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Indian Manufacturer / Exporter

You produce goods in India and want to sell to EU buyers. Here is everything you need to do before your first shipment — and common mistakes that cost deals.

⚠ Key Risk
Most Indian exporters lose EU deals not because of product quality, but because of documentation gaps, uncertified products, or unrealistic pricing. The checklist below covers every known failure point.
💡 Top Tip
Start with Steps 1-3 before approaching any EU buyer. Buyers who discover documentation gaps mid-negotiation disengage — it signals operational immaturity.
Phase 1: Export Readiness
1.1
IEC (Import Export Code)
Obtain from DGFT. Mandatory for all Indian exports. Processing: 2-3 working days online.
Risk: Cannot export without IEC.
Learn more →
1.2
GST Registration
Export under GST LUT (Letter of Undertaking) to avoid IGST blockage on exports. Register LUT annually on the GST portal.
Risk: Without LUT, IGST blocked in exports delays refunds 3-6 months.
1.3
AD Code Registration
Register Authorised Dealer Code at your port of export. Required for FIRC issuance and bank realisation certificate.
Risk: Without AD Code, foreign remittance cannot be linked to export — GST refund blocked.
1.4
Product HS Code Classification
Classify your product with the correct 8-digit HSN code. This determines: duty drawback rates, FTA eligibility, export licensing requirement, RODTEP benefit.
Risk: Wrong HS code = wrong duty drawback, potential customs exam, incorrect FTA origin claim.
1.5
RCMC Registration (if applicable)
Registration-Cum-Membership Certificate from your Export Promotion Council (EPCH for handicrafts, APEDA for agro, EPC for engineering etc). Required for export benefit schemes.
Risk: Cannot claim MEIS/RODTEP benefits, cannot exhibit at government-subsidised trade fairs.
Phase 2: EU Compliance Preparation
2.1
Product Compliance Assessment
Identify whether your product requires CE marking, REACH registration, RoHS compliance, or EU food law compliance. Engage a technical consultant if unsure.
Risk: Non-compliant products are rejected at EU customs or recalled from market.
Learn more →
2.2
CE Marking (if applicable)
For machinery, electronics, PPE, toys, medical devices: identify applicable EU directives, conduct conformity assessment, prepare technical file, issue Declaration of Conformity, affix CE mark.
Risk: Customs detention, market recall, personal liability for EU importer who agreed to receive your product.
2.3
REACH Compliance (chemicals/textiles)
If your product contains chemicals or uses dyes/coatings: obtain REACH-compliant SDS (Safety Data Sheet in EU language), verify SVHC absence, arrange Letter of Access if needed.
Risk: EU customs blocks chemical imports without REACH registration. SVHC exceedance = immediate recall.
2.4
Quality Certifications
ISO 9001 minimum for most B2B EU buyers. IATF 16949 for automotive. GOTS/OEKO-TEX for textiles. WHO-GMP for pharma. Obtain and keep certificates current.
Risk: EU buyers refuse to onboard uncertified suppliers. Required for LC and inspection agency pre-qualification.
2.5
REX Registration
Register as a Registered Exporter with DGFT for self-certified origin declarations under India-EU FTA. Apply before FTA entry into force to be ready on Day One.
Risk: Without REX, cannot issue self-certified declaration of origin — EU buyer pays full duty instead of zero.
Learn more →
Phase 3: Commercial Preparation
3.1
Pricing: Calculate Landed Cost
Your EU buyer compares your CIF price plus EU duty plus local freight vs. competitors. Calculate: EXW + inland freight + export customs + freight + insurance + EU duty + EU customs + local delivery = landed cost.
Risk: Pricing without landed cost calculation results in uncompetitive offers that EU buyers reject or that erode the buyer's margin after purchase.
3.2
NCNDA Readiness
Be prepared to sign the Non-Circumvention, Non-Disclosure & Non-Competition Agreement immediately. Do not share pricing, buyer details, or product specs before NCNDA is signed.
Risk: Sharing introductions without NCNDA has no legal protection — the counterparty can deal directly, cutting you out.
Learn more →
3.3
Sample Readiness
EU buyers require pre-sales samples before committing to orders. Have: (a) representative production-quality samples, (b) test reports (not just samples — buyers want certified test data), (c) product specification sheets.
Risk: Buyers who cannot receive samples within 2 weeks move to the next supplier. Samples without test reports signal non-compliance.
3.4
Bank Account & LC Capability
Confirm your bank can handle international Letters of Credit and provide SWIFT messaging. Many regional Indian banks have slow LC processing — consider pre-authorising HDFC/ICICI/SBI for trade finance.
Risk: If your bank cannot process LC within 3 working days of document presentation, EU buyers lose trust and revert to advance payment demands.
3.5
Pre-Shipment Inspection Readiness
Register with SGS, Bureau Veritas, or Intertek as a supplier. Know your AQL standard, factory inspection schedule, and turnaround time.
Risk: Buyers who require inspection and cannot schedule it within lead time will cancel the order.
Phase 4: First Shipment
4.1
Appoint a Licensed CHA
Custom House Agent handles Shipping Bill filing, duty drawback, RODTEP claims, and coordination with port authorities. Verify CHA is licensed by CBIC.
4.2
Document Set Preparation
Prepare: Commercial Invoice, Packing List, Bill of Lading, Certificate of Origin, Inspection Certificate, Phytosanitary/Health Certificate (agro), DGFT licence (if required). Cross-check against LC.
Risk: Any document discrepancy with LC terms = non-payment until discrepancy waived.
Learn more →
4.3
FTA Preference Claim
If FTA in force: issue Declaration of Origin on invoice or provide Form A / Certificate of Origin from DGFT. Ensure Rules of Origin compliance is documented.
Risk: EU buyer pays full duty without preference claim — competitive disadvantage vs. other origin sources.
4.4
FIRC Collection
After payment received, collect FIRC from your bank. Keep for 5 years — required for GST refund, FEMA compliance, income tax proof.
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🏢

