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Step-by-Step Process for Import from Japan

Written by

Financial Analyst

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Introduction

Japan is known worldwide for its high-quality products, especially automobiles, auto parts, electronics, machinery, robots, tools, chemicals, and advanced technology items. Importing from Japan is trusted because Japanese goods offer superior quality, long life, and strong reliability.

This Saving Mantra guide explains the complete import process from Japan in simple, easy-to-follow steps.

Step-by-Step Process to Import from Japan

Step 1 — Choose Your Product and Check Import Rules

Start by selecting the product you want to import.
Before buying, check:

  • If the item is allowed in India
  • If it needs BIS certification (for electronics, appliances)
  • If FSSAI or CDSCO approval applies (for food or medical items)
  • Whether any restrictions or safety requirements exist

Understanding the rules early helps avoid customs problems.

Step 2 — Identify the Correct HS Code

Every product is classified using an HS code.
This code is important because it decides:

  • How much customs duty you pay
  • Whether extra licences are required
  • What documents you must submit

A correct HS code ensures a smooth import experience.

Step 3 — Obtain Import Registrations

Before importing, make sure you have:

  • IEC (Importer Exporter Code)
  • GST Registration
  • AD Code registration at the port
  • Digital Signature Certificate

These are compulsory for customs filing and clearance.

Step 4 — Finalize Purchase with the Japanese Supplier

When buying from Japan, confirm:

  • Product price and quantity
  • Technical specifications
  • Quality standards (Japanese goods follow strict norms)
  • Incoterms (EXW, FOB, CIF, CIP, DAP, etc.)
  • Payment terms (TT, LC, etc.)
  • Delivery schedule

Most Indian importers choose CIF, where the Japanese exporter handles shipping and insurance.

Step 5 — Arrange Shipping

Japan has fast and efficient transport systems.

Air Freight

Best for:

  • Electronics
  • Small machinery
  • High-value goods
  • Spare parts

Sea Freight

Best for:

  • Vehicles
  • Heavy equipment
  • Industrial machinery
  • Large-volume shipments

Choose based on product size, cost, and urgency.

Step 6 — Collect Export Documents from the Supplier

Your Japanese supplier must provide:

  • Commercial Invoice
  • Packing List
  • Air Waybill (for air) or Bill of Lading (for sea)
  • Certificate of Origin
  • Insurance Certificate (if shipping under CIF/CIP)
  • Technical or test certificates (if required)

Check these documents carefully to avoid delays at Indian Customs.

Step 7 — Customs Clearance in India

Once goods arrive at an Indian port or airport:

Filing the Bill of Entry

Your customs broker uploads all import documents.

Paying Customs Duties

You will need to pay:

  • Basic Customs Duty
  • Social Welfare Surcharge
  • IGST
  • Any anti-dumping duty (only for certain products)

Inspection by Customs

Customs may check:

  • Product value
  • Product type
  • Safety compliance
  • HS code accuracy

Release of Goods

Once payment and verification are completed, customs gives “Out-of-Charge” and the goods are released.

Step 8 — After the Goods Arrive

After customs clearance:

  • Keep documents safely for 5 years
  • Update GST input records
  • Check the goods for quality and quantity
  • Confirm safety labels and instructions (especially electronics and tools)
  • Follow India’s rules for selling or using the imported goods

Proper documentation helps in future audits or returns.

Document Checklist (Simple Summary)

Documents from Japanese Supplier

  • Invoice
  • Packing List
  • Air Waybill or Bill of Lading
  • Certificate of Origin
  • Insurance Certificate
  • Technical/Test Reports (if needed)

Documents for Indian Customs

  • IEC
  • GST Registration
  • AD Code
  • Bill of Entry
  • Duty Payment Receipt
  • Necessary Regulatory Licences (BIS, FSSAI, CDSCO, etc.)

Saving Mantra Tips for Easy Import

  • Japan follows very strict quality standards — always request product test documents.
  • Avoid under-invoicing — it may lead to heavy penalties.
  • Work with experienced logistics partners familiar with Japanese ports.
  • Keep communication clear with the supplier to avoid shipment mistakes.
  • Maintain soft and hard copies of all documents for future audits.

Disclaimer

This guide is for general informational purposes only. Import rules, duties, compliance requirements, and documentation procedures may change at any time. Always verify the latest rules from DGFT, Indian Customs, logistics providers, and certified professionals before importing. Saving Mantra is not responsible for decisions made using this information.

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