Every shipment that leaves India needs a shipping bill. Without it, customs will not let your cargo be loaded. For a first-time exporter, the term can sound technical, but the idea is simple. It is the declaration that tells customs what you are exporting, where it is going and what it is worth.
This guide explains what a shipping bill is, the types you may need, how to file one on ICEGATE and how to track it afterwards.
What is a shipping bill?
A shipping bill is the export declaration filed with Indian Customs by an exporter or the exporter's customs broker. It lists the goods, their value, the HS code, the destination and the shipper details. Customs uses it to check that the export is legal, to assess any export duty and to record the shipment for incentives such as duty drawback.
The document is filed electronically. ICEGATE is the portal where every physical shipment leaving or entering India is declared. For exports, that declaration is the shipping bill. Once customs is satisfied, it issues a Let Export Order, which is the clearance that allows loading. No shipping bill means no Let Export Order.
Shipping bill vs bill of entry
People often mix up the two.
| Point | Shipping bill | Bill of entry |
|---|---|---|
| Used for | Exports | Imports |
| Filed by | Exporter or customs broker | Importer or customs broker |
| Filed on | ICEGATE | ICEGATE |
| Main purpose | Permission to export, and record for incentives | Duty assessment and permission to release goods |
| Key outcome | Let Export Order | Out of charge order |
Our guide to customs clearance in India shows where each document fits in the wider process.
Types of shipping bill
Different goods need different forms of the shipping bill.
- Free shipping bill. For goods that carry no export duty and do not claim drawback.
- Dutiable shipping bill. For goods that attract export duty.
- Drawback shipping bill. For goods where the exporter wants to claim a refund of duties paid on inputs.
- Ex-bond shipping bill. For goods that move out from a bonded warehouse.
Your broker will choose the correct type based on your product and the benefits you plan to claim. Picking the wrong one can delay clearance or block an incentive claim later.
What you need before filing
Start with these basics:
- Import Export Code (IEC). A 10 digit registration issued by the DGFT. Without an IEC you cannot legally conduct import or export activities in India, unless you fall under an exemption.
- ICEGATE registration. Exporters and brokers file through the portal.
- Authorised dealer bank code. Register your bank's code with the customs port so that export payments and incentives can be linked to the filing.
- HS code. The correct classification for your goods, which also decides export policy and incentive eligibility.
Documents required for a shipping bill
- Commercial invoice
- Packing list
- Export order or contract, where relevant
- IEC and GSTIN details
- Product-specific permits or certificates, if your goods are regulated
- Transport details, such as the container number or airway bill, once available
On ICEGATE, supporting documents are uploaded electronically through e-Sanchit, so there is no need to carry paper copies to the port in most cases. Make sure invoice values, quantities and descriptions match across all papers.
How to file a shipping bill: step by step
- Log in to ICEGATE. Use your exporter or customs broker credentials.
- Enter shipment details. Fill in exporter and buyer information, the port of loading and destination, the product description, HS code, quantity and value.
- Attach supporting documents. Upload the invoice, packing list and any permits.
- Declare incentive claims. Select any benefits you want to claim, such as drawback or RoDTEP, where eligible.
- Submit the bill. The system assigns a shipping bill number.
- Customs assessment. An officer reviews the declaration. If everything is in order, the bill moves ahead. If customs needs clarity, a query appears on the portal and you must respond.
- Hand over the cargo. The cargo is presented at the port, container depot or factory stuffing location. Customs may examine it.
- Receive the Let Export Order. After checks, customs permits loading.
- Loading and manifest. The carrier loads the cargo and files the export manifest. ICEGATE matches your shipping bill with that manifest to confirm the shipment has left.
If you use a customs broker, they handle most of these steps and update you on progress. See our advice on how to choose a customs clearance agent.
How to check shipping bill status
You can track a shipping bill on ICEGATE. In the public enquiry section, choose document status, select shipping bill as the document type and enter the port code, shipping bill number and filing date. The shipping bill number is printed on your export invoice or in the remarks of the bill of lading, so keep these documents handy.
Typical statuses tell you whether the bill is filed, under assessment, awaiting examination or cleared for export. Check often during the first few days, because unanswered queries are the most common cause of delay.
Common mistakes in shipping bill filing
- Wrong HS code. It affects export policy, incentives and customs queries.
- Value mismatch. The invoice value differs from the value on the shipping bill or from the payment realised.
- Missing bank details. Incentive payments get stuck when the bank or authorised dealer code is not linked.
- Late filing. Cargo reaches the port before the bill is ready, which leads to storage charges.
- Slow query replies. Customs queries that sit unanswered hold up the Let Export Order.
- Incorrect type. Using a free shipping bill when you want to claim drawback.
Correcting a filed bill is possible, but it takes time and may need customs approval, so accuracy at the start saves effort.
Why the shipping bill matters for incentives
A correct shipping bill does more than clear cargo. Exporters use the matched filing to claim IGST refunds, duty drawback and RoDTEP through the same portal. If your shipping bill has errors, these claims can be delayed or rejected, which affects your cash flow long after the cargo has sailed.
How IWCC helps exporters
Interworld Cargo Care files shipping bills for exporters across air and sea routes. Our customs clearance team checks the documents, selects the right bill type and follows the filing until the Let Export Order is issued. We pair it with air freight for urgent consignments and sea freight for larger loads. If you are building the whole export workflow, read our step by step guide to the import-export process in India.
Need help with your export filing?
Share your shipment details and we will confirm the documents and steps. Get a free quote or call 098110 59654.
