A bulk spice shipment from India normally needs a commercial invoice, packing list, bill of lading or air waybill, certificate of origin, phytosanitary certificate and a certificate of analysis. Shipments to the EU also need Spices Board testing for ethylene oxide, and US importers must meet FDA prior notice and supplier verification rules. Requirements differ by destination and by spice, so confirm the list with your customs broker before the contract is signed.

Which documents does a spice shipment from India need?

The commercial invoice comes from the exporter and states the value, HS code, quantity and Incoterm. It is the basis for duty and payment. The packing list, also from the exporter, shows the number of bags, net and gross weight and lot numbers.

The transport document is a bill of lading for sea freight or an air waybill for air freight. It is the transport contract and, for sea freight, proof of title to the goods.

A certificate of origin proves that the spices are of Indian origin and is issued by an authorised chamber or body. It can support a lower duty rate where a trade agreement applies.

A phytosanitary certificate is a plant health declaration issued by India's plant quarantine authority. Many importing countries require it for plant products, so check your own authority's rules.

A certificate of analysis (COA) is a laboratory report for a specific lot, showing measured values such as purity, moisture, residues and microbiology. It lets you compare the delivered goods with the agreed specification.

Some shipments need more. A treatment or fumigation certificate is needed only where the destination asks for it, and shipments to the EU need Spices Board sampling, testing and an official certificate for ethylene oxide.

What must the exporter hold?

Ask any Indian spice supplier for these before you send a deposit. They need an Import Export Code (IEC) from the Directorate General of Foreign Trade, which is mandatory for every Indian exporter. They should be registered with the Spices Board of India for the spices under its remit, and hold an FSSAI licence for the processing premises. They should also have GST registration and a company registration document, and be able to show recent lab reports for the product.

Check each number against the issuing body's records where a public check exists.

What does an EU buyer need to know?

India introduced mandatory testing for ethylene oxide on spices bound for the EU in 2022, and the Spices Board requires sampling and an official certificate before such shipments leave. Ethylene oxide is not an approved pesticide in the EU, so ask for the lot's test result and keep it with the shipment papers. Limits and procedures change, so read the latest Spices Board circular and the EU rules for your product.

What does a US buyer need to know?

US importers file FDA Prior Notice before food arrives and must run a Foreign Supplier Verification Program for each supplier. FDA also detains spice shipments with Salmonella under import alerts, so ask for microbiological test results and for the supplier's pathogen reduction step, such as steam treatment.

What is the order of steps for a first order?

Start by agreeing the specification and the Incoterm, for example FOB or CIF. Then verify the supplier's registrations and lab reports, order a sample and test it in your own laboratory. Once the sample passes, sign a contract that includes the specification, inspection terms and payment terms.

The exporter then packs, tests and prepares the shipping documents. The goods ship, and you or your broker clear customs at destination. On arrival, test the lot and compare the result with the COA.

Importing spices with Aromya Spices

Aromya supplies whole and powdered Indian spices to importers, with batch identification and origin traceability for each lot. Tell us your spice, quantity and destination country, and we will confirm the document list for your market. Request a quote to begin.