Sending goods between states in India involves more paperwork than a local delivery. Having the right documents ready before the pickup date prevents delays at checkpoints and ensures smooth delivery at the destination without the loading team being held up at either end.
Documents Typically Required by the Transport Company
- Identity proof of the sender: a copy of an Aadhaar card, PAN card, or passport — this confirms who is sending the goods and is kept on record by the transport company
- Identity proof and address of the receiver: the full name, complete delivery address, and contact number of the person receiving the goods at the destination — required for the delivery receipt and handover
- Invoice or packing list: a written list of the goods being sent, their approximate value, and the total number of boxes or pieces — needed for documentation, checkpoint clearance, and for supporting any insurance claim that may arise
- Goods and Services Tax (GST) invoice (for commercial goods): if you are sending goods as part of a business transaction, a GST invoice is required; this does not apply to personal household goods moving between residences
- E-way bill (for commercial shipments above 50,000 in value): an e-way bill is a government-mandated digital document for the interstate movement of goods; it is generated online through the GST portal before the goods leave the origin; for personal household goods, an e-way bill is not usually required
- Photographs of the goods before loading: not a legal document but strongly recommended; a visual record of the condition of every item before the goods leave the origin address protects you in the event of a damage claim after delivery
Documents the Transport Company Will Provide
- Lorry receipt (LR) or consignment note: issued by the transport company at the time of pickup; this is the primary proof of booking and records the details of the sender, the receiver, the goods, and the agreed delivery terms; keep this document safely until delivery is confirmed at the destination
- Booking confirmation: a written confirmation of the pickup date, the full delivery address, and the price agreed at the time of booking
When Extra Documents May Be Needed
Some states have specific regulations for the movement of certain categories of goods, such as timber, agricultural produce, or chemicals. If you are sending anything other than standard household or commercial goods, check with the transport company whether any additional state-specific permits or forms are required before the consignment is collected. It is far better to confirm this in advance than to have the vehicle stopped at a checkpoint due to missing paperwork.
Prepare all documents one day before the pickup date so nothing delays the loading team on the day of collection. A photocopy of each document is also useful to keep for your own records in case any follow-up is needed after delivery.
