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The UK–India Free Trade Agreement entered into force on 15 July 2026. If you want its preferential tariff treatment, the origin procedure adds registration, a prescribed declaration and an authentication email for UK exports to India. Keep the evidence behind every declaration for at least five years.
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The core paperwork for every shipment
Build one evidence pack and make every document agree line by line. Customs delays commonly arise when a quantity, weight, value, description, consignee or origin differs between documents.
| Document | What it must establish | When it is needed |
|---|---|---|
| Commercial invoice | Seller and buyer, precise description, quantities, unit and total value, currency, delivery terms and valuation/classification information | Every commercial shipment; it supports customs valuation and may carry an origin declaration |
| Packing list | Package count, marks and numbers, weights, dimensions and line-item contents | Every shipment where packages or multiple line items must be reconciled |
| Bill of lading or air waybill | Shipper, consignee, routing, package count and weights | Sea, air and other freight movements as the transport document |
| Customs declarations | Export/import data, HS classification, value, origin, duty and tax information | Both directions of trade, using the applicable UK process and India’s ICEGATE system |
| Origin proof | Why goods qualify for a preferential tariff, if claimed | Only when claiming UK–India FTA preference, but origin data may still be required for ordinary customs purposes |
| Licences and product certificates | Regulatory permission or conformity for controlled goods | Only where the commodity, HS code, end use or destination rules require them |
Commercial invoice
Use a precise, customs-ready description rather than a marketing name. State what the goods are, their quantity, unit price, total price, currency, seller, buyer and agreed delivery terms. Include the information needed to classify the goods and support customs valuation. The invoice can also contain an origin declaration when it identifies the originating products clearly.
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Packing list
List each package, its marks and numbers, dimensions, gross and net weight, and the contents assigned to it. Reconcile the list with the invoice: the total number of units, package count and weights should be explainable without manual correction. A packing list may carry an origin declaration if it identifies the originating goods and their origin.
Transport document
Check the bill of lading or air waybill against both commercial documents. Shipper, consignee, route, package count and weights should match. Keep it with the records used to demonstrate transport and non-alteration compliance.
Choose the correct route by direction and preference
| Scenario | Main filing and evidence path | Extra decision |
|---|---|---|
| UK export to India, no FTA preference | UK export declaration process, Indian import declaration through ICEGATE, invoice, packing list, transport document and any commodity permits | Do not claim a reduced tariff; still state accurate origin and classification data |
| UK export to India, FTA preference | All ordinary documents plus a qualifying origin declaration made under the UK–India procedure | UK exporter must register EORI and contact details with HMRC and complete the authentication steps |
| India export to the UK, no FTA preference | Indian export process, UK import declaration, commercial and transport documents and any controls | Pay the ordinary applicable duty and taxes unless another relief applies |
| India export to the UK, FTA preference | UK import declaration supported by a self-certified declaration, an Indian certificate of origin or importer’s knowledge backed by evidence | Confirm the goods meet the applicable rules of origin before claiming preference |
Prepare declarations in advance and use digital submission where available. You can self-file through the relevant customs systems or appoint a broker or freight forwarder; the responsible party must still provide accurate data and retain the supporting evidence.
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The FTA’s preference procedure is shipment-specific. A UK exporter or producer seeking preference must complete the prescribed self-certified origin declaration, register the business’s EORI and contact details with HMRC, and follow the authentication process before sending the declaration.
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Register before declaring
- Register the exporter’s EORI and contact details with HMRC for UK–India origin declarations.
- Allow up to 24 hours after a new registration or an update. HMRC shares registered details with Indian customs for authentication.
- Confirm that the goods satisfy the applicable rules of origin and assemble the supplier, production and costing evidence supporting that conclusion.
Create and authenticate one declaration per shipment
- Use the UK–India template and write the declaration in English.
- Convert the completed declaration to PDF.
- Send one declaration for each shipment from the registered email address to the Central Board of Indirect Taxes and Customs (CBIC) and to the Indian importer.
- Use the CBIC address shown in the current guidance:
[email protected]. - Set the email subject to the EORI number and declaration date, following that order.
- Do not attach the invoice or other files to the authentication email. Send the declaration PDF as required by the procedure and provide commercial documents through the normal shipping and customs channels.
Keep a copy of the PDF, the sent email and delivery records with the shipment file. A declaration that was sent before HMRC registration had taken effect may fail authentication, so build the 24-hour allowance into the dispatch schedule.
Where an origin declaration can appear
An origin declaration does not have to be a separate certificate in every case. It may be written on an invoice, packing list or delivery note if that commercial document identifies the goods and their origin clearly enough for customs to connect the statement to the shipment.
If the declaration needs a continuation sheet, use a letter-headed sheet that clearly refers to the relevant commercial document. A stand-alone continuation sheet is not accepted. Keep the referenced invoice, packing list or delivery note together with the declaration so an officer can identify the goods without guessing.
