Export Documentation

Export documents are required for international shipments to comply with local government regulations. Accurate shipping documentation is essential for customs clearance and the assessment of any applicable duty and tax charged by the destination country.

International Shipments

All shipments * outside of the EU must be accompanied by 5 copies of a commercial invoice. A commercial invoice provides an accurate breakdown of the goods you are shipping, their value and your reason for export, all of which are important for local customs officers when calculating the amount of duties and taxes to apply.

Intra EU shipping

Shipments in free circulation in the EU and being sent within the EU do not require a commercial invoice.

 Member states of the European Union (EU) as of the date of printing:

AustriaFinlandItaly (including the Vatican)Poland
BelgiumFrance (including Monaco)LatviaPortugal
CyprusGermanyLithuaniaSlovak Republic
Czech RepublicGreeceLuxembourgSlovenia
EstoniaIcelandThe NetherlandsSweden
United Kingdom

* Some document shipments may not require a commercial invoice. Please contact us  for more information on 0800 622 6267

Preparing a commercial invoice

 If you want to prepare your own invoice rather than using one of our shipping solutions, here follows some guidelines on proper completion:

A commercial invoice must contain the following information:

1. Name and address and postcode of the shipper, including contact person, telephone and fax number and e-mail address. Please include VAT or tax number if possible.

2. Name, address and postcode of the receiver, including contact person, telephone and fax number and e-mail address. Please include VAT or tax number if possible.

3. Invoice Date

4. Name and address of importer, if different from receiver.

5. Number of units of each item being shipped.

6. A complete and accurate description of each item including the material the item is made of. Give specific descriptions such as steel hammer rather than broad descriptions such as ‘Tools’ or ‘Parts’. Include Harmonisation Code if you know it.

7. Country of origin (the country in which the item was manufactured or produced)

8. Unit value of each item

9. Total value of each item

10. Total shipping charges for the shipment. This should be recorded as separate amounts, if applicable:transportation charges and / or declared value charges.

11. Total value of the shipment, showing currency settlement. Customs regulations require that a value be listed for all shipments. For articles of no commercial value, a minimum value, at least equal to the cost of the manufacturing the article, must be stated. Record ‘Value for Customs Purposes Only’ next to the value.

12. Terms of sale which define the charges include in the total value on the invoice. For example:Bill Shipper.

13. Number of packages in the shipment

14. Total weight of the shipment.

15. Original Signature of the shipper. Also print name.

16. Specify a reason for export such as for exhibition purposes or re-sale.

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