Understanding Export General Manifest (EGM) Procedures And Differences

In April 2025, U.S. exports reached a record $289.4 billion (up 3 percent), while the trade deficit shrank nearly 55 percent to $61.6 billion, the lowest since September 2023. This highlights major shifts in global trade flows. When goods leave your warehouse, you expect the rest to fall into place. But the journey does not end at loading. Compliance steps, such as customs validation, come next.

One document stands between you and export completion: the Export General Manifest (EGM). Many merchants overlook its importance, yet it plays a decisive role in validating shipments, securing payments, and releasing incentives. This guide breaks it down, explains why it matters, who is responsible for filing it, and how it impacts your export operations.

Let us dive in.

TL;DR

• The Export General Manifest confirms goods have physically left India. Without it, exporters can't claim refunds or incentives like GST or duty drawbacks.
• Shipping lines, airlines, or agents file the EGM post-shipment via the ICEGATE portal. Filing delays can block shipping bill closures and payments.
• A shipping bill clears goods for export; the EGM proves they have actually left. Both are required, but filed at different stages of the export cycle.
• Mistakes in EGM data or delays in submission can trigger penalties, audit flags, and payment holds. Tools like Pazago help avoid these pitfalls.

What is the Export General Manifest (EGM)?

The Export General Manifest (EGM) is a crucial document in the export process. It is filed by shipping lines or airlines with Indian customs after the goods have physically left the country. The EGM serves as legal proof that the consignment has been exported.

In simple terms, EGM in export is the final confirmation that a shipment has exited Indian borders. Without this document, exporters cannot claim benefits like duty drawbacks, GST refunds, or other export incentives. Customs uses the EGM to cross-verify that all shipments listed in shipping bills have indeed departed the country.

There are two main types of EGM:

• Manual EGM: Used for land customs or smaller ports where electronic filing isn’t available.
• Electronic EGM: Filed through the ICEGATE portal for sea and air shipments, which is mandatory at most ports.

Timely and accurate filing of the EGM is essential. Any mismatch or delay can result in compliance issues, blocked incentive claims, or scrutiny from customs authorities.

What is the Role of the EGM in Export?

EGM in export is a critical document filed by the shipping line, airline, or their agent with Indian customs. It lists all export consignments loaded on a particular vessel or aircraft.

Here is why the EGM is essential in the export process:

1. Proof of Shipment: The EGM is the final evidence that goods have physically left the country. It is used to validate the shipment against the shipping bill and confirm the export transaction.
2. Closure of Shipping Bills: Exporters cannot close their shipping bills in the ICEGATE system without a filed and approved EGM. This results in delays in processing refund claims and compliance documentation.
3. Eligibility for Export Benefits: Many government incentives, such as GST refunds, duty drawback, and RoDTEP credits, require EGM filing. If the EGM is not filed, shipping bills remain pending, and exporters cannot claim benefits.
4. Customs Compliance: Filing the EGM helps customs ensure that cargo declared for export actually leaves the country. It reduces the risk of misdeclaration, under-invoicing, or illegal diversion of goods.
5. Audit Trail and Recordkeeping: The EGM creates a reliable record of cargo movement and shipment history. It is used during audits or disputes involving customs, shipping lines, or exporters.
6. Trigger for Bank Realisation Certificate (BRC): In some cases, banks require shipping bills marked with "EGM Filed" status before processing the Bank Realisation Certificate. This is necessary to close foreign exchange transactions.
7. Helps Prevent Duplicate Shipments: Since the EGM includes the container number, shipping bill number, and exporter details, it helps prevent accidental or fraudulent re-shipping of the same consignment.
8. Digital Tracking and Status Updates: Once the EGM is filed, the export shipping bill status on the ICEGATE portal changes to "EGM Filed." This allows exporters to track shipment completion and proceed with post-export formalities.

