EGM ICEGATE Filing: Status Check, Errors & Practical Fixes
TL;DR - Summary
- What is EGM in exports? - EGM (Export General Manifest) is a document filed on ICEGATE that confirms your goods have officially left India.
- Who files the EGM? - The carrier or shipping line handling your cargo is responsible for EGM filing.
- Why is EGM important? - It serves as proof of export completion and is necessary for duty drawback and IGST refund claims.
- What happens if EGM is not filed correctly? - Incorrect or missing EGM updates can delay or stop your refund and export incentive benefits.
- How can you check EGM status? - You should regularly monitor the ICEGATE portal for filing status and mismatch updates.
- What should you do if there is an EGM issue? - Contact your shipping agent, carrier, or customs broker quickly to resolve mismatches or pending filings.
What Is an Export General Manifest (EGM) in Customs?
An EGM in customs is a document that carriers like shipping lines, airlines or an authorised agent file with the Indian customs to confirm an exporter’s goods have physically left India.
An EGM includes the shipping bill reference number, number of containers or packages loaded, weight, port code, destination, etc. Hence, an EGM acts as proof of export for customs and without proper filing, your shipment entry might remain incomplete on ICEGATE.
Why is EGM Important?
EGM in the Export Closure Flow
LEO granted, goods loaded
Carrier files EGM on ICEGATE
EGM matched & validated
IGST refund, drawback & RoDTEP
Important: Your IGST refund, duty drawback, and RoDTEP claims stay locked until the EGM is filed and matched on ICEGATE. If refunds are delayed, check the EGM status first.
A proper EGM ICEGATE filing is important for the following reasons:
- After export, as the shipping bill shows Let Export Order (LEO), it indicates a clearance from customs for departure. Once your carrier files the EGM on ICEGATE and it matches, the status updates to “EGM Filed” which enables refunds and drawback claims.
- An IGST refund may not be processed if the carrier fails to upload the EGM. Refund initiation can also get delayed or rejected when the EGM details do not match the shipping bill data available on ICEGATE.
- Proper EGM ICEGATE filing also supports drawback claims, RoDTEP benefits and other export incentives, which filing errors or mismatches can disrupt.
- A pending or incorrect EGM can also delay FIRC issuance. They interrupt banking documentation and slow down the foreign exchange remittance closure process.
Who Files an EGM?
An EGM ICEGATE filing is the responsibility of the carrier line and not of the exporter.
Before your goods are exported to another country, the responsible airline, shipping line or an authorised agent, as per the transport mode, fills this document on the ICEGATE portal.
However, you must note that carriers must file it within a specified timeframe. After getting the LEO for the exported goods, a shipping line or its agents must file the EGM within 7 days of the departure of a vessel from the port of loading. If you are exporting goods through air, the responsible airline or its Ground Handling Agent (GHA) must file the EGM within 24 hours of aircraft departure.
While the carrier lines or their agents handle the EGM filing, as an exporter, you must match their documentation accuracy to avoid any potential delays. For this, match the ICEGATE shipping bill details with entries made by the carrier of your goods for export.
What is the Format of EGM?
While the carrier line completes the EGM ICEGATE filing, you must also have an idea about what it includes. For this, know the 4 types of forms associated with EGM filing and their contents:
| Form Type | Purpose | Key Information Included |
|---|---|---|
| Form I | General declaration | Flight or voyage details, information on ports, and a summary of the loaded cargo for export. |
| Form II | Passenger manifest | Crew member details travelling on the vessel or aircraft. For mixed-cargo carriers, also includes vessel or aircraft name, rotation number, arrival and departure dates, and currency available on board. |
| Form III | Private properties onboard and cargo manifest | Description of loaded goods or cargo, details of the consignor and consignee, and a list of crew members' personal properties. |
| Form IV | Private properties (aircraft only) | Personal properties carried by the captain and crew members of the aircraft. |
What Is the Difference Between EGM and IGM?
As an exporter, as you get familiar with the EGM ICEGATE filing process, you may also come across the term the Import General Manifest or IGM. To avert confusion, refer to the following table for their differences:
| Parameter | EGM | IGM |
|---|---|---|
| Filing Entity | Filed by carrier lines or their agents with customs of the origin country (where goods leave from) | Filed by carrier or its agent with customs of the destination country (where goods arrive) |
| What It Unlocks | Enables IGST refund and drawback claims on the exporter's ICEGATE entry | Triggers processing of the Bill of Entry for clearance at destination |
| Filing Time | Vessels: within 7 days of departure. Aircraft: within 24 hours of departure | Vessels: 24 to 48 hours before arrival. Aircraft: within 24 hours before arrival |
How to File EGM on ICEGATE: A Step-by-Step Guide
How to File EGM on ICEGATE
Prerequisites & shipment coordination
Customs clearance with LEO issuance
Carrier EGM filing & validation
EGM tracking & confirmation
Refunds, claims & export closure
Hover or tap any step to see details
To ensure a proper EGM ICEGATE filing, a collaborative approach between you (the exporter) and your carrier is important. While it is your carrier’s responsibility to file an EGM, your proactive involvement can ensure that it is properly filed.
