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Export Stage 10: Documents to the buyer, goods received

Export guide · Stage 10 of 10 · The Last Mile

Export Stage 10: documents to the buyer, and the file well closed

Five stations between a shipment that has sailed and a file that is closed. Build the set, check it, send it with proof, follow the arrival and collect the payment. Clear each hurdle, earn each badge, and finish your journey as a Master Exporter. Prefer reading? Use the plain guide button.

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Paper Cadet

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Tap a station to open it. Clear each hurdle to earn its badge and unlock the next.

Station 1 of 5

Assemble the set the buyer or the bank needs

Station 1 of 5 · Badge: Set Builder

Assemble the set the buyer or the bank needs

Check the order and the letter of credit for the exact list and number of copies.

What you do

  1. Commercial invoice
  2. Packing list
  3. Bill of Lading or Air Waybill
  4. Certificates and insurance

Keep these ready

  • Invoice
  • Packing list
  • Bill of Lading
  • Certificates

Watch out

  • Documents presented late under a credit.
  • Originals missing.

Pro tip

Check the presentation period in the letter of credit, and count backwards from the shipping date.

Full details for this station

Prepare to the letter. Banks and buyers check documents against the terms.

How to do it

  1. List every document the order or the credit requires, with the number of originals and copies.
  2. Collect them: invoice, packing list, Bill of Lading, certificate of origin, insurance, others.
  3. Check each document against the order or the credit.
  4. Check the documents against each other.
  5. Fix any error before sending, never after.

Documents to keep ready

  • Invoice
  • Packing list
  • Bill of Lading
  • Certificates

What the documents must show

Document checklist
Document, required, originals, copies, checked, sent date.

Time and cost

  • Preparing: a day.
  • Time limits in a credit can be short. Check them.

Where people get stuck

  • Documents presented late under a credit.
  • Originals missing.
Station 2 of 5

Check the set before you send it

Station 2 of 5 · Badge: Mismatch Hunter

Check the set before you send it

A bank refuses what does not match the credit. A buyer queries what does not match the order.

What you do

  1. Names and addresses
  2. Description and quantities
  3. Weights, marks and numbers
  4. Dates and values

Keep these ready

  • Full set

Watch out

  • Spelling differences in names.
  • Description differing from the credit.

Pro tip

Have a second person check the set. Fresh eyes find mistakes.

Full details for this station

Find the errors yourself, before the bank or the buyer does.

How to do it

  1. Compare the invoice with the order or the credit, word for word.
  2. Compare the invoice, packing list and Bill of Lading.
  3. Check dates, such as the shipment date against the latest date allowed.
  4. Check the amounts and the currency.
  5. List each difference and fix it. Do not alter a document by hand.

Documents to keep ready

  • Full set

What the documents must show

Mismatch list
Item, document A, document B, action, fixed on.

Time and cost

  • Check: an hour.

Where people get stuck

  • Spelling differences in names.
  • Description differing from the credit.
Station 3 of 5

Send the documents by the right route, and keep proof

Station 3 of 5 · Badge: Courier Captain

Send the documents by the right route, and keep proof

Through your bank under a credit or collection, or direct to the buyer.

What you do

  1. Through the bank
  2. Direct to the buyer
  3. Courier tracking
  4. Copies kept

Keep these ready

  • Covering letter
  • Courier receipt
  • Copy of the set

Watch out

  • Originals sent direct when the bank should hold them.
  • No tracking.

Pro tip

Send scans to the buyer by email the same day. It builds trust.

Full details for this station

The route should match the payment terms agreed in Stage 4.

How to do it

  1. Under a letter of credit or collection, present through your bank with the covering instructions.
  2. Under advance or open account, send direct to the buyer as agreed.
  3. Use a courier with tracking and keep the receipt.
  4. Email scans to the buyer, with the courier number.
  5. Keep a full copy of what you sent.

Documents to keep ready

  • Covering letter
  • Courier receipt
  • Copy of the set

What the documents must show

Covering note
List of documents, number of originals and copies, instructions to the bank.

Time and cost

  • Courier: days. Count them into the presentation period.

Where people get stuck

  • Originals sent direct when the bank should hold them.
  • No tracking.
Station 4 of 5

Follow the shipment to the buyer, and help if asked

Station 4 of 5 · Badge: Arrival Watcher

Follow the shipment to the buyer, and help if asked

Stay in touch until the goods are received.

What you do

  1. Arrival date
  2. Release instructions
  3. Buyer's clearance
  4. Receipt confirmation

Keep these ready

  • Shipping advice
  • Release instructions

Watch out

  • Slow replies.
  • Release delayed.

Pro tip

Ask the buyer to send you a photograph of the received goods.

Full details for this station

A good exporter helps the buyer to clear and receive the goods.

How to do it

  1. Tell the buyer the expected arrival date and the Bill of Lading number.
  2. Respond fast to queries about the documents.
  3. If a release is needed, such as a telex release, arrange it as agreed.
  4. Ask the buyer to confirm receipt.
  5. Handle any complaint calmly and promptly.

Documents to keep ready

  • Shipping advice
  • Release instructions

What the documents must show

Arrival message
Vessel, expected arrival, Bill of Lading number, release method.

Time and cost

  • Stay available through the arrival.

Where people get stuck

  • Slow replies.
  • Release delayed.
Station 5 of 5

Collect the payment, claim incentives and close the file

Station 5 of 5 · Badge: Journey Complete

Collect the payment, claim incentives and close the file

Reconcile payment, realise the proceeds, check incentives, keep records.

What you do

  1. Payment received through your bank
  2. Bank realisation certificate
  3. Incentive claims
  4. Records

Keep these ready

  • Bank realisation proof
  • Shipping bill copy
  • Full shipment file

Watch out

  • Incentive claim time limits missed.
  • Records scattered.

Pro tip

Put the incentive claim on your calendar the day the vessel sails.

Full details for this station

The job ends when the money is in and the file is complete.

How to do it

  1. Confirm the payment has reached your bank, as in Stage 4.
  2. Collect your bank's realisation proof, as the rules require.
  3. Check which export incentive schemes apply to your shipment, and claim them within the time allowed. Check the DGFT and Indian Customs sites.
  4. Keep the full shipment file.
  5. Tell us how it went, and what you would like to export next.

Documents to keep ready

  • Bank realisation proof
  • Shipping bill copy
  • Full shipment file

What the documents must show

Shipment review
Order number, dates, payment received, incentives claimed, lessons.

Time and cost

  • Closing: within days of receiving payment, but follow time limits.

Where people get stuck

  • Incentive claim time limits missed.
  • Records scattered.

Run complete

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Words used on this page

Questions people ask

What if the bank refuses my documents?

Ask the bank for the discrepancies in writing, correct them if you can in time, and ask the buyer for a waiver or an amendment. Call us if you need help.

How long should I keep export records?

Ask your Customs House Agent, or ask us. The period is set by law.

Is this legal advice?

No. It is practical guidance. Confirm the rules on the official Government sites.

Can you help with my next export?

Yes. We are just a call and a message away, every step of the way.

Want help with your next export?

Tell us what you want to export. We will walk you through every step. It is just a call and a message away.

Message us on WhatsAppCall +91 98230 14118

Office (backup): +91 93733 11838

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Last checked: 12 November 2026. Customs matters are governed by the Customs Act, 1962 (CBIC) and export policy by the Directorate General of Foreign Trade (DGFT). Rules change, so confirm on the official Government sites.

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