India is the world's largest producer and exporter of spices, and the paperwork for a shipment is well established. If you are buying from an Indian exporter for the first time, this is the set of documents to expect, what each one is for, and which ones depend on your country.
Proof that the exporter is entitled to export
- Importer Exporter Code (IEC): the registration every Indian exporter holds with the Directorate General of Foreign Trade.
- Spices Board registration (CRES, the Certificate of Registration as Exporter of Spices): required in India to export the spices listed by the Spices Board.
- FSSAI licence: the Indian food-safety licence of the manufacturer or exporter.
- GST registration and, where they apply, APEDA registration and third-party certificates such as ISO 22000, FSSC 22000, BRCGS, organic, kosher or halal. Ask for copies and check the validity dates and the scope.
Commercial and shipping documents
| Document | Purpose |
|---|---|
| Proforma invoice, then commercial invoice | Price, quantity, Incoterm, payment terms and HS code. Customs value is based on it. |
| Packing list | Number and type of packages, net and gross weights, lot numbers and marks. |
| Bill of lading or air waybill | The carrier's receipt and the document of title for the goods. |
| Certificate of origin | Shows the goods are of Indian origin. A preferential certificate lowers the duty where a trade agreement exists. |
| Insurance certificate | Needed when the exporter insures the cargo (CIF or CIP terms). |
HS codes to know: whole and ground spices fall in Chapter 09 of the customs tariff; essential oils and extracted oleoresins are classified under heading 3301. Your broker will confirm the full code for your country.
Quality, plant-health and food-safety documents
- Certificate of Analysis for the shipped lot, and any extra laboratory reports you agreed (pesticide residues, aflatoxins, ethylene oxide, heavy metals, illegal dyes).
- Phytosanitary certificate issued by India's plant quarantine authority: usually required for whole and ground spices as plant products, and often not for extracts such as oleoresins and oils.
- Fumigation or treatment certificate, if the destination or the buyer asks for one.
- Health certificate, where the importing country requires it.
- Spices Board analytical report or clearance, which India makes compulsory for certain spices shipped to certain destinations.
Organic consignments
Organic status travels on paper as well as on the label. Expect the exporter's organic certificate (India's NPOP, and the standard of your market where it is required) and a transaction certificate for the specific lot. Shipments to the European Union also need an electronic Certificate of Inspection in the TRACES system, and organic imports into the United States need an NOP Import Certificate. Without them the goods can only be sold as conventional.
Requirements that depend on the destination
- European Union: some spices from India are subject to increased official controls at the border, and for some of them each consignment must travel with an official certificate and laboratory results. The list is revised regularly, so check the current regulation before you ship.
- United States: the foreign facility must be registered with the FDA, a Prior Notice must be filed before arrival, and the US importer has duties under the Foreign Supplier Verification Program (FSVP).
- Gulf states and several other markets: legalisation or attestation of the invoice and certificate of origin, halal certification for some products, and Arabic labelling.
- Every market: label rules for retail packs, such as language, allergen statements, net quantity and importer details.
Before you place the order
- Agree a written specification and the list of documents, and write both into the purchase order.
- Agree the Incoterm, the payment terms and who pays for which laboratory tests.
- Ask for draft documents before shipment so that mistakes are corrected while the goods are still in India.
- Ask your customs broker to confirm the current requirements for your port. Rules change, and this article is a general guide rather than legal advice.
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