taxInvoice.appHow to fill out a commercial invoice for export
Short answer: A commercial invoice needs the exporter and consignee details, invoice number and date, a precise description of each item with quantity, unit value and total, the HS code and country of origin for each item, the currency, Incoterms, the reason for export, package count and weight, and a signed declaration. Vague descriptions and missing HS codes are the most common causes of customs delays.
Field by field
| Field | What to write |
|---|---|
| Exporter / shipper | Full legal name, address, phone, tax ID or EORI |
| Consignee | Receiver’s name and full address, including country |
| Invoice number and date | |
| Description | Precise: “Men’s cotton t-shirts, knitted” not “clothes” |
| HS code | 6 to 10 digit tariff code per item |
| Country of origin | Where the goods were made, not where they ship from |
| Quantity, unit value, total | In one currency, stated on the invoice |
| Incoterms | Who pays freight, insurance and duties (see below) |
| Reason for export | Sale, gift, sample, repair, return |
| Packages and weight | Number of packages, gross weight |
| Declaration and signature | “I declare the information is true and correct” |
Incoterms 2020 at a glance
| Term | Seller’s responsibility ends |
|---|---|
| EXW | Goods available at the seller’s premises |
| FCA | Handed to the buyer’s carrier |
| FOB | Loaded on board the vessel (sea only) |
| CIF / CFR | Seller pays freight (CIF also insurance) to the destination port |
| CPT / CIP | Seller pays carriage (CIP also insurance) to the named place |
| DAP | Delivered to the named place, not unloaded; buyer pays import duty |
| DPU | Delivered and unloaded at the named place |
| DDP | Delivered with import duties and taxes paid by the seller |
The commercial invoice generator includes all of these fields and flags missing HS codes or origin.
Free tools for this
Frequently asked questions
Where do I find the HS code?
Use your destination country's tariff lookup. The first 6 digits are international; many countries add 2 to 4 more digits.
Can I declare a low value to reduce duty?
No. Undervaluing is customs fraud. Declare the real transaction value; for gifts and samples, declare a fair market value.
How many copies should I attach?
Carriers commonly ask for three signed copies with the shipment. Check your carrier's requirements.