EU Buyer / Importer

You source goods from India for sale or manufacturing use in the EU. This checklist covers compliance, customs, VAT, product safety, and supplier qualification.

⚠ Key Risk
EU importers bear primary legal responsibility for product compliance, import declarations, and VAT. Errors create fines, seizures, and personal director liability.
💡 Top Tip
The FTA changes the landed cost equation dramatically. Before qualifying any Indian supplier, calculate the post-FTA landed cost to confirm the economics of switching.
Phase 1: Company Setup
1.1
EORI Number
Register for an Economic Operator Registration and Identification number with your national customs authority. Required for all EU imports. Takes 1-5 business days. Free.
Risk: Cannot be named as importer of record without EORI — goods held at customs.
1.2
VAT Registration
If importing goods for resale: register for VAT in the EU member state of establishment. For pan-EU e-commerce: register for EU One-Stop Shop (OSS).
1.3
EU Responsible Person Appointment (GPSR)
For products subject to EU General Product Safety Regulation (August 2024): appoint an EU Responsible Person — a legal entity with EU address contactable by market surveillance authorities.
Risk: Products without EU Responsible Person cannot be placed on EU market from August 2024. Fines up to EUR 10M.
1.4
Import Duty Budget
Before any sourcing, calculate the landed cost including: CIF value + current EU import duty (use TARIC database) + customs clearance + local freight + VAT (reclaimed by VAT-registered businesses). Post-FTA: recalculate with zero duty.
Phase 2: Supplier Qualification
2.1
KYC / Due Diligence
Verify: company registration, IEC (Indian Export Code), GST registration, production certifications, previous export references (ideally EU buyers), and bank references.
Risk: Unverified suppliers ship non-conforming goods — no recourse once goods are in transit.
Learn more →
2.2
Sample and Test Report Request
Before placing any order: request pre-production samples and current certification test reports. Test reports from unknown labs are not sufficient — require NABL/ILAC-accredited labs.
Risk: Buying without certified test data = compliance risk. Non-compliant goods seized at EU customs at importer's cost.
2.3
Supplier Audit (Optional but Recommended)
For ongoing supply: conduct or commission a factory audit (BSCI, SMETA, or IATF-16949 for automotive). Global Nexus coordinates audits via Bureau Veritas and SGS India.
2.4
Agree Inspection Protocol
Before first order: agree with supplier on pre-shipment inspection agency (SGS/BV/Intertek), inspection scope, AQL level, and who pays.
Risk: Post-shipment quality disputes across borders are expensive and usually unresolvable without pre-shipment inspection evidence.
Phase 3: Commercial Documentation
3.1
Sign NCNDA
Sign the Non-Circumvention, Non-Disclosure & Non-Competition Agreement before any supplier identity is disclosed. Protects the intermediary and locks in the commercial framework.
Learn more →
3.2
Commission Agency Agreement
Agree commission terms with Global Nexus before introduction. Specify who pays commission (supplier in most cases), rate, trigger, and currency.
3.3
Issue Purchase Order
PO must specify: product description and HS code, quantity, price (with Incoterms), quality standard, packaging requirements, delivery date, payment terms, and inspection requirement.
Risk: Vague PO = supplier ships to their interpretation, not yours.
3.4
Letter of Credit (for new suppliers)
Issue LC for first orders with new suppliers — protects you (payment only on compliant document presentation) and builds supplier confidence (bank-guaranteed payment).
Learn more →
Phase 4: Import & Compliance
4.1
Review Shipping Documents
Before LC payment: check all documents against LC terms. Common discrepancies: wrong description, freight marked wrong, BL date after latest shipment date.
Risk: Paying against discrepant documents waives your right to reject.
4.2
File Import Declaration
Your customs broker files the SAD (Single Administrative Document). Ensure: correct TARIC 10-digit code, correct customs value (CIF), and preference code T if claiming FTA duty.
Risk: Incorrect HS code = wrong duty rate. Post-audit duty recovery can cover 3 years.
4.3
Claim FTA Preference
Post-India-EU FTA: submit Certificate of Origin or Declaration of Origin with import declaration to claim preferential (zero) duty. Retain documentation for 3 years for potential audit.
Risk: Without FTA preference claim, paying full MFN duty — unnecessary cost.
Learn more →
4.4
Product Compliance Documentation
Before placing product on EU market: ensure CE Declaration of Conformity, REACH SDS (if applicable), and food safety documentation are complete and filed.
Risk: Market surveillance authority audit without documentation = product recall and director liability.
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🔗

Trade Intermediary / Franchisee

You originate, structure, and facilitate India-EU trade mandates as a commission-based intermediary. This checklist covers mandate origination, qualification, documentation, and commission collection.

