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The EXIM Code (Export Import Code) is a mandatory 13-digit government identification number issued by the Department of Customs, Ministry of Finance, required for all businesses engaged in importing or exporting goods from Nepal. Without a valid EXIM Code, businesses cannot legally conduct international trade operations, clear goods from customs warehouses, or process foreign exchange transactions through banking channels. This comprehensive guide covers the complete legal framework, registration requirements, application procedures, renewal process, and compliance obligations under the Customs Act 2064 and the Procedure for Providing EXIM Code 2079.
What is EXIM Code?
EXIM Code stands for Export Import Code, a unique 13-digit government identification number that authorizes companies, firms, and industries to legally import and export goods to and from Nepal. The code is issued by the Department of Customs and serves multiple purposes:
- Regulates international trade activities
- Collects trade-related data for policy decisions
- Ensures customs compliance
- Provides legal oversight for import/export businesses
- Enables customs clearance for international shipments
- Facilitates foreign exchange transactions related to trade
- Prevents unauthorized or illegal cross-border trade
- Allows government to monitor trade flows accurately
EXIM Code Structure Explained
The 13-character EXIM Code follows a specific format that encodes key information about the business:
| Position | Digits | Represents |
|---|---|---|
| 1-9 | 9 digits | Registered PAN (Permanent Account Number) |
| 10-11 | 2 digits | Ownership code: 01 = Sole Proprietorship, 02 = Partnership/Company |
| 12-13 | 2 digits | Software-generated unique number |
| 14-15 | 2 letters | "NP" denoting Nepal |
Example: 123456789-01-47-NP where 123456789 is the PAN number, 01 indicates sole proprietorship, 47 is the unique identifier, and NP represents Nepal.
Legal Framework Governing EXIM Code
| Legislation/Regulation | Year | Purpose |
|---|---|---|
| Customs Act (Bhansar Ain) | 2064 (2007) | Primary law governing import/export, customs duties, and trade compliance |
| Customs Rules (Bhansar Niyamawali) | 2065 (2008) | Detailed procedures for customs clearance and documentation |
| Procedure for Providing EXIM Code | 2079 (2023) | Specific procedures for EXIM Code registration, renewal, suspension, and revocation |
Regulatory Authorities
| Authority | Role |
|---|---|
| Department of Customs | Issues and renews EXIM Codes, processes applications |
| Department of Commerce, Supplies and Consumer Protection | Regulates trading companies, issues trading licenses |
| Department of Industry | Regulates manufacturing industries |
| Department of Cottage and Small Industries | Registers cottage and small industries |
| Inland Revenue Department | Tax-related matters, PAN/VAT registration, tax clearance |
| Nepal Rastra Bank | Foreign exchange regulations |
Who Must Obtain EXIM Code?
Any company, firm, or industry intending to import goods from a foreign country to Nepal and/or export goods from Nepal to a foreign country must obtain an EXIM Code. This includes:
- Trading companies engaged in import/export
- Manufacturing industries importing raw materials or exporting finished goods
- Sole proprietorship firms
- Partnership firms
- Private Limited Companies
- Public Limited Companies
Exemptions (EXIM Code Not Required)
Section 6 of the EXIM Code Procedure 2079 provides the following exemptions:
| Exemption | Details |
|---|---|
| Personal Use Goods | Import/export of goods for personal use as per passenger baggage rules |
| Small Value Imports | Imports worth up to NPR 10,000 at a time |
| Small Value Exports | Exports worth up to NPR 10,00,000 (10 Lakhs) at a time |
Special EXIM Code
Section 7 of the EXIM Code Procedure provides for temporary/special EXIM Codes under specific circumstances:
- Government and Diplomatic: Import/export by government authorities, public corporations, government projects, and diplomatic agencies for non-commercial purposes
- Micro, Cottage, and Small Industries: Import of raw materials, tools, equipment, and their parts required for production by industries registered under the Industrial Enterprise Act 2076
- One-Time Industrial Import: Single importation of equipment, tools, or parts for establishing an industry
- Donations and Relief: Regular export/import of goods for donation, gift, or relief purposes
- Other Specified Purposes: As specified by the Department of Customs
EXIM Code Types
Businesses can apply for EXIM Code based on their trade activities:
| Type | Purpose | Special Requirements |
|---|---|---|
| Import Only | For businesses only importing goods | Minimum capital NPR 10 Lakhs, Bank guarantee NPR 3 Lakhs |
| Export Only | For businesses only exporting goods | No minimum capital, no bank guarantee required |
| Import-Export (Both) | For businesses engaged in both activities | Minimum capital NPR 10 Lakhs, Bank guarantee NPR 3 Lakhs |
Eligibility Requirements
To qualify for EXIM Code registration, the applicant must meet the following requirements:
1. Business Registration
The company/firm/industry must be registered with one of the following:
- Office of Company Registrar (OCR): For Private/Public Limited Companies
- Department of Commerce, Supplies and Consumer Protection: For trading companies
- Department of Industry: For manufacturing industries
- Department of Cottage and Small Industries: For cottage, micro, and small industries
- Relevant body with Department of Industry recommendation: For other types of industries
2. Minimum Paid-Up Capital
| Activity Type | Minimum Capital Requirement |
|---|---|
| Import activities (or Import-Export) | NPR 10,00,000 (10 Lakhs) |
| Export only activities | No minimum capital requirement |
| Companies registered at OCR | NPR 25,00,000 (25 Lakhs) share capital |
Note: The minimum paid-up capital may vary based on the nature and location of the trading company. The requirement may be higher for certain specialized industries or locations.
