How to prepare an invoice

To use our short form, click here.  This form does not include space to name a commercial importer. If you are sending your shipment via an importer, prepare your own invoice using the guidelines below.

Please complete all relevant fields and print out. You should then sign and date the invoice.


Guidelines for preparing commercial invoices

When preparing your commercial invoice, please include the following information:

  • sender's name and address, preferably on letterhead paper
  • title the document with the word 'Invoice' ('Proforma invoices' are not acceptable)
  • name and address of the importer. (Please note the receiver may be a different person or company to the importer)
  • date of invoice
  • invoice number
  • ensure you include the incoterms (international commercial shipping terms, such as 'CIF', 'FOB' or 'EXW'). If in doubt, detail the shipping costs and who is responsible for paying them.
  • quantity of each line of goods supplied
  • full description of each line of goods supplied (catelogue numbers or part numbers will not suffice. The customs authorities want to know what each item actually is, so please describe the goods carefully).
  • the total value of goods covered by the invoice. This must at least be the intrinsic value of the shipment. Never use the terms 'value for customs purposes only' or 'customs invoice'.
  • make sure you make it clear what currency you are using when you state the value of the goods
  • specify the country of origin (i.e. where the goods were manufactured) of each line of goods sent
  • state gross and net weights of the goods covered by the invoice, together with the number of items consigned for carriage. The packaging material you used to protect the goods in transit will make up the difference between the gross and net weights.
  • include the following statement: "We certify that this invoice shows the full value of the goods and that a further invoice will not be issued".
  • if the original invoice is not in English, include a commercial invoice that has been translated into English. This will save time clearing your goods through customs.

 

Please note: these guidelines have been based on the majority of worldwide customs regulations, but these can vary depending on the country and can also change without notice.

If you think there may be a special customs clearance requirement for the country you are sending your shipment to, please call our Customer Service at 1800-214 1111 and we will provide suitable advice. And if anything else is unclear, please call us - we're at your service and will be glad to help!