Customs invoice: how to complete it

If you send or receive any parcel from outside the European Union (EU), you must fill out, print and attach the customs invoice to the package.

In this article, we provide a template for the invoice you should use and explain step-by-step instructions on how to complete the form:

• What is a customs invoice?
• Download the customs invoice form
• How to fill out the customs invoice
• How to attach the customs documentation to the package

The customs invoice is a document required by the customs authorities to process and dispatch the shipment. Depending on the data declared, they determine any taxes and duties applicable at the destination and if the goods are liable to any restrictions or controls.

Depending on the destination and content, customs may request additional documentation. Whether after the review of the goods, irregularities are detected, or if it is confirmed that additional documents are required, we will inform you via email as soon as the carrier informs Packlink.

Important

• Customs authorities are especially careful with non-commercial invoices and make sure that the shipment doesn't in fact contain hidden sale items (undeclared).
• You must check that the contents of your shipment are not prohibited/restricted in the destination country or locality. Depending on the current regulations, customs may dispose of the package.

Go to the top of the page

Download customs invoice form

Packlink provides a customs invoice form and an extra inventory table which you can download and print, to save time and avoid delays due to incorrect documentation.

Download the customs invoice form

If you're sending more than thirteen (13) different objects download an extra inventory table.

Download the extra inventory table

How to fill out the customs invoice

• Handwritten invoices are not allowed. Fill out digitally from your computer, tablet or mobile phone.
• Request the recipient his ID/VAT-TAX ID number before sending the parcel.
• You must indicate in the customs invoice the sender and recipient's personal ID/TAX ID number. Without this information, the parcel will be blocked at customs.

The customs invoice form is numbered in nine (9) sections. Here below, we explain how to fill them out:

1. Purpose of the shipment

Select how you want the invoice to be dispatched:

• Commercial. When the goods you are sending are from a sale (the recipient bought the item). You must indicate the sales invoice number in the appropriate field.
• Non-commercial. When the goods you are sending are personal belongings, a sample, gift or return (items returned to their seller).

2-3. Sender and recipient information

You need to include all the sender's and recipient's details. They must match with those you registered during the shipment purchasing process.

Private person

• ID number. A number of the document which it is registered at the Tax Agency.
  
  • Passport number: only if the person does not have an ID card.
• First name and two surnames (as applicable).
• Full address: street, number, floor, door, postcode, city and country.
• Telephone: contact number, including phone prefix.

Company

• VAT-TAX ID number. Company or juridical entity's TAX identification number.
• Company name.
• Fiscal address: street, number, floor, door, postcode, city and country.
• Telephone: contact number, including phone prefix.

Go to the top of the page

You have to make an inventory of everything you are sending with a detailed description of each item in ENGLISH, including the manufacturing material, purpose, brand, size, etc.

• If the items are used, please detail them on the invoice.
• If the items contain any animal-based material (leather, wool, silk, etc.), it is mandatory that you mention it and specifies its provenance, whether it is bovine or synthetic leather.

Tariff Number

You have to indicate the Tariff Number/Tariff Code of each item. This code is used by customs authorities to classify goods. Declaring an incorrect code may result in delays, returns to the origin or higher duties. To find the code for your item, follow the steps below:

1. Click the following link: www.tariffnumber.com
2. Think of the description, materials and uses of the goods.
3. In the Search bar, type a word in English that describes your item and press the Enter key on your keyboard.
   
   • Example: you send a children's colouring book. When you search for Book, the system will display several codes, including 49030000. You could detail this on your invoice.
   • Note: If you don't find a code that suits your article, try synonyms (trousers instead of pants, disc instead of vinyl, etc.).
4. Before choosing the tariff code, read its full description and make sure it fits the item.

Important

The Packlink Customer Service team cannot tell you which code to use. You can enquire directly here at HM Revenue & Customs.

Country of origin

You have to indicate the country of origin of your object (Made in). You can usually find this on the label, user manual or on the outer packaging.

Number of items

You have to indicate the number of products you are sending. If it is more than one (1) item of the same type, for example: two (2) cotton T-shirts of the same size and colour, only describe it once (1) in the inventory.

How to know if you need to describe it in another row, ask yourself: “Would the same tariff number apply to all the objects on this line?” If your answer is no, you do not need to describe it in another row.

Item value

You have to indicate the price you have paid Packlink for the shipment (without the extra protection amount if you have purchased it). In this row, it is not necessary to detail the Tariff Number.

Example:

Go to the top of the page

5. Reason for export

Select the reason for the shipment. Whether it is a purchase or sale, personal belongings, a sample, documents or return (items returned to their seller).

6. Shipment details

• Number of parcels: you have to indicate the number of parcels the shipment contains.
• Total parcel(s) weight: you have to indicate the weight of the box. If you send more than one (1) box, calculate the total weight of all of them.
  Declare the exact weight. Otherwise, you will encounter problems with the customs authorities: your parcel may be delayed or stuck and you may be charged extra.
• Shipping cost: again you have to indicate the price you have paid Packlink for the shipment (without the extra protection amount if you have purchased it). In this row, it is not necessary to detail the Tariff Number.

Go to the top of the page

7. Declaration of dual-use

You declare that in accordance with European regulations and current legislation, the goods you are sending are not intended for military use.

Sending objects that can be used for military purposes is illegal and you could be penalized.

8. CITES Declaration

You declare that in accordance with the European regulations and current legislation regarding the protection of threatened or endangered species of wild fauna and flora, you are not sending items made from prohibited materials.

Sending objects made from materials from endangered species (for example elephant tusks) are illegal and you could be penalized. Check the CITES Species List.

Go to the top of the page

9. Permanent export

You declare to know that your shipment will not be exported on a temporary export. So standard customs duties will be applied.

Important Packlink does NOT handle temporary exports, only permanent ones.

Signature

Sign the invoice in the digital or handwritten form to consent and declare that the information you have detailed is true and correct. Without the signature the package will be blocked at customs.

How to attach the customs documentation to the package

1. Print the following documentation:

If your shipment is COMMERCIAL

• 3 copies of the customs invoice, filled in and signed.
• 1 copy of the VAT-TAX ID (TAX identification number).
• 1 copy of the purchase/sale invoice of the goods.

If your shipment is NON COMMERCIAL

• 3 copies of the customs invoice, filled in and signed.
• 1 copy of both sides of the sender's ID card.
  
  • If the sender has no ID card, print 1 copy of his valid passport.

2. Insert all documents in an envelope which indicates on the outside Customs documents.

3. Attach the envelope with all the documentation to the side of the package with sufficient packing tape.

You can buy transparent adhesive envelopes or customs form envelopes at any post office or photocopy shop.

Example:

Go to the top of the page