Documents Required for IEC Registration?

The Import Export Code (IEC) is a unique 10-digit identification number required for businesses to import and export goods in and out of India. Obtaining an IEC is a crucial step for anyone looking to engage in international trade. This registration not only helps streamline the process but also ensures compliance with legal and regulatory requirements. To apply for an IEC, various documents must be submitted. This article provides a comprehensive overview of the documents required for IEC registration, broken down into categories for ease of understanding

Business Proof

For Sole Proprietorships

• PAN Card of the Proprietor: The Permanent Account Number (PAN) card of the individual who owns the business is necessary. It serves as a key document for identifying the business owner.
• Business Address Proof: This can be a utility bill, rent agreement, or property tax receipt in the name of the proprietor or the business entity.

For Partnerships

• Partnership Deed: A notarized copy of the partnership deed is required, detailing the names of the partners, their shares, and the nature of the business.
• PAN Card of the Partnership Firm: The PAN card of the firm, not just the individual partners.
• Business Address Proof: Similar to sole proprietorships, this can be a utility bill, rent agreement, or property tax receipt in the name of the firm.

For Private Limited Companies:

• Certificate of Incorporation: This document, issued by the Registrar of Companies (RoC), provides proof of the company's legal existence
• Memorandum of Association (MoA) and Articles of Association (AoA): These documents outline the company's objectives and rules governing its operations.
• PAN Card of the Company: The PAN card is issued in the name of the company.
• Business Address Proof: Utility bills or property tax receipts in the company's name.

KYC Documents

For Individuals:

• Aadhaar Card: This is required as proof of identity and address.
• Passport-sized Photographs: Recent passport-sized photographs of the business owner.

For Companies and Partnerships:

• Identity Proof of Directors/Partners: PAN cards, Aadhaar cards, or passports of the directors or partners.
• Address Proof of Directors/Partners: Utility bills, bank statements, or rental agreements in the name of the directors or partners.

Bank Details

Bank Account Statement:

• Recent Bank Statement: A recent bank statement from the business account, usually covering the last six months, to confirm the account's activity and legitimacy.

Bank Account Proof:

• Canceled Cheque: A canceled cheque with the company’s name printed on it. This serves as proof of the company's bank account details.

Bank Certificate:

• Bank Certificate: A certificate issued by the bank, confirming the details of the business account

Legal Documents

For Sole Proprietorships and Partnerships:

• Trade License: This is required to prove that the business is registered and legally allowed to operate in its respective industry
• GST Registration Certificate: While not always mandatory, having a Goods and Services Tax (GST) registration is beneficial as it complements the IEC registration process.

For Companies:

• GST Registration Certificate: Companies must provide their GST registration details
• Board Resolution: A resolution from the board of directors authorizing the application for IEC registration. This is specific to companies and must be signed by the company’s directors

Additional Documents

Digital Signature:

• Digital Signature Certificate (DSC): A DSC may be required for applying online, depending on the registration process of the concerned authority.

Proof of Export/Import:

• Previous Import/Export Bill: If applicable, submitting a copy of previous import/export bills can be useful, particularly for businesses already engaged in international trade.

Step-by-Step Process for IEC Registration via Filing Lounge

1. Visit the Filing Lounge Website:

Open your web browser and go to the Go to the import-export website.

2. Fill in Basic Details
• Enter Basic Information: You will be prompted to enter basic information about your business, such as the name of the business, type of business entity (Sole Proprietorship, Partnership, Private Limited Company, etc.), and contact details.
• Provide Business Address: Input the address of your business. This should be the address where your business is located and where official correspondence will be sent.
3. Upload Required Documents: Prepare Document Scans

Ensure you have digital copies of all required documents, including:

• PAN Card (for the business and/or proprietor/directors)
• Aadhaar Card (for identity proof)
• Bank Statement/Cheque (for bank account details)
• Business Address Proof (utility bills, rental agreements, etc.)
• Partnership Deed (if applicable)
• Certificate of Incorporation (for companies)
• GST Certificate (if applicable)
• Board Resolution (for companies)
• Trade License (if applicable)
• Upload Documents: Follow the prompts to upload these documents. Ensure that each file is clear and legible to avoid any issues during the processing.
4. Fill in Additional Details: Provide Additional Information

You may be required to enter additional details such as the nature of the business, planned imports/exports, and details about the authorized signatory.

5. Review Your Application: Check Details

Review all the information and documents you have provided. Make sure everything is accurate and complete. This step is crucial to avoid errors that might delay the process

6. Make the Payment: Pay the Registration Fee

Follow the instructions to make the payment for the IEC registration. Payment can typically be made via credit/debit card or other online payment methods available on the platform

7. Submit Your Application: Submit the Application

Once payment is confirmed, submit your application. You should receive a confirmation message or email indicating that your application has been successfully submitted.

8. Track Your Application: Monitor Status

After submission, you can track the status of your application through the Filing Lounge portal. They may provide updates or additional instructions via email or on their website.

9. Receive IEC: Receive IEC Code

Upon approval, you will receive your Import Export Code via email or through the Filing Lounge portal. Ensure that you save and store this code safely, as it is essential for conducting international trade.

Conclusion

IEC registration is a fundamental requirement for businesses engaged in international trade. Ensuring that all necessary documents are properly prepared and submitted can facilitate a smooth registration process. Businesses should carefully review the requirements and seek professional assistance if needed to navigate the complexities of the registration process. With the right documentation, businesses can secure their IEC registration and begin trading globally.