3. Tax Registration
- PAN Certificate: Mandatory for all applicants
- VAT Registration: Required if importing VAT-applicable goods
- Tax Clearance: No arrears of tax payable to Government of Nepal
4. Bank Account and Guarantee
- Current account with a Category "A" Commercial Bank in Nepal
- Bank guarantee of NPR 3,00,000 (3 Lakhs) from an A-class bank with minimum 1-year validity (for import activities only)
Export Promotion: For businesses engaged only in export activities, the minimum capital requirement and bank guarantee are waived to promote exports from Nepal.
Documents Required for EXIM Code Registration
For Sole Proprietorship Firms
- Citizenship certificate of proprietor
- Registration Certificate from Gharelu tatha Sana Udhyog (Cottage and Small Industry) with minimum capital of NPR 10 Lakhs
- PAN or VAT Registration Certificate
- Tax Clearance Certificate of last fiscal year (not required for newly registered firms)
- Original Bank Guarantee of NPR 3 Lakhs (valid till end of fiscal year or longer)
- Bank Account Recommendation Letter (Annexure 2 format)
- One passport-size photo of proprietor
- Business location map
- Application letter
For Partnership Firms
- Citizenship certificates of all partners
- Partnership Deed/Agreement
- Registration Certificate from Gharelu tatha Sana Udhyog with minimum capital of NPR 10 Lakhs
- PAN or VAT Registration Certificate
- Tax Clearance Certificate of last fiscal year
- Original Bank Guarantee of NPR 3 Lakhs
- Bank Account Recommendation Letter (Annexure 2 format)
- Meeting minute specifying whose photo and signature will be used in EXIM Certificate
- One passport-size photo
- Business location map
- Application letter
For Companies Registered at OCR
- Citizenship certificates of all directors/shareholders
- Registration Certificate and documents from Office of Company Registrar
- Memorandum and Articles of Association
- Share Lagat Certificate (Share Capital Certificate) of NPR 25 Lakhs
- Registration Certificate from Department of Industry or Department of Commerce (renewed if required)
- PAN or VAT Registration Certificate
- Tax Clearance Certificate of last fiscal year
- Original Bank Guarantee of NPR 3 Lakhs
- Bank Account Recommendation Letter (Annexure 2 format)
- Board Meeting Minute specifying whose photo and signature will be used in EXIM Certificate
- One passport-size photo
- Business location map (Google Maps location details)
- Application letter
Additional Documents (If Applicable)
- Excise Products: License from relevant department for import/export of excise-applicable products (alcoholic beverages, tobacco, etc.)
