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Commercial invoice template

A commercial invoice for international shipments: consignee, HS code and value per line, country of origin, Incoterms and the waybill number, with a signed declaration.

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Commercial invoice template: an example, filled in

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What’s in this template

  • Consignee instead of Bill to
  • HS code column next to each item
  • Country of origin, Incoterms and AWB / B/L number fields
  • Quantity, unit value and amount
  • Notes for the reason for export and your declaration

How to fill it in

  1. Pick a format. Download the Word or Excel file or the printable PDF, make your own copy in Google Docs or Google Sheets, or fill the template in online and download the finished PDF.
  2. Add exporter and consignee. Fill in your company with its EORI or tax number, and the consignee who receives the goods, with a phone number.
  3. Describe each item for customs. Write what the item is and what it is made of, its HS code, quantity and unit value; customs uses these to assess duty.
  4. Add shipping details and sign. Fill in the country of origin, Incoterms and waybill number, state the reason for export, sign the declaration and attach copies to the shipment.

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When to use it

Every international shipment of goods for sale needs a commercial invoice: customs uses it to classify the goods and calculate duties and taxes. Couriers such as UPS, FedEx and DHL accept your own commercial invoice if it has the information they list, and some ask for their own form; check with your carrier.

Tips

  • Be specific. “Men’s down jacket, nylon shell” clears customs; “clothing” gets held.
  • Use the right HS code. The first six digits are the same in every country; look them up in your customs authority’s tariff tool.
  • Print three signed copies. One for the carrier, one in the parcel, one for your records. See how to fill out a customs invoice.

Frequently asked questions

What is the difference between a commercial invoice and a proforma invoice?

A commercial invoice accompanies goods that were sold and are being shipped; customs uses it to charge duties. A proforma invoice comes before the sale, as a quote or for advance payment.

Who fills out the commercial invoice?

The exporter (the seller or shipper). The importer and customs broker rely on it, so errors cause delays on their side too.

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