Starting out as a first time exporter can feel like assembling a plane mid-flight. Between the proforma invoice, HS codes, CHA (Customs Broker) selection, port choice, and documents for Customs/ICEGATE, it’s easy to lose weeks—and money. This guide distills the real-world hurdles a new exporter faces on the first export order and answers the questions you’ll inevitably Google at 2 a.m.—with official references where it matters.
My “first export order” missteps (so you can avoid them)
- I overcomplicated the proforma invoice (yes, “proforma,” not “performa”). Missing Incoterms, wrong consignee address, and no payment terms—buyers kept asking for corrections.
- I chose the wrong CHA (customs broker). Cheap quote, poor documentation checks, and slow responses meant missed sailing and demurrage.
- I picked the wrong port, 800 km away, because of a rate I thought was cheaper—until trucking, handling, and time killed the savings.
- I delayed the shipment by filing documents late and not understanding ICEGATE/Shipping Bill dependencies.
Below are the questions I wish I had answers to on day one—and the answers I now use.
You may also like:When to Say “No” to an Export Order – Lessons from a Tea Exporter’s Experience
1) What exactly should go on a Proforma Invoice (PI)?
Short answer: Treat the proforma invoice like a “pre-contract” quotation the buyer signs off on. It should clearly define the deal (product, price, Incoterms®, delivery schedule, payment terms, origin, HS code, validity).
Include at minimum:
- Seller & buyer details (legal names, addresses)
- Product description & HS code
- Quantity, unit price, total value, currency
- Incoterms® rule + named place/port (e.g., FOB Nhava Sheva, CIF Hamburg)
- Payment terms (e.g., advance/LC/DA/DP) and due dates
- Delivery period/lead time; PI validity
- Country of origin
- Any certifications, packing, insurance responsibility (if applicable)
Why this matters: Your commercial invoice, packing list, shipping bill, and bank docs must align with the PI to avoid customs holds and bank rejections. DGFT and CBIC emphasize the core export documents—commercial invoice/packing list, shipping bill, bill of lading/air waybill—and post-shipment banking timelines. DGFT Content+1
2) Do I need a CHA? What makes a “good” one?
Terminology tip: CHA is now formally Customs Broker (CB) under CBLR 2018. Use a licensed broker and verify their compliance history. cblms.gov.inLegitquestcblms.gov.intfadatabase.org
Checklist to evaluate a Customs Broker:
- Valid CBLR 2018 license; years of experience on your product/port
- Sample document checklist and data validation process (HS code, value, export incentives)
- Turnaround times for shipping bill filing and query resolution
- Digital readiness (ICEGATE/ICES filings, status tracking, clear SOPs)
- References from exporters in your commodity/route
Lesson from my wrong pick: The cheapest quote cost me most—delays, wrong HS code suggestion, repeated query memos, and a rolled-over vessel.
3) How do I file a Shipping Bill and track it?
You or your broker will file the Shipping Bill electronically via ICEGATE, which feeds into ICES at Customs. After validation, ICES issues an acknowledgment; you can track Shipping Bills online. Ensure your commercial invoice/packing list match your PI/contract. ICEgate+1enquiry.icegate.gov.in
Common pitfalls that cause holds:
- HS code mismatch with product description
- Incorrect Incoterms leading to valuation issues
- Missing supporting certificates (COO, FSSAI, PQ, test reports, as applicable)
- Late submission of documents before LCL cut-off or gate-in deadlines
4) Which port should I choose?
Don’t chase the lowest ocean rate alone. Model total landed export cost:
- Factory to port trucking & time
- Port handling, CFS/ICD charges, stuffing/LCL consolidation fees
- Sailing frequency, transit time, and rollover risk
- Buyer’s delivery deadlines and seasonal congestion
My “bargain” distant port added trucking days, missed the vessel, and wiped out any freight savings.
5) How do RBI/Bank rules affect my first export order?
Exports must comply with FEMA/RBI rules—especially realization & repatriation timelines and payment methods (advance, LC, DA/DP). Banks (AD Category-I) verify documents, report transactions, and issue e-BRC post realization (which you’ll need for DGFT benefits/GST). Keep your invoice/BL/packing list tight and submit within bank timelines. Reserve Bank of IndiaAvantis CDN Product StorageDirectorate General of Foreign Trade
6) Where do I learn the official “steps to export”?
