How to Import Products from India: A Practical First-Time Buyer Guide

Importing from India is easier when the transaction is treated as a sequence of decisions rather than a single purchase. The buyer must define the product, approve the supplier and specification, understand the total landed cost, and confirm who is responsible for export, shipping, customs and delivery.

Step 1: Define the requirement

• Product name, reference image, drawing or catalogue link
• Material, dimensions, colour, finish and performance requirements
• Quantity, repeat-order expectation and acceptable substitutes
• Destination country, city, port or airport
• Target timeline, budget direction and packaging requirement
• Branding, labelling, certification or testing requirement

If the requirement is vague, supplier quotations will not be comparable. A supplier may quote a visually similar item that uses a different material, size or finish.

Step 2: Decide who will be the importer

The overseas buyer normally remains responsible for meeting the import rules of the destination country unless a different written arrangement is made. Confirm whether the buyer has an importer registration, tax number, customs broker and ability to receive commercial goods.

On the Indian side, the exporter or export-service provider must complete the appropriate export formalities. India’s Directorate General of Foreign Trade explains the Importer Exporter Code framework, while Indian Customs processes declarations through ICEGATE. DGFT and ICEGATE are the official starting points for current requirements.

Step 3: Compare supplier routes

Step 4: Ask for a landed-cost quotation

Ask the supplier or export partner to separate the following:

• Product cost
• Customization and artwork
• Product packaging and export packing
• Pickup or local transport in India
• Export documentation or handling fees
• Freight or courier charges
• Insurance, if selected
• Destination duties, taxes, brokerage and local delivery

Also ask which commercial basis is being used: EXW, FOB, CIF, DAP or DDP. These terms can change who arranges freight, insurance, customs clearance, taxes and delivery. The written quotation should state the term and named destination.

Step 5: Review the product before purchase

For the first review, use photographs, videos, measurements, technical sheets and an online meeting. If a physical sample is needed, confirm its cost, delivery charge, ownership and whether the sample represents the final production quality.

For SetuCrest-managed small and medium orders, the commercial arrangement is confirmed before purchase. The buyer approves the product option and quotation before payment is used to purchase or dispatch the goods.

Step 6: Check the documents

Depending on the product, destination and shipment method, the shipment may require:

• Commercial invoice
• Packing list
• Air waybill or bill of lading
• HS classification and product description
• Country-of-origin information
• Certificate of origin where required
• Insurance document where insurance is arranged
• Test reports, certificates or licences where the product requires them

Do not rely on a generic “gift” label for a commercial shipment or accept under-declared values. The carrier and customs authority may require an accurate description and value, and incorrect declarations can create delay, penalties or seizure risk.

Step 7: Plan inspection and repeat supply

Before dispatch, agree how quantity, appearance, dimensions, packing and branding will be checked. For repeat orders, maintain an approved reference sample, product specification sheet and packing photograph so that the next shipment can be compared against the first.

A simple first-order workflow

1. Send a clear product brief and destination.
2. Shortlist two to five suitable suppliers.
3. Compare specification, MOQ, price and lead time.
4. Review digital product information or a physical sample.
5. Approve a written quotation and responsibilities.
6. Confirm payment, documents, packing and shipment route.
7. Track dispatch and customs clearance.
8. Record the result for the next order.