⚠ Key Risk
The intermediary's single greatest risk is circumvention — parties dealing directly after introduction. The documentation checklist below prevents this.
💡 Top Tip
Execute NCNDA before every introduction, without exception. One skipped NCNDA can cost you a commission worth years of effort.
Phase 1: Mandate Origination
1.1
Qualify the Mandate
Before committing time: is the product exportable from India to the EU? Is there a realistic EU buyer for this product at this price point? Are the quantities commercially meaningful (>EUR 20,000 first order)?
1.2
Exporter KYC
Verify: IEC number, GST registration, company registration (MCA), production certifications, previous export references, and production capacity.
Risk: Onboarding a manufacturer who cannot produce at export standards wastes months.
1.3
Sign Mandate Letter
Obtain written authorisation from the exporter/importer to approach buyers/suppliers on their behalf. Specify: scope, exclusivity, term.
Risk: No mandate = no authority. Counterparties may not engage without evidence of authority.
1.4
Sign NCNDA — All Parties
Execute NCNDA immediately. Non-negotiable. Both principals sign on behalf of Global Nexus. Exporter/importer sign as their authorised director.
Risk: No NCNDA = no circumvention protection = commission unenforceable.
Learn more →
Phase 2: Buyer/Supplier Matching
2.1
Prepare Product Presentation
One-page factsheet: product specification, certifications, price range (FOB/CIF), MOQ, lead time, quality standard, export references. No supplier name — intermediary's letterhead.
2.2
EU Buyer Qualification
Verify EU buyer: EORI number, company registration, VAT number, import history, and financial standing (request bank reference or check credit bureau).
Risk: Introducing an uncreditworthy buyer to a supplier who ships on credit = bad debt risk for all.
2.3
Commission Agency Agreement
Three-party CAA signed by all parties before introduction. Specify: commission rate, trigger event (buyer payment receipt), tail period (24 months), all-orders clause.
Risk: No CAA = commission unenforceable. The most common cause of non-payment.
Learn more →
2.4
Introduction Meeting
Arrange video call or in-person meeting. Intermediary attends as facilitator. Record agreed Heads of Terms immediately after.
Phase 3: Deal Execution
3.1
Heads of Terms
Document agreed commercial terms immediately after introduction meeting: product, price, Incoterms, payment, quality, quantity, timeline.
Learn more →
3.2
Supply Contract Coordination
Each party engages their own legal counsel. Global Nexus provides the HoT as basis. Do not draft the supply contract yourself — facilitate, don't practice law.
3.3
LC/Payment Coordination
Assist buyer in instructing their bank to issue LC. Check LC terms against supply contract. Alert exporter to any discrepancies before shipment.
3.4
Shipment Monitoring
Track: inspection certificate (before loading), BL date vs LC latest shipment date, document presentation timeline vs LC presentation period.
Phase 4: Commission Collection
4.1
Monitor Payment Trigger
Commission is payable when buyer's payment is received by supplier (per CAA). Confirm SWIFT credit to supplier's account.
4.2
Issue Commission Invoice
Issue commission invoice within 5 days of trigger. Reference: CAA date, deal details, invoice value, commission rate, amount, payment timeline (10 business days).
4.3
FIRC Collection
