Buyer guide

What to write in your RFQ, how we share specifications, and practical notes for importing any product from India. Spices and rice are shown as examples.

What to include in your RFQ

  1. Product and category number (RFQ code)
  2. Specification or technical parameters
  3. Quantity: trial, container or annual
  4. Packaging requirement
  5. Destination country and port
  6. Required delivery timeline
  7. Quality or grade expectation
  8. Private label: yes or no
  9. Required documents
  10. Target market or end use

Example RFQ

Turmeric finger, 2% max moisture, 20 MT (1 × 20ft), 25 kg PP bags, CIF Jebel Ali, UAE, delivery in November, private label: no

How we share specifications

Every quotation follows the same format, and fields are completed only with confirmed data:

  • Product name
  • Category
  • Origin
  • Form or variant
  • Grade or quality
  • Packaging
  • MOQ
  • HS code
  • Shelf life, where applicable
  • Lead time
  • Incoterms
  • Certifications and documents
  • Availability

Example: Spices

Give the spice name, whole or ground form, pack size and destination port. Ask for moisture and mesh size if you grind. Food and labelling rules differ by country, so your importer of record should confirm them; HS chapter 09 is a starting point, not a customs ruling.

Example: Rice

Tell us the variety, for example 1121 basmati or sella, the grain length, broken percentage, moisture limit, bag size and destination port. Ask for a sample before you confirm a bulk order.

Specifications for other products are shared on request with your RFQ.

Container load calculator

Pick a product and pack size, then enter the net weight you plan to load in one container.

Approximate number of bags/cartons: —

Approximate, confirmed in quote. Weight limits depend on the container, the shipping line and road rules at destination.

Order-to-dispatch timeline

Pick a category. Day 0 is the day your order is confirmed.

  1. Order confirmedDay 0. Specification, packing and price are fixed.
  2. Production and packing15–30 days after order confirmation
  3. InspectionFSSAI, ISO or SGS route, as applicable
  4. Loading20ft / 40ft FCL, mixed or dedicated
  5. Shipping documentsThe commercial and shipping set is prepared for your lane and sent to you.

Lead times are indicative and confirmed per order.

Shipping document checklist

Pick your region and product type to see the standard export documents.

  • Commercial invoice
  • Packing list
  • Bill of lading (sea) or air waybill (air)
  • Certificate of origin
  • Certificate of origin attested by a chamber of commerce. Some countries also ask for legalisation.
  • Insurance certificate, for CIF shipments
  • Phytosanitary certificate for plant products such as spices and rice
  • Health certificate, where the destination asks for it
  • Certificate of analysis
  • Fumigation certificate, where required
  • Seafood: health certificate from the Export Inspection Council (EIC) for an approved processing plant, where required
  • Spices: Spices Board of India export requirements, including a quality test for some spices and markets
  • Safety data sheet (SDS/MSDS)
  • Dangerous goods declaration, if the goods are classed as hazardous
  • Organic certificate, only if the goods are sold as organic
  • Import permit or product registration in the destination country, where required
  • Wooden pallets or crates: ISPM 15 heat treatment or fumigation, with the IPPC mark
  • Toy safety test report to the destination standard, for example EN 71 (EU) or ASTM F963 (USA)
  • The importer needs an EORI number to clear the goods
  • United States: ISF filing for sea freight, done by the importer before loading
  • United States: FDA prior notice for food, filed by the importer or their agent
  • Saudi Arabia: SABER certificate for regulated products
  • Some countries need a pre-shipment inspection certificate, for example Kenya (PVoC) or Nigeria (SONCAP)
  • Australia and New Zealand: packing declaration and treatment certificate for wooden packaging
  • Preferential certificate of origin, if your country has a trade agreement with India and you claim lower duty

Exact requirements are confirmed per order.

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