Filling Out a Certificate of Origin (COO): A Step-by-Step Guide for Indian Exporters

Meet Shagun, an enthusiastic entrepreneur from India who recently started exporting handwoven scarves and Pashmina shawls to Europe.

Shagun’s first big international order has come through, and she is excited. But before she can ship her products, her logistics partner informs her that she lacks a crucial export document: the Certificate of Origin (COO).

This document is essential to prove that her scarves and shawls are genuinely made in India, a requirement for customs clearance in her buyer’s country.

Let’s join Shagun in her journey of cross-border trade and learn how to fill a Certificate of Origin (COO). The blog also breaks down why COO is essential for international trade and the steps Shagun takes to complete the process.

What Is a Certificate of Origin?

When Shagun first hears about the COO, she is unsure what it is or why it matters.

After a bit of research, she gets to know about the Certificate of Origin. It is an official document that certifies goods were manufactured or processed in a specific country—in her case, India. For Shagun, the document is a way to assure her European customers and customs authorities that her products meet trade regulations.

Why COO is Necessary for Indian Exporters?

The COO is more than just a formality. It forms a crucial part of international trade documentation.

Shagun discovers several reasons why obtaining a COO is necessary for exporters:

• Customs Clearance: Customs authorities in Europe require it to determine import duties.
• Trade Agreements: Since India has trade agreements with many countries, the COO helps her buyer claim tariff reductions.
• Buyer Confidence: It assures her buyers of the authenticity and origin of her goods.
• Avoiding Penalties: Without a COO, Shagun risks delays or fines at the port.

Shagun realizes she cannot proceed without this document and decides to take action.

Steps to Obtain a Certificate of Origin in India

Shagun learns that obtaining a COO in India involves several steps, whether through physical submission or electronically. Here’s how she goes about it:

1. Understanding the Type of COO Required
   
   Shagun checks with her buyer and finds out she needs a preferential COO because her scarves and shawls qualify for reduced tariffs under the India-EU trade agreement.

2. Preparing the Required Documents
   
   Shagun gathers the following:
   • Cover letter (addressed to the Director General of ICC)
   • Filled Certificate of Origin form
   • Invoice, Packing List, and Letter of Credit stamped and signed by her
   • PAN and IEC
   • Proof of origin, including her supplier’s declaration and production records
   • Relevant clearance certificate issued by the customs department stating the successful payment of necessary taxes and duties

3. Finding the Right Issuing Authority
   
   She discovers that COOs in India are issued by:
   • Chambers of Commerce, such as FICCI or her local trade body
   • Export Promotion Councils (EPCs) specific to her industry
   • DGFT’s Common Digital Platform for Electronic Certificate of Origin (e-CoO) for a faster, online process

4. Submitting the Application
   
   Shagun opts for the online route via the DGFT’s e-CoO platform. She registers, uploads her documents, and completes the application process digitally.

5. Paying the Application Fee
   
   The platform calculates a small fee based on her application, which she pays online.

6. Receiving the COO
   
   Within two working days, Shagun’s application is approved. She downloads her signed and stamped Certificate of Origin from the e-CoO portal.

Steps to Fill the Certificate of Origin

While waiting for her COO approval, Shagun ensures that every field in her application is accurate. Below are the steps she takes to fill her form:

1. Exporter Details
   Shagun enters her company’s name, address, and contact information.

2. Consignee Information
   She inputs the buyer’s name and address in Europe.

3. Shipment Information
   Shagun includes her invoice number, shipment date, and the mode of transport (by sea in this case).

4. Goods Description
   She describes her scarves and Pashmina shawls in detail, including the HS code, quantity, and weight.

5. Country of Origin Declaration
   Shagun declares India as the country where the scarves and Pashmina shawls were made.

6. Certifying Authority Section
   She leaves this section blank for the DGFT to validate electronically.

7. Signature and Date
   Finally, Shagun signs and dates the form before submitting it.

Why Accuracy Matters

As Shagun starts her journey of international trade, she understands more about the process. She learns that inaccuracies can lead to delays, rejections, or even disputes with her buyer.

Understanding the e-CoO platform’s guidelines can help you complete the process easily and obtain the certificate in a hassle-free manner.

Just like Shagun, stay informed about regulations and double-check your application, especially product description and personal details to avoid rejections or delays.

Conclusion

COO is one of the most essential documents for Indian exporters seeking to take their products from India to the world.

If you’re an exporter like Shagun, ensure compliance and build trust with your buyers. With platforms like DGFT’s e-CoO, the process has become simpler and faster.

While you should make sure that you are not making any mistakes while filling the form, one thing that people often overlook is to provide the accurate description of goods, including the HS code.

Ensure to apply through the correct authority, gather the necessary documents, and fill the form accurately following the above steps to support your exports confidently.

Confident exporters lead to happy customers.

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