Trouble-free through customs

To ensure that your international shipments go smoothly and get through customs without any problems, it is important to be well prepared. For example, for shipments outside the EU, as well as some countries within the EU, you will need a commercial invoice. Below you can read all the things you need to consider.

EXCEPTIONS WITHIN EUROPE

For most countries within Europe, you don’t need a commercial invoice. But there are some exceptions. 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

If a commercial invoice is applicable, attach three copies of the commercial invoice to the outside of each shipment. For this purpose, 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, too, so you know what was sent with it. Some countries also require additional documents such as a Certificate of Origin (CoO).

Once the shipment is subject to customs duty, customs surcharges will be charged to you by the carrier. How high those surcharges are? You can find out here. The recipient is requested to pay the import duties and tax on these. If these are not paid by the recipient, the carrier will charge them to the shipper. Read more about delivery terms below.

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

commercial Invoice

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

  1. Use letterhead with your own company logo. Put your own VAT/ID number and EORI number here by default. No EORI number yet? Then apply for it at the Tax Office.
  2. Draft the complete commercial invoice in English. PLEASE NOTE: Handwritten information will not be accepted! We recommend that you sign each document 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 the numbering is continuous and unique. While booking the shipment, use this number so it also appears on the shipping label.
  4. Full name and address information of supplier (sender) and buyer including phone number (recipient).
  5. Number of packages or pallets plus total weight per item.
  6. For each item a clear (complete) description of the delivered product. Use a specific trade description for the goods description. On the basis of this goods description it must be possible to classify it per type of goods in the customs tariff.
  7. For each item the customs status number or HS code (use at least a 6 digit code), the quantity of the product delivered and the unit price excluding VAT. Include the country of origin at the same time.
  8. If a shipment has no commercial value such as gift/sample. Then list each individual 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. Invoice prices should be specified by product (group). So that import duties and VAT can be determined per product.
  10. Delivery terms in case of a commercial shipment (Incoterms) and the relevant place. For example: DAP Oslo, or DDP Zurich. It is useful to also include payment terms and, in the case of commercial shipments, the reason for export. For example, final export, temporary export or re-export. You can read more info here.

Automatically generate a commercial invoice
Through your MyWuunder account, you can automatically generate a commercial invoice with a blue signature. You can find more info here. You can also send the required data via our APIs.  

delivery terms (incoterms)

International trade involves delivery terms. There are international agreements about this which are laid down in Incoterms. This makes it clear:

  • Who is responsible for the shipment's transportation, insurance, import and customs fees.
  • Who arranges transportation and to what location (terminal, to the door, etc.)
  • Who is responsible for the goods at each step of the transportation. Important here is when the risk and cost of delivery passes from the seller to the buyer.

We have listed the most common terms of delivery for you. Would you like to go through all terms of delivery at your leisure? Check the website of evofenedex.

  • CIP: Carriage and Insurance Paid to. The seller arranges and pays the carrier who delivers the goods. However, the (first) carrier assumes the risks upon acceptance. The seller also pays for export costs and insurance.
  • CPT: Carriage Paid To. The seller arranges and pays 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 provide insurance for the goods.
  • DAP: Delivered At Place. This is the most common delivery condition where the seller delivers the goods to the buyer at the time of delivery. The recipient pays any import duties and customs fees. Should your shipment be returned, you pay both the transportation (round trip) and customs fees.
  • DDP: Delivered Duty Paid. The seller delivers the goods to the buyer at the time of delivery and also pays import duties himself. The latter frequently causes unpleasant surprises.

Become the expert on international shipping

The world of logistics is constantly changing. As of Jan. 1, 2020, the Universal Postal Union (UPU)* has changed the international regulations and a distinction must be made between sending documents and goods. Four important changes have also been made in the area of delivery terms (Incoterms). All about the new international agreements, find out here.  

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

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