Hassle-free through customs

To ensure that your international shipments run smoothly and get through customs without any hassle, it is important to prepare well. For example, for shipments outside the EU, and also some countries within the EU, you need a commercial invoice. Below you can read what you should take into account.

EXCEPTIONS WITHIN EUROPE

You do not need a commercial invoice for most countries within Europe. But there are some exceptions. The invoices are required for these countries within Europe:  

  • Italy: San Marino, Vatican City, Campione D'Italia and Livigno
  • Spain: Canary Islands
  • Norway
  • Switzerland
  • Liechtenstein
  • United Kingdom

When a commercial invoice applies, please confirm three copies of the commercial invoice on the outside of each shipment. For this it is best to use a dokulop use. One copy is for the country you are exporting from, one is for the country you are sending to and one copy is for the recipient. Always keep a copy for yourself so that you know what has been sent. Bee some countries additional documents are also required, such as a Certificate of Origin (CvO).

Once the shipment is dutiable, customs fees will be charged to you by the carrier. How high are those surcharges? You can here find. The recipient is asked to pay the import duties and taxes on this. If these are not paid by the recipient, the carrier will charge them to the sender. Read more about delivery conditions below. 

More detailed information can also be found in the DPD export manual. You download it here .

Commercial Invoice

The commercial invoice, or the commercial invoice, must meet the following legal requirements:

  1. Use stationery with your own company logo. Put your own VAT / ID number and EORI number here as standard. No EORI number yet? Request this at the tax authorities.
  2. Prepare the full commercial invoice in English. NOTE: Handwritten information is not accepted! We recommend that you provide each document with a signature with name in block letters (or stamp) and date of signature.
  3. Put a unique invoice / reference number on all documents. Make it easy on yourself and make sure that the numbering is continuous and unique. When booking the shipment, use this number so that it is also on the shipping label.
  4. Full name and address details of the supplier (sender) and customer including telephone number (recipient).
  5. Number of packages or pallets plus the total weight per item.
  6. A clear (complete) description of the delivered product per article. Use a specific trade name for the goods description. On the basis of this goods description it must be possible to classify them per type of goods in the customs tariff.
  7. Per article it customs statistics number or HS code (use at least a 6-digit code), the quantity of the delivered product and the unit price excluding VAT. Mention it immediately country of origin.
  8. If a shipment has no commercial value such as a gift / sample. In that case, state each separate type of goods and state at the bottom of the invoice: “Gift shipment / Sample shipment, no commercial value, value for customs purposes only”.
  9. Total invoice price and currency. The prices on the invoice must be specified per product (group). So that import duties and VAT can be determined per product.
  10. Terms of delivery in case of a commercial shipment (Incoterms) and the relevant place. For example: DAP Oslo, or DDP Zurich. It is useful to also state the payment terms and the reason for export for commercial shipments. Such as, for example, final export, temporary export or re-export. You can read more info here .

Automatically generate commercial invoices
You can automatically generate a commercial invoice with a blue signature via your MyWuunder account. Here you will find more info. You can also get the necessary information via our APIs send. 

delivery conditions (incoterms)

International trade also includes delivery conditions. International agreements have been made about this, which have been laid down in the Incoterms. This makes it clear:

  • Who is responsible for the transportation, insurance, import and customs costs of the shipment.
  • Who arranges the transport and to which location (terminal, to the door, etc.)
  • Who is responsible for the goods in every step of the transport. The moment when the risk and costs of the delivery are transferred from the seller to the buyer is important here.

We have listed the most used delivery terms for you. Would you like to read all the delivery terms and conditions? Then check the website of evofenedex. 

  • CIP: Carriage and Insurance Paid to. The seller arranges and pays for the carrier who delivers the goods. However, the (first) carrier assumes the risks upon acceptance. The seller also pays the export costs and insurance.
  • CPT: Carriage Paid To. The seller arranges and pays for the carrier who delivers the goods. However, the (first) carrier assumes the risks upon acceptance. The seller also pays the export costs. The buyer must take out insurance for the goods.
  • DAP: Delivered At Place. This is the most commonly used delivery condition where the seller delivers the goods to the buyer at the time of delivery. The recipient pays any import duties and customs charges. If your shipment is returned, you pay both the transport (return) and customs costs.
  • DDP: Delivered Duty Paid. The seller delivers the goods to the buyer at the time of delivery and also pays the import duties himself. The latter regularly causes unpleasant surprises.

become the expert in international shipping

The logistics world is constantly changing. As of January 1, 2020, the Universal Postal Union (UPU) * has amended international regulations and a distinction must be made between sending documents and goods. Also, four important changes have been made in terms of delivery terms (Incoterms). You discover everything about the new international agreements here . 

* The Universal Postal Union is an organization that coordinates postal policy worldwide.

Back to manuals