- Power of Attorney: If a person other than the owner will visit the customs department
- Department of Industry Recommendation: Required for companies registered at Cottage and Small Industry after 2074 BS
EXIM Code Registration Process
Step 1: Business Registration
Ensure your business is properly registered with the relevant authority:
- Register at Department of Commerce, Supplies and Consumer Protection (for trading)
- Register at Department of Industry (for manufacturing)
- Register at Department of Cottage and Small Industries (for small enterprises)
- Obtain necessary licenses and certifications
Step 2: Arrange Required Documents
- Gather all documents as listed above based on your entity type
- Obtain Tax Clearance Certificate from Inland Revenue
- Arrange Bank Guarantee from A-class commercial bank
- Get Bank Recommendation Letter in prescribed format (Annexure 2)
Step 3: Submit Online Application
Access the EXIM registration portal:
- Primary Portal: https://nnsw.gov.np/exim/registration
- Alternative: https://customs.gov.np
Fill in the following details in the online form:
- Business registration details
- Registered address details (including Google Maps location)
- Proprietor/Partner/Director details (including three-generation names)
- Bank account details
- Bank guarantee details
Step 4: Upload Scanned Documents
Upload scanned copies of all required documents through the online portal. Ensure documents are clear, legible, and in accepted formats.
Step 5: Physical Document Submission
- Print the online application form
- Prepare physical copies of all uploaded documents
- Visit the Department of Customs office
- Submit physical documents along with original Bank Guarantee letter
Step 6: Verification and Issuance
- Department of Customs verifies online application and physical documents
- May request additional information or clarifications if needed
- Upon successful verification, EXIM Code Certificate is issued
- Timeline: Within 7 working days from complete application submission
EXIM Code Registration Costs
| Cost Component | Amount | Remarks |
|---|---|---|
| Government Registration Fee | Minimal/Nil | Direct government fees are minimal |
| Bank Guarantee | NPR 3,00,000 | For import activities; refundable upon cancellation |
| Document Preparation | Variable | Notarization and certification charges |
| Professional Service Fee | Variable | If using legal/consulting services |
EXIM Code Validity
- EXIM Code remains valid for one fiscal year
- If registered mid-year, valid till end of current fiscal year
- The code number itself remains permanent throughout the company's existence
- Only validity requires annual renewal
EXIM Code Renewal Process
When to Renew
- EXIM Code must be renewed before the start of each new fiscal year
- Due date: End of Ashad (mid-July) each year
- Can renew for up to 5 fiscal years at once with lump-sum fee payment
Renewal Steps
- Login to EXIM Portal: Access https://nnsw.gov.np/exim/renewal using EXIM Code as username
- Fill Renewal Form: Enter EXIM Code, renewal date, type (Export/Import/Both)
- Upload Documents: Tax Clearance Certificate, Bank Guarantee extension (if required)
- Make Payment: Pay renewal fee online via ConnectIPS or deposit at bank
- Physical Submission: Submit documents to Department of Customs for verification
- Receive Renewal: Code renewed upon verification (typically 3-5 working days)
Documents Required for Renewal
- Tax Clearance Certificate of last fiscal year
- Bank Guarantee of NPR 3,00,000 extended for renewal period (for import)
- Renewed Company/Industry Registration Certificate (if applicable)
- PAN/VAT Registration Certificate
- Renewal fee payment receipt/voucher
- Previous year's auditor report
Renewal Fees and Late Penalties
| Renewal Timeline | Fee | Late Fine | Total |
|---|---|---|---|
| Before Ashad End (on time) | NPR 1,000 | Nil | NPR 1,000 |
| Before Ashoj End | NPR 1,000 | NPR 500 | NPR 1,500 |
| By Next Ashad End | NPR 1,000 | NPR 1,000 | NPR 2,000 |
| After Next Ashad | NPR 1,000 | NPR 10,000/year | NPR 11,000/year |
| After 5 Years Non-Renewal | Auto-Cancelled – Must Re-register | ||
Important: If EXIM Code is not renewed for 5 consecutive years, it is automatically cancelled. The business must apply for fresh registration to resume import/export activities.
