A commercial invoice is a document required by U.S. Customs when goods are shipped internationally. Commercial invoices figure out the amount of tariffs to be charged on the shipment.
Although there is no standard format for a commercial invoice, the document must include a few specific pieces of information: the parties involved in the shipping transaction; the goods being transported; the country of manufacture; and the Harmonized System codes for those goods. A commercial invoice must also include a statement certifying that the invoice is true, and a signature.
The invoice should be completed on the shipper's company stationery in English, must contain the shipper's complete address and telephone number and fax numbers, and it must be signed by the shipper or its agent. The shipper must provide an accurate and complete description of the goods.
To avoid problems with the commercial invoice form, you must
- Create or download a form that has all the information required by U.S. Customs regulations.
- Find out classification terms—such as Harmonized Systems Codes and Incoterms—that are needed for the form.
- Fill out the commercial invoice completely and accurately.
Action Steps
The best contacts and resources to help you get it done
Find information you need for your commercial invoice form
To properly fill in the form and avoid problems with U.S. Customs, you need to have the correct information.
I recommend: You will need to find the Harmonized Systems Code number for the goods you are exporting.
Harmonized Systems Codes (HTS) are an internationally standardized system of names and numbers for classifying traded products.
Incoterms are standard trade definitions most commonly used in international sales contracts. The other information needed are serial numbers, item numbers, the reason for shipment, what items are made of and the main components of items.
Download or print out an online commercial invoice and fill it out
Many shipping companies offer a template on their websites of a commercial invoice. Download and print it; then fill it out in order to ship goods overseas.
I recommend: DHL offers a free, portable document format (PDF) commercial invoice form on its website, and you can type information in and digitally sign it. The company also provides information on elements of the commercial invoice form and how to fill it out.
FedEx also has an online international commercial invoice form you can print out or complete online. Another leading international shipping company,
UPS, also provides a downloadable, free commercial invoice template for shipping.
Create a commercial invoice yourself
Don't want to use one of the templates found online? Create a commercial invoice by using special software programs.
I recommend: Invoice by Click is a software program that allows you to create a variety of invoice forms that are very useful for your business, including commercial invoices and international commercial invoices.
QuickBooks is small business accounting software that includes the ability to customize invoices of all kinds.
Tips & Tactics
Helpful advice for making the most of this Guide
- Three copies of the commercial invoice are required for all non-document shipments: the original commercial invoice, one copy attached to the shipment paperwork and one copy attached to the shipment.
- You can use business or personal stationery for these invoices if it contains all the required shipment information that is on your invoice.
The official source of Commercial Invoice Forms is the Commercial Invoices page at Business.com
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