Also Read: Essential Shipping Documents Every Importer and Exporter Should Know

Benefits of Export General Manifest (EGM) in Export Operations

Understanding what EGM is in export is vital for businesses that want to maximise efficiency and compliance in international trade. Beyond fulfilling a regulatory requirement, filing an EGM brings several operational and financial benefits:

1. Faster Processing of Export Incentives: Timely EGM filing helps exporters quickly claim government incentives, such as duty drawback and GST refunds, improving cash flow.
2. Smoother Customs Clearance: Accurate EGM filing minimises the risk of delays at customs. This ensures shipments are processed and released faster at ports.
3. Improved Cash Flow Through Quicker Bank Settlements: Banks often require EGM proof for releasing export payments. Timely filing helps speed up fund realisation under letters of credit or other financing methods.
4. Reduced Risk of Fines and Penalties: Filing EGM on time helps businesses avoid costly penalties and compliance issues that can arise from non-filing or late filing.
5. Operational Efficiency and Better Planning: With accurate, verified export records, businesses can track shipments more effectively and manage logistics and inventory with greater precision.
6. Enhanced Credibility with Authorities: Consistent and timely EGM filing builds trust with customs authorities, reducing scrutiny and enabling smoother future transactions.

Understanding what EGM is in export and using these benefits can give exporters a clear edge in managing their international operations.

Suggested Read: Creating a Packing List for International Exports

Who Files the Export General Manifest (EGM) and When?

The Export General Manifest (EGM) is filed by the carrier of the goods, typically the shipping line, airline, or their authorized agent, depending on the mode of transport. In some cases, freight forwarders or Customs House Agents (CHAs) may also handle the filing on behalf of the carrier.

Here’s a breakdown based on transport modes:

For Sea Shipments

• Filed by: Shipping Line or its agent
• Filing Timeline: Within 7 days from the date of the vessel’s departure from the port of loading
• Where: Filed electronically via ICEGATE (Indian Customs EDI system)

For Air Shipments

• Filed by: Airline or its authorized Ground Handling Agent (GHA)
• Filing Timeline: Typically, within 24 hours after the aircraft departs with export cargo
• Where: Electronically through ICEGATE or respective airline systems connected to Indian Customs

For Land Transport (Border Exports)

• Filed by: Transporter or Customs Broker
• Filing Timeline: Immediately after crossing the border
• Where: Filed at the Land Customs Station (LCS) electronically or manually, depending on location

In short, the carrier or their agent files the EGM, and it must be submitted promptly after cargo departure, with timelines varying by mode of transport.

You Might Also Like: Understanding the Format and Importance of a Commercial Invoice

How to File an Export General Manifest (EGM)?

1. Gather Required Shipment Details

Before starting the EGM filing process, collect all relevant data related to the export shipment. This includes:

• Shipping Bill numbers
• Port of loading and discharge
• Exporter and importer details
• Package count, weight, and description of goods
• Vehicle or flight number, and voyage or flight date

Accurate data at this stage helps prevent customs rejections or penalties.

2. Log in to the ICEGATE Portal

In India, EGM filing is done electronically through the ICEGATE portal. Authorized personnel, such as shipping lines, freight forwarders, or airline operators, must have a valid ICEGATE user ID and a digital signature certificate (DSC) to access the system.

3. Prepare and Upload the EGM File

The EGM file must follow a specific format, usually XML or EDI, as prescribed by customs. It should include:

• EGM number and date
• Details of each Shipping Bill
• Container details, if applicable
• Mode of transport such as sea, air, or land

Upload the file to ICEGATE using the EGM Filing module. The system will perform a basic check for file format and data accuracy.

4. Acknowledge and Monitor Status

After uploading, the system generates an acknowledgment number. Monitor the EGM status to confirm whether it has been accepted, rejected, or flagged for query. If rejected, correct the errors and resubmit your application.

5. Resolve Queries if Raised

If the system identifies discrepancies such as mismatched Shipping Bill data or missing details, a query is raised. The filer must resolve these within the allowed time. Unresolved issues can delay the closure of documentation or block incentive claims.

6. Obtain Final Acceptance

Once customs accept the EGM, the related Shipping Bills are marked as “EGM Closed.” This status confirms that the goods have officially exited the country. Exporters can then proceed with duty drawback or GST refund claims, if applicable.

Layout of an Export General Manifest (EGM) Form

Now, let’s look at the layout of an EGM form. While the format can vary depending on local customs requirements or shipping methods (sea, air, or land), most EGMs follow a similar structure.