Suspension of EXIM Code
Conditions for Suspension
Under Section 8 of the EXIM Code Procedure, the Department of Customs or Customs Office may suspend the EXIM Code for up to 6 months if:
- The person does not pay revenue or any other amount due to the Government of Nepal
- Outstanding customs duties remain unpaid
- Tax liabilities are pending
Release of Suspension
The suspension can be released if the person:
- Submits application within 6 months of suspension
- Provides information that all revenue and dues have been paid
- Clears all outstanding amounts to the government
Revocation of EXIM Code
The EXIM Code may be permanently revoked under the following conditions:
| Condition | Details |
|---|---|
| Failure to Clear Suspension | Suspension not released within 6 months |
| Forged Documents | Submitting fake, forged, or false documents to Customs Office |
| Smuggling | Committing or attempting export/import smuggling |
| Unauthorized Routes | Exporting/importing through routes other than prescribed |
| Misdeclaration | Goods found different from declaration (name, nature, characteristics, measurement, size, quality, quantity) |
| Repeated Violations | Punished for wrong declaration of goods repeatedly |
De-Registration/Cancellation of EXIM Code
Businesses that no longer wish to engage in import/export can voluntarily cancel their EXIM Code:
Cancellation Process
- Submit online application via EXIM portal
- Upload required documents
- Submit physical copies to Department of Customs
- Department verifies no outstanding customs duty or payables
- Upon clearance, code is cancelled and Bank Guarantee released
Documents for Cancellation
- Tax Clearance Certificate of last fiscal year
- Copy of Bank Guarantee and EXIM Code Certificate
- Deposit voucher for renewal fee (all pending renewals must be cleared)
- Meeting minute of decision to cancel (for companies/partnerships)
- Application letter for cancellation
- Letter of Authority (if owner cannot visit personally)
Reactivation of Cancelled EXIM Code
If EXIM Code is cancelled by the Department (not voluntarily), it may be reinstated by:
- Clearing all outstanding taxes and customs duties
- Extending/renewing Bank Guarantee
- Submitting required compliance documents
- Applying for reactivation at Department of Customs
Important EXIM Code Information
Code Permanence
- EXIM Code number remains the same throughout the company's existence
- Only validity requires renewal, not the code itself
- Code uniquely identifies the organization in all trade records
Single Code Policy
- A company can have only one EXIM Code
- Same code used for all import and export transactions
- Branch offices use the EXIM Code of the parent company
Non-Transferability
- EXIM Code cannot be transferred to another company
- If company is acquired or merged, new entity must apply for fresh EXIM Code
Online Portal Access
- New Registration: https://nnsw.gov.np/exim/registration
- Renewal: https://nnsw.gov.np/exim/renewal
- Validity Check: Can be verified online using code number
Benefits of Having EXIM Code
- Legal Authorization: Engage in import/export activities legally
- Customs Clearance: Clear goods from customs warehouses
- Banking Transactions: Process foreign exchange transactions for trade
- Global Market Access: Access international markets for business expansion
- Government Benefits: Eligibility for export incentives and duty drawback
- Trade Data: Proper tracking of trade transactions
- Business Growth: Import raw materials, machinery, and export finished products
- Compliance: Prevent unauthorized or illegal cross-border trade
Common Mistakes to Avoid
- Incomplete Documents: Ensure all documents are complete and properly certified
- Expired Bank Guarantee: Maintain valid bank guarantee throughout EXIM validity
- Late Renewal: Renew before fiscal year end to avoid penalties
- Tax Arrears: Clear all tax dues before applying or renewing
- Incorrect Information: Verify all details match between documents and application
- Missing Board Resolution: Include meeting minutes for companies
- Wrong Entity Type: Apply correct code for proprietorship vs partnership vs company
Need Legal Assistance?
Our legal team provides comprehensive services for EXIM Code registration, renewal, and compliance including document preparation, application submission, bank guarantee coordination, and handling suspension/revocation cases. Contact us for professional consultation on import-export code in Nepal.
Frequently Asked Questions
EXIM Code stands for Export Import Code, a unique 13-digit government identification number issued by the Department of Customs, Ministry of Finance. It is required to legally import or export goods to and from Nepal. Without EXIM Code, businesses cannot clear goods from customs warehouses, make bank payments to foreign suppliers (for imports), or receive bank payments from foreign buyers (for exports). The code enables customs clearance, facilitates foreign exchange transactions, and allows the government to track trade flows.
The EXIM Code is a 13-character code with the following structure:
| Position | Content | Meaning |
|---|---|---|
| 1-9 | 9 digits | PAN number of the business |
| 10-11 | 2 digits | Ownership: 01=Sole Proprietorship, 02=Partnership/Company |
| 12-13 | 2 digits | System-generated unique number |
| 14-15 | 2 letters | "NP" denoting Nepal |
Example: 123456789-01-47-NP
| Activity Type | Minimum Capital |
|---|---|
| Import activities | NPR 10,00,000 (10 Lakhs) |
| Export only | No minimum requirement |
| Import-Export both | NPR 10,00,000 (10 Lakhs) |
| Companies at OCR | NPR 25,00,000 (25 Lakhs) share capital |
To promote exports, businesses engaged only in export activities have no minimum capital requirement and no bank guarantee obligation.