Start with:
- DGFT: Handbook of Procedures + “How to Export” notes (licences, docs, benefits).
- Indian Trade Portal: shipping bill types and procedural basics.
- FIEO/EPCH: beginner guides, webinars, and checklists. Directorate General of Foreign TradeDGFT Content+1Indian Trade PortalFIEOepch.in
7) What timeline should I expect from PO to vessel?
A realistic (first-time) sequence:
- Proforma Invoice aligned with buyer’s PO (same specs, Incoterms, payment)
- Production/inspection (if required)
- Booking (space/equipment) and CHA onboarding
- Shipping Bill filing via ICEGATE; respond to queries fast
- Gate-in/cut-offs met; BL issued post sailing
- Bank submission of docs; foreign exchange realization; e-BRC generated
Buffer extra days on your first export order; systems and stakeholders move slower than you think—especially near holidays or congestion. ICEgate+1
8) How do I prevent shipment delays?
- Freeze specs and Incoterms® on the PI; avoid last-minute changes
- Share a document checklist with your broker early
- Pre-confirm licenses/certificates for your product/country (COO, fumigation, phytosanitary, etc.)
- Set internal T-minus dates for booking, factory gate-in, docs to CHA, SI cut-off, VGM, and SI submission
- Track Shipping Bill status on ICEGATE; respond instantly to any queries
- Keep a plan B sailing (especially peak season)
9) Is there a “golden” documentation set I can memorize?
Minimum you’ll meet often (varies by product/market):
- Commercial Invoice & Packing List (aligned with PI/contract)
- Shipping Bill (filed via ICEGATE)
- Bill of Lading/Air Waybill
- Certificates as applicable (COO, Health/FSSAI, PQ, test reports)
- Insurance (if your Incoterm requires it)
- Banking docs for realization/e-BRC later
These align with DGFT/Customs expectations and banking compliance. DGFT Content+1
10) Quick FAQ for the New Exporter
Q1. Proforma invoice vs commercial invoice—what’s the difference?
PI is a pre-sale document confirming terms; commercial invoice is the final sale document used for customs and banking. Keep fields consistent to avoid queries. DGFT Content
Q2. Can I file the Shipping Bill myself?
Yes (with ICEGATE registration), but most first-time exporters use a licensed Customs Broker to avoid errors and delays. ICEgate
Q3. How do I check if my CHA is legit?
Ask for license details under CBLR 2018, review their SOPs and references, and verify experience with your HS code/port. cblms.gov.in
Q4. When do I get e-BRC?
After your bank confirms foreign exchange realization, you can view/download on DGFT’s e-BRC services. Directorate General of Foreign Trade
Q5. Where can I learn official “how-to” steps?
DGFT HBP, How to Export notes, and Indian Trade Portal guides provide structured, authoritative steps. Directorate General of Foreign TradeDGFT ContentIndian Trade Portal
A first-timer’s 15-point pre-shipment checklist
- Buyer PO & Proforma Invoice consistent (Incoterms, payment, HS code)
- Exporter registration (IEC/Udyam), bank AD code seeded at port
- Product-specific licenses/certificates cleared
- Booking confirmed; sailing that meets buyer deadline
- CHA/CB onboarded; data templates shared
- Commercial invoice & packing list finalized
- Shipping Bill filed; ICEGATE status tracked
- VGM, SI, gate-in, and cut-offs met
- Insurance (as per Incoterms) arranged
- BL draft checked and confirmed quickly
- Original docs set prepared as per payment terms (LC/Collection)
- Courier/EDocs shared with buyer on time
- Bank submission within stipulated time; discrepancies cleared
- Payment follow-up; e-BRC checked
- File closure; claim benefits (if any) under DGFT/GST norms
Key Official Resources (bookmark these)
- DGFT – Handbook of Procedures / “How to Export” (steps, docs, benefits) Directorate General of Foreign TradeDGFT Content
- ICEGATE/ICES (Shipping Bill filing/tracking; FAQs) ICEgate+1enquiry.icegate.gov.in
- CBLR 2018 (Customs Broker regulations) cblms.gov.in
- RBI – Exports under FEMA (realization, payment methods, AD bank) Reserve Bank of IndiaAvantis CDN Product Storage
- Indian Trade Portal / FIEO / EPCH (procedural guides) Indian Trade PortalFIEOepch.in