Here’s what an EGM typically includes:

• Exporter/Shipping Line Details: Name, address, and identification number of the entity filing the EGM.
• Vessel or Flight Information: Vessel name, voyage number, flight number, and date of departure.
• Port of Loading: Name of the port where the cargo is loaded.
• Port of Discharge: Destination port where goods will be unloaded.
• Bill of Lading/Air Waybill Details: Reference numbers linked to the shipment.
• Container Numbers and Seal Numbers: Unique identifiers for containers and their seals.
• Cargo Description: Details of the goods being exported—type, quantity, and weight.
• Customs Declaration Number: The reference number from the shipping bill or export declaration.
• Consignee Information: Name and address of the buyer or recipient abroad.
• Remarks/Additional Notes: Any other details required by customs authorities.

Filing the EGM accurately and on time is critical. Incorrect or delayed submissions can lead to penalties or shipment delays. Understanding the layout and required fields will help exporters maintain compliance and ensure the smooth movement of cargo.

Example of an Export General Manifest Form

Also Read: Creating a Commercial Invoice and Packing List for International Export

Difference Between Shipping Bill and Export General Manifest

To understand what EGM is in export more clearly, it is helpful to compare it with the shipping bill, another crucial document in the export process. The table below outlines the key differences between the two:

Now that we have covered everything regarding Export General Manifest (EGM) and how it operates, let us find out how Pazago helps in its filing and compliance.

Simplify EGM Filing and Compliance with Pazago 

Pazago simplifies the complex process of Export General Manifest (EGM) filing, ensuring exporters stay compliant without delays or errors. An EGM is a mandatory document that details cargo loaded on a vessel or aircraft and must be filed with customs after shipment. 

Manual filing risks penalties, shipment holds, and delayed incentives. Pazago automates the process, reducing compliance risks and helping exporters close documentation on time.

Here’s how Pazago simplifies EGM procedures and helps exporters stay on track:

1. Centralized Document Management: Pazago centralizes all shipping documents, reducing manual errors and improving filing speed with pre-built formats and validation checks.
2. Live Shipment Tracking: Pazago provides real-time tracking and status updates, making it easier to file EGMs on time and respond to last-minute changes or customs queries.
3. Compliance and Risk Controls: Pazago keeps compliance up to date and automates key EGM requirements, enabling businesses to file correctly every time.
4. Clear Communication Across Stakeholders: Exporters, CHAs, and freight forwarders must work closely together. Pazago enables multi-user access and secure messaging to keep everyone aligned on filings and timelines.
5. Pre-Filing Quality Checks: Incomplete or incorrect details often trigger customs rejections. Pazago validates HS codes, port names, and shipping bill data before submission to ensure smooth processing.
6. Incentive and Payment Support: EGM filing affects GST refunds and duty drawback claims. Pazago links EGM acknowledgments with shipping bills, helping exporters track and process claims without delays.

With Pazago, businesses can manage EGMs efficiently, stay compliant, and avoid the common pitfalls that delay export operations.

Conclusion

The Export General Manifest (EGM) is more than just a document. It validates your exports, speeds up payments, and secures access to government incentives. Filing it accurately and on time helps you stay compliant and protects your business.

As trade processes become more digital, exporters are using tools to manage filings like the EGM more efficiently. Platforms like Pazago centralize logistics data, simplify document handling, and improve visibility, making it easier to manage exports with accuracy and confidence.

Want to simplify your export operations? Explore how Pazago can help you stay in control and reduce complexity. Book a demo with us today.

FAQs

1. What is an Export General Manifest (EGM)?

Ans. An EGM is a legal document submitted by carriers or their agents to Indian Customs, detailing all cargo loaded on a vessel or aircraft for export. It confirms that goods have physically left the country.

2. Who files the EGM and when?

Ans. The shipping line, airline, or their authorized agent must file the EGM after the goods are loaded and the vessel or aircraft departs. Filing must be done within 7 days of export departure.

3. Why is the EGM necessary in the export process?

Ans. The EGM validates the actual movement of goods from India, allowing exporters to claim benefits like duty drawbacks, IGST refunds, and other export incentives.

4. What happens if the EGM is not filed or has errors?

Ans. Failure to file or errors in the EGM can delay customs clearance, halt refund processes, and trigger penalties. It may also block the closure of shipping bills.

5. How is the EGM different from a Shipping Bill?

Ans. A shipping bill is a document generated before export as a declaration to Customs, while the EGM is filed post-export to confirm departure. The two must match for successful export processing.