If commission paid in foreign currency: collect FIRC from bank. Required for FEMA compliance and GST input on services.
4.4
Repeat Order Pipeline
Contact buyer 30 days before expected next order. Commission is due on all repeat orders during the tail period per the CAA.
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⚖️

Compliance Officer / Legal Counsel

You are responsible for trade compliance, regulatory documentation, and legal risk management for an India-EU trading company.

⚠ Key Risk
The India-EU trade compliance landscape is changing rapidly: new FTA provisions, CBAM, EUDR, GPSR, and evolving AML regulations create new obligations. This checklist covers current priorities.
💡 Top Tip
The India-EU FTA creates a compliance opportunity, not just a duty reduction. Companies that build compliant, documented supply chains from Day One will benefit from FTA preference from Day One.
Pre-FTA Implementation
1.1
Rules of Origin Audit
Audit every product line against India-EU FTA Rules of Origin schedule. Identify which products qualify (and on what basis), which are borderline, and which do not qualify.
Risk: Claiming FTA preference on non-qualifying goods = customs fraud. EU customs audits go back 3 years.
Learn more →
1.2
REX Registration
Register all qualifying exporters on the DGFT Registered Exporter (REX) database before FTA entry into force. REX registration takes 4-6 weeks.
Risk: Without REX, cannot issue preferential origin declarations — loses Day One FTA benefit.
1.3
Supply Chain Mapping
Document the full supply chain for each product: raw material origin, processing steps, manufacturing location. Required for Rules of Origin compliance evidence.
1.4
CBAM Registration
If exporting steel, aluminium, cement, fertilisers, hydrogen or derivatives to EU: register for Carbon Border Adjustment Mechanism compliance. Carbon intensity data required from manufacturers.
Risk: CBAM obligations apply from January 2026 with full financial consequences. Late compliance = penalties.
Ongoing Compliance Management
2.1
AML/Sanctions Screening
Screen all new counterparties against EU Consolidated List, OFAC SDN, UN Security Council, and India MHA lists before mandate acceptance. Document screening with date and outcome.
Risk: Facilitating a transaction involving a sanctioned entity = criminal liability, asset freezing.
Learn more →
2.2
GDPR / Data Protection
If processing EU personal data via Indian entity: ensure Data Processing Agreement (DPA) with Standard Contractual Clauses (SCCs) in place. DPDP Act (India) compliance also required.
Risk: GDPR fines up to 4% of global annual turnover for data transfer violations.
2.3
EUDR Due Diligence
If importing leather goods, wood products, coffee, cocoa, palm oil, soya, cattle products into EU: implement geolocation-based due diligence on sourcing. EUDR in force from December 2024.
Risk: EUDR violation = product banned from EU market, director liability.
2.4
Product Liability Review
Review EU Product Liability Directive 2024 obligations. New directive covers software and AI components. Conduct annual product liability audit for all imported product lines.
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💻

Indian IT Professional — EU Relocation

You are an Indian IT professional seeking to work in the EU. This checklist covers visa options, documentation, professional preparation, and relocation logistics.

