Buyer guide
Importing chemicals from India: documents, packing and shipping checklist
Checklist for overseas buyers importing chemicals, essential oils and botanicals from India: documents, dangerous goods, packing, ports and Incoterms.
By Sheetal Aromatics · Updated · 6 min read
Start with the product and its classification
Two classifications drive almost everything else in an export shipment. The HS code determines the customs duty and any import licensing in your country. The transport classification determines whether the material is a dangerous good — and if it is, its UN number, hazard class and packing group decide how it may be packed and whether it can travel by air at all. Agree both with your supplier before the order is confirmed.
The standard document set
Most chemical shipments from India travel with:
- Commercial invoice and packing list
- Bill of lading (sea) or air waybill (air)
- Certificate of analysis (COA) for each batch
- Safety data sheet (SDS/MSDS) in the 16-section GHS format
- Certificate of origin — a preferential one where a trade agreement applies
- For dangerous goods, a dangerous goods declaration (IMDG for sea, IATA for air)
Ask early for anything market-specific
Many destinations add their own requirements: chemical inventory registration, pre-shipment inspection, phytosanitary certificates for botanicals, or specific label languages. Your customs broker is the best source for these. Raise them in the first enquiry so documents can be prepared with the goods rather than after shipment.
Packing that survives the journey
Export packing must hold up to weeks at sea, container heat and repeated handling. Liquids typically travel in HDPE or MS drums or IBCs, powders in lined bags or fibre drums, all palletised and stretch-wrapped. Hazardous materials must be in UN-certified packaging marked for their class. Hygroscopic and air-sensitive materials need moisture-proof inner packing — state this with the order.
Ports and Incoterms
Shipments from Gujarat usually leave through Mundra, Kandla (Deendayal) or Hazira, or through Nhava Sheva (JNPT) near Mumbai. Incoterms define where the supplier's responsibility ends: EXW at the supplier's premises, FOB once loaded at the Indian port, or CFR/CIF to your port. Agree the Incoterm and named place in the quotation — it changes both the price and who arranges freight and insurance.
Samples, then a trial lot
For a new supplier or a new grade, the usual sequence is a sample for laboratory approval, then a trial lot, then regular orders. Approve the sample against your specification and keep it as a reference for later lots.
This guide gives general information about common trade and chemistry practice. It is not regulatory or technical advice for a specific product or market — confirm requirements for your application and destination before ordering.
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