An EDF covering letter is a one-page note that goes with your monthly Export Declaration Form and tells the bank, at a glance, what you are submitting: which month, how many invoices, what total value and what is enclosed. The regulations do not require a covering letter, but a clear one helps the bank process your EDF quickly and gives you a dated record of what you sent. Below is a sample you can adapt, plus versions for late and revised filings.
Key takeaways
- A covering letter is good practice, not a legal requirement; check whether your bank's EDF policy asks for one.
- Keep it to one page: exporter details, AD code, month, invoice count, total value, enclosures and a request for acknowledgement.
- Totals in the letter must match field 1.22 and Part 2B of the EDF exactly.
- Use a different version for a late EDF or a corrected EDF, so the bank understands the context.
- Ask for an acknowledgement and record it in your EDF register.
What the letter should contain
| Element | Example | Why it helps |
|---|---|---|
| Your letterhead | Name, address, GSTIN, contact | Identifies you immediately |
| Date and reference number | EDF/2026-27/11 | Easy tracking on both sides |
| Addressee | Branch Manager, AD branch of your bank | Reaches the team that handles exports |
| Subject line | Submission of EDF for services exported in November 2026 | Bank can route it without opening attachments |
| Exporter identifiers | Account number, AD code, IEC, PAN | Lets the bank match the EDF to your account |
| Summary of the EDF | Number of invoices, currencies, total INR value | Quick cross-check against the form |
| Enclosures | Signed EDF, invoice copies if requested | Confirms what is attached |
| Request | Please acknowledge receipt | Gives you proof of timely submission |
| Signature | Authorised signatory, name and designation | Matches the signatory on the EDF |
If you do not have a letterhead, our free letterhead maker creates one in minutes.
Sample EDF covering letter
``` [On your letterhead]
Ref: NL/EDF/2026-27/11 Date: 16 December 2026
To, The Branch Manager [Bank name], [AD branch name and address]
Subject: Submission of Export Declaration Form (EDF) for services exported in November 2026
Dear Sir/Madam,
We, Nimbus Labs Pvt Ltd, holding current account no. [XXXXXXXX] with your branch, submit herewith our Export Declaration Form for services exported during November 2026, as required under the Foreign Exchange Management (Export and Import of Goods and Services) Regulations, 2026.
Details: AD code: [AD code] IEC: [IEC] PAN / GSTIN: [PAN] / [GSTIN] Invoices covered: 4 (NL/26-27/041 to NL/26-27/044) Currencies: USD, EUR, GBP Total value (INR): Rs 12,48,650 (Rupees Twelve Lakh Forty-Eight Thousand Six Hundred Fifty only)
Enclosures: 1. Signed EDF for November 2026 2. Copies of the four invoices listed in Part 2B
Kindly take the EDF on record and acknowledge receipt.
Yours faithfully, For Nimbus Labs Pvt Ltd
[Signature] [Name], [Designation] [Phone] | [Email] ```
You can generate a filled version with your details using our EDF cover letter tool, which keeps the layout clean and the totals in figures and words.
Variations you may need
First EDF with this bank
Add a line introducing your business and the nature of your services, for example "We provide software development services to clients in the US and Europe." If you are unsure whether your branch handles export transactions directly, ask before sending; the letter should go to whichever branch holds your AD code.
Late EDF
The AD bank may accept a delayed EDF for reasonable cause. Add a short, factual paragraph: "This EDF is submitted after the due date of 30 November 2026 because [specific reason, such as the authorised signatory being abroad from 20 November to 8 December]. We request you to kindly accept it." Keep it honest and specific. Vague explanations are less persuasive.
Revised or corrected EDF
If you are replacing an EDF already submitted, say so clearly in the subject line ("Revised EDF for October 2026") and explain what changed: "Invoice NL/26-27/038 was omitted from the original EDF submitted on 18 November 2026; the revised EDF includes it, and the total value changes from Rs 9,10,200 to Rs 11,64,900." Ask the bank how it wants the earlier version handled.
Payment already received
If some invoices in the month have already been paid, mention the remittance references so the bank can match them as it enters the EDF into EDPMS. This is particularly useful for invoices above ₹10 lakh, which need payment evidence and matching instructions.
Sending it and getting an acknowledgement
Banks publish their own policies on how they accept EDFs, so the covering letter travels by whatever channel your bank uses. That might be an email to the branch with the letter and EDF as attachments, an upload through a trade option in net banking, or a physical submission at the counter. Our guide to submitting the EDF to your bank compares the routes.
Whichever channel you use, ask for an acknowledgement. For physical submission, that may be a stamped copy of your letter. For email, a reply from the branch. For a portal, a reference number. Write it in your EDF register; our article on why you should record the EDF acknowledgement number explains why it matters later.
A worked example
Marigold Translations LLP, a Kolkata localisation firm, raised six invoices in December 2026 to clients in France, Germany and Japan. Its December EDF, due by 30 January 2027, has six Part 2B rows and a rupee total of ₹7,86,300.
The office manager prepares the covering letter on the firm's letterhead, lists the six invoice numbers, states the total in figures and words, and attaches the signed EDF. She emails both to the branch on 14 January, as the branch had confirmed it accepts EDFs by email. The branch replies the next day acknowledging receipt, and she records the date and the reply in the firm's register, with a copy of the email saved in the December folder.
This is general information, not legal or tax advice; your bank's own policy decides what it needs with the EDF.
Frequently asked questions
Is a covering letter mandatory with the EDF?
The regulations do not require one. However, some banks may ask for it as part of their published EDF process, and many exporters send one anyway because it summarises the submission and creates a dated record.
Who should sign the covering letter?
The same authorised signatory who signs Part 4 of the EDF, or another person authorised to deal with the bank on the business's behalf. Use the name and designation the bank already has on record.
Should I attach invoices with the covering letter?
Only if your bank asks for them. Some banks want invoice copies with the EDF, while others rely on the Part 2B details. Check your bank's policy and list whatever you attach under enclosures.
Can I send one covering letter for two months' EDFs?
It is cleaner to send one letter per EDF, because each month is a separate form with its own due date. If you are catching up on a backlog, a single letter listing each enclosed EDF is acceptable as long as each form is complete on its own.
What should I do if the bank does not acknowledge my letter?
Follow up with the branch, quoting the date and channel you used, and keep a copy of what you sent. A sent email with attachments, or a courier receipt, is useful evidence that you submitted on time.
Bottom line
A short, accurate covering letter makes your EDF easier for the bank to process and easier for you to prove later. Create yours in a minute with our free EDF cover letter tool, and prepare the EDF itself with the EDF form generator.
This guide is general information for Indian businesses, not legal or tax advice. Rules and bank processes change — confirm specifics with your AD bank or chartered accountant.