Commercial invoice template for customs

A commercial invoice is an international shipping document provided by the supplier to the customer detailing the type and value of goods sold. The commercial invoice is used by customs to determine duties owed. In the event of a No Deal Brexit, goods traded between the EU and the UK will be subject to the same requirements as third country goods under the World Trade Organisation (WTO) rules.  Which means every shipment will need a commercial invoice.


Word Document Commercial Invoice Template

The document provides information about the consignor and the consignee and above all contains a complete description of the contents of the shipment, together with details of their value. The declaration must be signed by the consignor. One original and three copies must accompany the shipment.


Here you will find a Word Document Commercial Invoice Template with which you can create your commercial invoice or pro forma invoice* and then print it out on your company stationery.

* A pro forma invoice is issued if the goods have no commercial value.



Every shipment will need a commercial invoice

It needs specific information for customs authorities to help the authorities assess if the goods can move in or out of a country and what, if any, controls are needed. It also helps the authorities determine duties and taxes. It’s vital your supplier provides an invoice with the right information as it reduces the potential for delay.


i) Reason for export

Statement why you’re sending the goods – e.g. Trade.


ii) Shipping date and number

The shipping number is the carrier’s number and sometimes known as the air waybill number. You can include the actual invoice number and order number for admin purposes – but it’s not essential for the authorities. (This could be accommodated within Other Information on the Word Document Commercial Invoice Template feature on this page).


iii) Incoterms®

This determines who’s responsible for the package during shipping.


iv) Goods description

An accurate description of the goods. For example, instead of just ‘clothing’ put ‘men’s T-shirts 80% cotton, 20% polyester’. Don’t use company product codes to describe the goods. If the package contains branded items, include the brand name as well as the model number.


v) Quantity of goods

If shipping different products, your supplier needs to state the quantity of each using an applicable unit of measurement. For example, parts and objects are often counted in pieces, shoes - in pairs, liquids by volume, dry goods by weight.


vi) HS Code

This code informs the customs authorities as to what type of goods are being shipped. It also helps them assess duties and taxes.


vii) Declared value

The true value of the shipment must be declared. This should be the market price of the goods, along with the currency. If the value doesn’t seem reasonable, customs may ask you or your customer for evidence of the value you’ve declared on the invoice.


viii) Insurance costs

On the commercial invoice you should show the freight and insurance costs as separate items. If not shown separately, customs will calculate these values for you and you may end up paying more than necessary.


ix) Country of origin

This is where the products were originally manufactured – and may be different from the country the shipment is being sent from.


x) Weight

You’ll also need the NET and GROSS weight. GROSS is the NET weight and weight of the packaging combined.



To enable both the EU export and UK import declaration to be made accurately, this additional information will need to be listed correctly on your commercial invoices. Delays and problems with customs are likely to occur if the extra information is not on their invoices to you.


Need Advice on importing or exporting into the EU'

We’re happy to provide it – just get in touch!

AEO certified & with years of experience in handling customs formalities, Spatial Global have the knowledge and expertise to assist clients in submitting export & import declarations. We access customs directly via our operating system, processing and transmitting numerous entries every day. Simply get in touch with us & we’ll help find the most appropriate solution to meet your specific requirements.


As an EU certified AEO customs operator in many European countries you don’t have to be a customs specialist yourself – leave it to us. Simply get in touch with us and we’ll handle your customs declarations in your own language and in due time.

Information published here is correct, to the best of our knowledge and belief, at the time of publishing but we take no responsibility in the event of incorrect or misleading information.   This service is provided free of charge and without liability or obligation.

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