Required documents include:
- Company/firm registration certificate
- Citizenship certificates of proprietor/partners/directors
- PAN/VAT registration certificate
- Tax clearance certificate (not required for new firms)
- Bank guarantee of NPR 3 Lakhs from A-class bank (for import)
- Bank account recommendation letter (Annexure 2 format)
- Passport-size photo
- Business location map
- Application letter
- Board meeting minute (for companies)
- Share capital certificate (for OCR-registered companies)
Step 1: Register business with relevant authority (Department of Commerce/Industry)
Step 2: Gather all required documents including bank guarantee
Step 3: Submit online application at https://nnsw.gov.np/exim/registration
Step 4: Upload scanned copies of all documents
Step 5: Submit physical copies and original bank guarantee to Department of Customs
Step 6: Verification by department
Step 7: EXIM Code issued within 7 working days
EXIM Code is valid for one fiscal year. If registered mid-year, it remains valid till end of current fiscal year. The code must be renewed before the start of each new fiscal year (before end of Ashad/mid-July). You can renew for up to 5 fiscal years at once by paying lump-sum fees. Note: The code number itself remains permanent; only validity requires renewal.
| Timeline | Renewal Fee | Late Fine | Total |
|---|---|---|---|
| Before Ashad End | NPR 1,000 | Nil | NPR 1,000 |
| Before Ashoj End | NPR 1,000 | NPR 500 | NPR 1,500 |
| By Next Ashad | NPR 1,000 | NPR 1,000 | NPR 2,000 |
| After Next Ashad | NPR 1,000 | NPR 10,000/year | NPR 11,000/year |
| After 5 Years | Auto-cancelled - must re-register |
Special EXIM Code is a temporary code issued under specific circumstances:
- Government authorities, public corporations, diplomatic agencies for non-commercial purposes
- Micro, cottage, and small industries importing raw materials/tools for production
- One-time import of industrial equipment for establishing an industry
- Regular import/export of donations, gifts, or relief materials
- Other purposes specified by Department of Customs
Exceptions under Section 6 of EXIM Code Procedure:
- Import/export of goods for personal use as per passenger baggage rules
- Imports worth up to NPR 10,000 at a time
- Exports worth up to NPR 10,00,000 (10 Lakhs) at a time
A bank guarantee of NPR 3,00,000 (3 Lakhs) from a Category "A" Commercial Bank is required for businesses engaged in import activities. The guarantee must have minimum 1-year validity. Requirements:
- Must be original guarantee letter
- Valid till end of fiscal year or longer
- Must be extended for each renewal period
- Refundable upon EXIM Code cancellation
- NOT required for export-only businesses
Suspension (up to 6 months): If revenue or duties payable to government remain unpaid. Can be released by paying all dues within 6 months.
Revocation (permanent): If suspension not cleared within 6 months, or for submitting forged documents, smuggling, using unauthorized routes, misdeclaring goods, or repeated violations.
No, a company can have only one EXIM Code. The same code is used for all import and export transactions. Branch offices use the EXIM Code of the parent company. EXIM Code cannot be transferred to another company; if a company is acquired or merged, the new entity must apply for fresh EXIM Code.
To voluntarily cancel:
- Submit online application via EXIM portal
- Upload Tax Clearance Certificate, Bank Guarantee copy, EXIM Certificate copy
- Clear all pending renewal fees
- Provide meeting minute (for companies)
- Submit application letter for cancellation
- Department verifies no outstanding duties
- Code cancelled and Bank Guarantee released
If EXIM Code is not renewed for 5 consecutive years, it is automatically cancelled by the Department of Customs. The business cannot conduct any import/export activities. To resume trading, the company must apply for fresh EXIM Code registration with all required documents and bank guarantee. Previous code cannot be reactivated.
EXIM Code applications are processed through the Nepal National Single Window (NNSW) portal:
- New Registration: https://nnsw.gov.np/exim/registration
- Renewal: https://nnsw.gov.np/exim/renewal
- Alternative: https://customs.gov.np
You can also check validity of any EXIM Code online by entering the code number on the Department of Customs website.