Here’s how the process typically unfolds:
Step 1: Prerequisites and Shipment Coordination
As your cargo gets ready to align, share your shipping bill details, invoice value, specifications of the packages, etc., with your carrier. An ICEGATE registration is typically required for full tracking access, but you may check the basic EGM status with the acknowledgement number that ICEGATE generates.
Step 2: Customs Clearance with LEO Issuance
Upon inspection, once the Indian customs issues the LEO and hands over your cargo, your carrier generates a provisional manifest, cross-referencing your shipping bill against the loaded items.
Step 3: Carrier EGM Filing and Validation
Your carrier logs in to the ICEGATE portal with their digital signature certificate. They upload a digital EGM copy in XML format. It gets automatched against your shipping bill in the Indian Customs EDI System (ICES).
Step 4: EGM Tracking and Validation
After 1–3 days, check the ICEGATE portal to confirm your EGM is validated. A matched EGM is essential for IGST refunds, duty drawback, and customs-linked export benefits. It also supports eBRC processing and export compliance.
Step 5: Refunds, Claims and Export Closure
As you have a validated EGM copy in your hand, file for your GST refund on the GST portal under Export of Goods/Services. You may link it to your GSTR-1 return for an automatic reconciliation. Banks utilise it to release Letter of Credit (LC) payment and DGFT for RoDTEP claims.
How to Check EGM Status on ICEGATE?
Here are the steps to follow an EGM filing afterwards:
- Method 1: First you have to log in to the ICEGATE portal. Then head to ‘Services’ and then ‘EGM Status Enquiry’. Enter your shipping bill details, port code and date range and download the EGM copy.
EGM ICEGATE- Method 2: This does not require you to log in to the portal. Simply head to Services → Enquiry → Public Enquiries 2.0. Further choose Document Status → Shipping Bill and fill out the location, shipping bill number, date and submit. In the status section, check if the status shows ‘EGM filed’.
Don’t let EGM errors delay your refunds and strain cash flow. As you track export compliance, Skydo helps you track export payments smoothly with instant FIRA support.
EGM vs Shipping Bill: Differences and Similarities
While both EGM ICEGATE filing and shipping bills are integral to the export process, they operate at different stages and serve distinct compliance purposes. Understanding how they complement each other helps avoid delays in export closure and benefit claims:
| Parameter | EGM | Shipping Bill |
|---|---|---|
| Timing | Post-shipment document, filed after goods leave India | Pre-shipment document, filed before goods leave India |
| Purpose | Confirms that exported goods have physically left India | Required for customs clearance and loading goods onto vessels or aircraft |
| Filing Authority | Filed by the shipping company or airline | Filed by the exporter with customs |
| Filing Portal | Carrier files via ICEGATE. Once validated, it enables IGST refund and drawback processing | Exporter files via ICEGATE. Required for refund and drawback processes |
What are Common EGM Errors and How to Fix Them?
Even if you are a seasoned exporter, you must note some common EGM issues that still may happen and tackle them:
- Data Mismatch: Detail-specific errors between your shipping bill and the EGM usually triggers 70% of export rejection. Thus, cross-verify them before handing over your goods to your carrier.
- Gaps in Carrier Coordination: In this case, check your shipping bill or EGM status on ICEGATE and identify if the filing is pending, completed or mismatched. If issues persist, contact your carrier, shipping line or raise a grievance at the ICEGATE Helpdesk to handle EGM filing and corrections.
- Non-EDI Challenges: Across remote ports, you may need to manually file. Reliance on manual EGM filing may consume 2–3 days. A CHA with strong local presence and port-level coordination can help minimise delays here.
How Can Skydo Help After Your EGM Is Filed?
Just as exporters track EGM status to avoid shipment uncertainty, payment tracking also matters. With Skydo, you can track your export payments clearly at every stage, so you always know where your money is.
With us,
- You receive international payments with automated FIRCs and purpose code.
- You can track payment status against your invoices. It helps to reconcile remittance with completed shipments.
Streamline your international payments from exports with Skydo. Get your account within 5 minutes at no forex margin today!
Can an exporter file the EGM themselves or must the carrier do it?
No, an exporter does not need to file an EGM by themselves, as it is the carrier’s responsibility to file it.
How do I find my shipping bill number?
What happens to my drawback claim if the EGM shows errors?
Is the EGM process different for air cargo versus sea cargo?
How do I escalate an EGM mismatch that the carrier hasn't resolved?