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For an Indian export to the UK where the importer claims FTA preference, the claim can be supported by one of three routes described in the guidance:
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- A self-certified origin declaration.
- An Indian certificate of origin.
- Importer’s knowledge, backed by evidence demonstrating that the goods qualify.
These alternatives do not remove the need for an accurate UK import declaration or the underlying origin analysis. Decide which route will be used before filing, and ensure the importer can produce the supporting records if UK customs asks how the origin conclusion was reached.
Customs declarations and ICEGATE filing
Use the UK export or import declaration process applicable to the direction of travel, and use India’s electronic ICEGATE filing system for the Indian side. The declaration should be prepared from the final invoice, packing list and transport document rather than typed from memory at the point of departure.
Data to reconcile before submission
- Goods description and line-item quantities.
- HS code and any associated classification notes.
- Invoice value, currency, delivery terms and valuation data.
- Gross and net weights, package count, marks and dimensions.
- Country of origin and, where relevant, preferential-origin status.
- Exporter, importer, consignee, EORI or Indian IEC details.
- Transport route and bill of lading or air-waybill information.
Submit digital declarations early enough to correct rejected or queried entries without missing the vessel, flight or delivery cut-off. A broker can file on your behalf, but you remain responsible for giving the broker complete and consistent information.
Licences, permits and product certificates
There is no universal certificate pack for UK–India trade. Add documents only after checking the commodity, HS code, end use and destination rules. Depending on the goods, controls can include import or export licences, sanitary certificates, phytosanitary certificates, conformity or testing documents, strategic-goods approvals, labelling evidence or other permits.
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Questions to answer before booking transport
- Is the product regulated, food-related, agricultural, animal-derived, chemical, medical, electrical or otherwise controlled?
- Does the destination require an import licence or conformity approval before arrival?
- Are sanitary or phytosanitary certificates required for the shipment and packaging?
- Does the end use trigger strategic-trade or other licensing controls?
- Does the HS code selected by the broker match the product’s technical description?
Obtain required approvals before dispatch. A complete invoice cannot cure a missing permit, and a preference declaration does not replace a product licence.
Records, origin evidence and the five-year audit file
Retain origin declarations, invoices, packing lists and other commercial documents, supplier information, production records, costing evidence used for qualifying-content calculations, and transport or customs documents showing compliance with non-alteration. UK Government guidance issued in 2026 states that these records must be kept for at least five years from the date of the origin declaration.
Use a shipment folder or searchable digital archive keyed to the invoice and declaration date. Store the final PDF, the registered-email transmission, customs entry references, supplier statements and any calculation used to establish originating content. The file should let you reproduce the preference claim without relying on a staff member’s inbox or a freight forwarder’s system.
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Pre-dispatch checklist
- Compare invoice, packing list, transport document and customs declaration line by line for description, quantity, value, weight, HS code and origin.
- Confirm the importer’s EORI or Indian IEC, consignee details, Incoterms, currency and valuation data.
- Check the commodity’s licence, permit, sanitary, phytosanitary, conformity and labelling requirements.
- Choose self-filing or appoint a broker/freight forwarder familiar with the relevant UK process and ICEGATE.
- If claiming FTA preference, verify the rules of origin and gather supplier and production evidence.
- For a UK export to India, confirm HMRC registration is active, allow the 24-hour authentication window, complete the English template, convert it to PDF and send one declaration per shipment from the registered email address.
- Use the required CBIC email subject format and do not attach invoices or other files to that authentication email.
- Archive the complete evidence pack for at least five years from the declaration date.
Common failure points and fixes
The documents show different weights or quantities
Stop the filing and reconcile the source data. Ask the carrier to correct the transport document or issue a documented explanation before customs submission; do not conceal a discrepancy by changing only one document.
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The origin declaration was emailed too soon
Check that HMRC registration or an update had been active for the full allowance of up to 24 hours. Re-send the correct shipment declaration from the registered email address if the procedure permits, and retain both the original and corrected transmission records.
A continuation sheet is rejected
Replace a stand-alone sheet with a letter-headed continuation sheet that clearly references the invoice, packing list or delivery note carrying the declaration.
A regulated product is held at the border
Identify the controlling HS code and end use, then obtain the missing licence or certificate through the competent authority or importer. Do not assume a commercial invoice or FTA origin declaration satisfies a separate safety, sanitary or phytosanitary control.
The importer wants preference but the evidence is incomplete
Delay the preference claim until the origin rule and supporting records are documented. For Indian exports to the UK, select a self-certified declaration, Indian certificate of origin or evidence-backed importer-knowledge route only when the chosen basis can be demonstrated.
When professional filing help is worthwhile
Use a customs broker or freight forwarder familiar with ICEGATE when your team lacks an importer/exporter registration, handles regulated products, ships frequently, or cannot maintain tariff-classification and origin records. A certificate-of-origin issuing authority may be relevant for UK imports from India when the certified-document route is selected. Verify the provider’s current authority, availability and commercial terms before appointing it.
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