a barcode.
- KYC of the Sender: Even for a letter, Indian law requires the courier to verify who you are.
Pro TipOnly paper counts as a document!: Never label a USB drive or a CD as a “Document.” To customs, those are “Goods” because they contain digital data or physical material
The Heavy Lifters: Required Documents for Non-Document Parcels
When you send anything physical (a shirt, a laptop, a jar of pickles), you are now entering the world of “Parcels.” The documents required for international courier from India for parcels are more extensive.
- The Airway Bill (AWB)
This is the most critical piece of courier paperwork India. It’s the contract between you and the courier company.
- Must include: Full name, valid phone number (essential for the delivery driver!), and the exact PIN code/Zip code.
- The Packing List
If you’re sending more than one item, you need a packing list. It’s like a “Table of Contents” for your box.
- What goes in: Item name, quantity, and weight of each individual item.
- The Commercial or Proforma Invoice
This is the document that makes people sweat, but it’s actually simple. It’s a declaration of what’s inside and what it’s worth.
Customs Invoice & Declaration Forms Explained
You cannot ship a parcel without an invoice. Even if it’s a “Gift,” customs needs a value attached to it. There are two types of international shipping documents India you’ll use here:
Commercial Invoice vs. Proforma Invoice
Feature | Proforma Invoice | Commercial Invoice |
|---|---|---|
Best For | Gifts, Samples, Personal effects | Items meant to be sold |
Value | Estimated market value | Actual sale price |
Purpose | Customs valuation only | Payment and Customs |
What Must Be on the Invoice?
- HSN Code (Harmonized System Code): This is a 6-digit to 8-digit code that tells customs exactly what the item is in a universal language. (e.g., 6109 is for T-shirts).
- Detailed Description: Don’t just write “Gift.” Write “100% Cotton Men’s T-shirt.”
- Value per Item: Even if you bought it on sale, list the fair market value.
- Country of Origin: Usually “India.”
Reason for Export: (e.g., “Personal use,” “Repair and Return,” or “Sale”)
Who Are You? ID Proof (KYC) Requirements
India is very strict about KYC (Know Your Customer) for exports. You cannot ship anonymously. The documents required for international courier from India must include one of the following for the sender:
- For Individuals: * Aadhaar Card (Most preferred)
- PAN Card (Mandatory for high-value shipments)
- Passport copy
- Voter ID
- For Businesses:
- GST Certificate
- IEC (Import Export Code)
- PAN of the Company
Note: The address on your ID must match the “From” address on the courier label. If they don’t match, you’ll need a secondary document like a utility bill (electricity or phone) to prove where you’re shipping from
The "Special" List: Food, Medicines, & Electronics
Some items are high-maintenance. They require “Extra” courier paperwork India to pass the bouncers.
Sending Food (The Taste of Home)
- Non-perishable only: No fresh fruit or meat.
- FSSAI License: For commercial food, this is a must. For home-cooked food, you need a detailed “Ingredients List.”
- Phytosanitary Certificate: Sometimes required for seeds or raw grains.
Sending Medicines (The Lifesavers)
- Doctor’s Prescription: Must be an original or a clear scan, signed by a registered practitioner.
- Purchase Bill: The original pharmacy bill.
- Self-Declaration: A form stating the medicine is for personal use and not for resale.
Sending Electronics (The Gadgets)
- MSDS (Material Safety Data Sheet): If your device has a Lithium battery (like a phone or laptop), you must have an MSDS. It explains how the battery behaves and what to do if it catches fire.
- Non-DG Declaration: A form stating the goods are “Non-Dangerous.”
Common Documentation Mistakes (And How to Avoid Them)
Even experts mess up customs documents for parcels. Here are the pitfalls to watch out for:
- Vague Descriptions: Writing “Personal Effects” is a red flag. Be specific: “Used books, cotton clothing, and plastic photo frames.”
- Zero Value: Never write “$0” or “No Value.” Everything has value. Even a used shirt is worth $2.
- Missing Signature: Most invoices require an original signature in blue ink. Digital signatures are getting accepted in 2026, but physical is still safer!
- Inconsistent Info: If your AWB says 5kg but your invoice says 3kg, customs will hold your parcel for an inspection.
Summary Checklist for Your Next Shipment
Before you head to the courier center, run through this list of documents required for international courier from India:
- Airway Bill (Generated by the courier).
- Invoice (3-4 copies, signed).
- Packing List (Detailed breakdown).
- KYC Documents (Aadhaar/PAN).
- Special Permits (Prescriptions or MSDS if applicable).
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. Is Aadhaar mandatory for international courier
Technically, no, but it is the most preferred document. Per India Post and Customs guidelines, you must provide a government-issued KYC (Know Your Customer) document. While Aadhaar is not the only option, you must provide one of the following:
- Aadhaar Card (fastest for verification)
- Passport
- Voter ID
- Driving License
Do I need GST details to send a parcel abroad?
- For Personal Gifts: No, GST registration is not required. You only need your personal KYC (Aadhaar/PAN).
- For Business/Commercial Shipments: Yes, a GST number and an IEC (Import Export Code) are mandatory for businesses to ship goods commercially.
What happens if documents are incorrect or missing?
Errors in courier paperwork in India lead to serious headaches:
- Customs Holds: Your parcel will be “stuck” at the airport/port until you provide the correct info.
- Fines & Penalties: You may be charged for “misdeclaration” or incorrect valuation.
- Return to Sender: If the issues aren’t resolved (e.g., missing a doctor’s prescription for meds), the parcel will be sent back at your expense.
Seizure: Prohibited items sent without proper permits can be confiscated or destroyed.
Are documents required for personal parcels?
Yes. Even if it’s a “gift” for a friend, you must include:
- KYC Proof: Your ID as the sender.
- Proforma Invoice: A list stating what’s inside and its fair market value (you cannot declare “$0”).
- Airway Bill (AWB): The shipping label provided by the courier.
- CN22/CN23 Form: Specifically for India Post/EMS shipments.