An EDF form in Word format is useful when your bank asks for an editable copy or when you want a reusable monthly template, but the Word file must mirror the Annex to the 2026 Regulations exactly — same parts, same field numbers, same declaration wording. Treat Word as a container for the official form, not as a chance to redesign it.
Key takeaways
- A Word (.doc or .docx) EDF is fine as a working file, but the content must follow the Annex structure: Part 1 (1.1 to 1.22), Part 2A, Part 2B, Part 3, Part 4 and Part 5.
- Most banks will want a signed copy in the end, so the editable file is usually a stepping stone to a PDF or a print.
- Never reword the Part 4 declaration, renumber fields or delete the Part 5 bank section.
- Keep one master template and save a fresh copy each month, named by month and year.
When an editable Word copy actually helps
Most service exporters never need a .doc version. They fill the form once, sign it, and send a PDF or a printout. But there are three situations where a Word file earns its place.
Your bank's trade desk wants to correct something. Some branches prefer to receive an editable draft so they can point out changes before you sign. Banks publish their own EDF acceptance policies, so whether your branch works this way is something to ask your relationship manager.
You file the same structure every month. If Kavya Analytics LLP bills the same four foreign clients every month, a Word template with the client names and addresses already in Part 2B saves real time. Only the invoice numbers, dates and amounts change.
Your CA or accounts team reviews before signing. Track changes in Word make it easy for a reviewer to flag a wrong SAC code or a missing contract date without retyping the whole form.
If none of these applies, you are better off generating the form directly. Our free EDF form generator builds the form from your inputs, so you don't have to worry about table borders drifting or rows breaking across pages.
What the Word file must contain
The EDF is the form in the Annex to the Foreign Exchange Management (Export and Import of Goods and Services) Regulations, 2026, in force from 1 October 2026. Your Word version should carry every part, even the ones a services exporter leaves blank.
| Part | What it covers | What a services exporter does |
|---|---|---|
| Part 1 (1.1–1.22) | General information: type of export, AD code, IEC, GSTIN, PAN, bank and exporter details, mode of realisation, country, description, total value | Fill every relevant field; mark port and shipping bill fields N/A |
| Part 2A | Goods | Leave blank |
| Part 2B | Services, one row per invoice | Fill recipient, country, invoice no. and date, currency, amount, NRV, description, SAC, contract, remarks |
| Part 3 | Exports by post/courier | Usually N/A |
| Part 4 | Declaration by exporter | Strike out the alternatives that don't apply, date, sign |
| Part 5 | For the specified authority / bank | Leave for the bank |
Keep the field numbers visible. A bank officer checking 1.6 (AD code) or 1.12 (mode of realisation) should find it in the place they expect.
How to keep the layout from breaking
Word is notorious for shifting tables when you add rows. A few habits prevent most of the pain.
Build Part 2B as a single table
Use one table with fixed column widths for Part 2B, with the header row set to repeat on each page. Add invoices as rows inside it, never as a new table below. Twelve columns is a lot for a portrait page, so turn that section sideways.
Lock what should not move
Use Word's "Restrict Editing" to allow changes only in the fill-in areas. This stops a colleague from accidentally deleting the declaration text while typing an address. It also keeps the Part 5 section empty.
Save the master separately
Keep EDF-master.docx untouched. Each month, save a copy such as EDF-2026-10-Kavya-Analytics.docx. That way the template stays clean and your EDF register can point to one file per month.
What you must never change
Editable does not mean flexible. These changes can get a form rejected or, worse, accepted with errors that come back later.
- The declaration wording in Part 4. You strike out the alternatives that don't apply (I/We, buyer/third party, will be received/has been received, foreign exchange/Indian Rupees, goods/services). You do not rewrite the sentence.
- Field numbers and order. Don't merge 1.15 and 1.16 to save space or drop 1.20 because it says LEO date. Write N/A instead.
- The value in words. Field 1.22 needs the total in figures and words. If you edit the figure, update the words too. Our amount in words tool handles Indian grouping, so ₹18,40,500 reads as "Eighteen Lakh Forty Thousand Five Hundred Rupees".
- Any bank-filled area. Field 1.2 (form number) may be bank-allotted, and Part 5 belongs to the bank. Leave both alone unless your bank tells you otherwise.
A worked example
Kavya Analytics LLP, Pune, raises three invoices in October 2026: USD 4,200 to a Boston client, EUR 3,000 to a Rotterdam client, and GBP 1,850 to a Leeds client. All work is delivered online.
Their Word template already has the LLP's PAN, GSTIN, IEC, AD code and bank address in Part 1. For October, the accounts executive:
- Opens the master and saves it as the October file.
- Sets 1.1 to Services and 1.4 to Internet.
- Fills three rows in Part 2B with invoice numbers, dates, currency, amount and NRV.
- Converts each foreign amount at the rate their CA has advised and totals the rupee value in 1.22, in figures and words.
- Strikes out the inapplicable alternatives in Part 4.
- Exports to PDF, signs, and submits.
Because the invoices are dated October 2026, the EDF is due by 30 November 2026 — within 30 days from the end of the invoice month. You can confirm any date with the EDF due date calculator.
Word, PDF or generator: which should you use
| Format | Best for | Watch out for |
|---|---|---|
| Word (.doc/.docx) | Repeat monthly structure, internal review, bank wants a draft | Layout drift, accidental edits to fixed text |
| Final signed submission | Hard to edit; regenerate rather than patch | |
| Online generator | First-time filers, fast and clean output | Check every field before you sign |
This is general information, not legal or tax advice. Your AD bank decides what format it accepts.
Frequently asked questions
Is an EDF in Word format legally valid?
The law prescribes the content of the form, which is the Annex to the 2026 Regulations, rather than a file type. A Word file that reproduces the Annex faithfully carries the same information. Whether your bank accepts a .doc, a signed PDF or a printed copy depends on the bank's published EDF policy, so check with your branch.
Can I delete the goods sections to make the Word file shorter?
It is safer not to. Part 2A and the port-related fields in Part 1 should stay in the form, left blank or marked N/A. Removing them makes the form look different from the Annex and may prompt questions from the bank.
Should I send the Word file or a PDF to the bank?
Send what your bank asks for. Many banks expect a signed document, which usually means a PDF scan or a physical copy. Keep the Word file as your working version and the signed PDF as your record.
How do I add more invoices than the table has rows?
Insert rows inside the existing Part 2B table so the columns stay aligned. One EDF can cover all your service invoices for a month, to one or more recipients, so the table can be as long as you need. Number each row in the Sr. no. column.
Can I reuse last month's Word file?
Yes, as long as you replace every invoice detail and recheck the totals in 1.22. A stale invoice number or last month's exchange rate is an easy mistake to miss. A clean master template is safer than editing the previous month's file.
Bottom line
Use Word when you need an editable draft or a repeatable monthly template, but keep the Annex structure and declaration untouched. For a fast, correctly laid out form, start with the free EDF form generator and save your own master from there. For more on every field, read the complete EDF guide.
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.