⚠ Key Risk
The most common failure point is documentation timing — Indian professionals underestimate notice periods (60-90 days) plus visa processing time (4-12 weeks). Start 6 months before your target start date.
💡 Top Tip
Portugal is the most accessible EU destination for Indian IT professionals: D8 Digital Nomad Visa for remote workers, Tech Visa for startup employees, D2 Entrepreneur Visa for founders. Amit Jain is a D2 applicant with direct current-process knowledge.
Phase 1: Visa Route Selection
1.1
D8 Digital Nomad Visa (Portugal)
For remote workers employed by non-Portuguese company. Minimum income: 4× minimum wage (~EUR 3,480/month). Processing: 4-8 weeks. Valid 1 year, renewable to D1 residency.
Learn more →
1.2
EU Blue Card
For highly skilled workers employed by EU company. Minimum salary: 1.5× national average (Germany: ~EUR 45,300/year). Fast-track to permanent residency (2 years vs. 5).
1.3
Mode 4 (India-EU FTA)
For intra-company transferees (ICT): up to 3 years at EU office of Indian employer. For contractual service suppliers (CSS): up to 12 months. Check FTA implementation status.
Learn more →
1.4
Portugal Tech Visa
For employees of tech companies. Requires letter of support from Portuguese incubator or tech association. Processing: 4-6 weeks.
Phase 2: Documentation
2.1
Educational Qualification Apostille
Apostille all degree certificates, mark sheets, and diplomas at the State Home Department. HAGUE Convention apostille required for EU recognition.
Risk: EU consulates reject educational documents without apostille — visa delayed by weeks.
2.2
Employment Documentation
Prepare: employment contract offer letter (EU employer), last 3 months payslips (current employer), ITR last 2 years, bank statements last 6 months.
2.3
Police Clearance Certificate
Obtain from local police station or passport office. Valid 6 months. Some EU consulates require PCC from every country of residence in past 10 years.
2.4
Health Insurance
EU-standard health insurance (minimum coverage EUR 30,000) required for visa application. Travel-then-local health insurance transition plan needed.
2.5
NIF (Portuguese Tax Number)
If applying for any Portugal visa: obtain NIF via Portuguese consulate or via licensed fiscal representative. Required for any Portuguese tax, banking, or property transaction.
Phase 3: Pre-Departure
3.1
Notice Period Management
Most Indian IT employment contracts have 60-90 day notice periods. Factor this into your target EU start date. Begin resignation after visa approved, not before.
3.2
Banking Setup
Open Wise Business or N26 account before departure for immediate EUR-denomination access. Plan Indian bank account maintenance for INR income/investment continuity.
3.3
Tax Residency Planning
Consult a cross-border tax advisor (India-Portugal or India-Germany specialist). Understand: exit tax implications, DTAA (Double Tax Avoidance Agreement), NHR/IFICI eligibility in Portugal.
3.4
Social Security
Check India-EU Social Security Agreement provisions. India has bilateral SSAs with some EU member states — contributions in India may be counted in the EU system.
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⚖️ Legal Disclaimer

This checklist is provided for general commercial orientation only and does not constitute legal, customs, tax, or regulatory advice. Regulatory requirements, visa conditions, customs procedures, and FTA provisions change frequently and vary by product, jurisdiction, transaction structure, and individual circumstances. Before taking any action based on this checklist, you must consult qualified legal counsel, a licensed customs agent (CHA), a certified tax advisor, and relevant regulatory specialists in both India and the applicable EU member state. Vinod Kumar Jain and Amit Jain / Global Nexus Trade & Advisory are commercial trade intermediaries, not lawyers, customs advisors, or licensed financial advisers. All regulatory thresholds, timelines, and procedures cited are indicative only and must be independently verified before reliance.

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