A complete checklist for setting up and maintaining an export-import business — documents for the IEC application, the LUT and RCMC, AD code and port registration, and the recurring obligations that keep everything active.
Trade registrations fail for two reasons — a document that does not match the others, and a renewal nobody diarised. This checklist covers both the setting up and the keeping alive.
Import Export Code Application
- PAN of the applicant entity. The IEC is issued against it.
- Aadhaar or passport of the proprietor, managing partner or director.
- Certificate of incorporation, partnership deed, or proprietorship proof.
- Bank account details — a cancelled cheque bearing the entity's name, or a banker's certificate in the prescribed format.
- Address proof of the business premises — a utility bill, lease deed, sale deed, or a no-objection certificate from the owner.
- Digital signature, or Aadhaar-based authentication of the signatory.
- Active email and mobile number for one-time password verification.
The name must match exactly across every document. The entity name on the PAN, the bank account and the address proof must be identical. A cancelled cheque in a trade name where the PAN is in a proprietor's name is a common cause of rejection.
Letter of Undertaking
- Active GST registration.
- The undertaking furnished on the GST portal, for the relevant financial year.
- Details of two witnesses, with their addresses and identity particulars.
- Filed before 1 April for the coming year, so no export falls outside a valid period.
Registration-cum-Membership Certificate
- IEC certificate.
- Entity constitution documents.
- GST registration certificate.
- Membership of the Export Promotion Council or commodity board relevant to your product.
- List of products you intend to export, with tariff classification.
- Bank certificate or details.
- Applicable fee.
AD Code and Port Registration
- AD code letter issued by your bank, in the prescribed format.
- IEC certificate.
- GST registration certificate.
- PAN of the entity.
- Registration at each port or airport you will ship through — not once nationally.
- ICEGATE registration for electronic filing.
Register the AD code at a port before you book a shipment through it. Adding a new port is quick but not instantaneous, and a shipping bill cannot be filed at an unregistered port. Exporters who diversify shipping routes at short notice are the ones who get caught.
Per-Shipment Documents
- Commercial invoice.
- Packing list, with weights and dimensions.
- Shipping bill for export, or bill of entry for import.
- Bill of lading or airway bill.
- Certificate of origin — preferential, where claiming a trade agreement benefit.
- Insurance certificate.
- Letter of credit and related documents, where applicable.
- Product-specific certificates — phytosanitary, health, fumigation, or quality.
- Purchase order or contract with the overseas counterparty.
Recurring Obligations
| Task | When |
|---|---|
| Update the IEC on the DGFT portal | Every year, April to June, even if nothing has changed |
| Renew the letter of undertaking | Before 1 April each year |
| Renew the RCMC | Before expiry |
| Realise export proceeds and ensure the realisation is recorded | Within the period allowed under the foreign exchange rules |
| Track and report export obligation fulfilment under EPCG or Advance Authorisation | As the authorisation requires, annually |
| File RoDTEP and drawback claims | With the shipping bill or within the period allowed |
| Reconcile shipping bills against realisations | Quarterly |
Related Guides
- IEC & Export-Import Guide for Indian Businesses
- IEC & Trade Compliance Calendar 2026–27
- Import export code registration guide
Key Facts About IEC
- Applies in: All states across India, under the relevant central law.
- Mode: Mostly online via the official government portal.
- Typical timeline: Ranges from a few days to a few weeks depending on the case.
- Non-compliance: May attract penalties, interest or late fees.
- Expert help: TaxClue completes the entire process end to end for you.
What documents are needed to apply for an IEC?
PAN of the entity, Aadhaar or passport of the proprietor or director, constitution documents, bank account details with a cancelled cheque or banker's certificate, address proof of the premises, and a digital signature or Aadhaar authentication. The entity name must match exactly across all of them.
How often must an IEC be updated?
Every year between April and June, even when no details have changed. Failure to update leads to deactivation, which stops shipments until the code is reactivated.
Over 90% of compliance penalties in India arise from missed due dates — timely handling can save businesses thousands of rupees each year.
IEC: a key compliance topic in Indian tax and corporate law that businesses and individuals must understand to remain compliant.