How to Prepare a Commercial Invoice for Global Shipments

Whether you run a business or ship items internationally as an individual, understanding the required documents for international shipping is essential.

The commercial invoice is one of the most important documents for cross-border shipments.

A commercial invoice serves as a customs declaration for all shipments with commercial value (excluding document-only shipments). It lists key details such as product descriptions, declared values, and the transaction between buyer and seller.

You’ll need to prepare a commercial invoice before or at the time you book your shipment. It must accompany your shipment to ensure smooth customs clearance. Customs officials rely on this document to assess duties, taxes, and import/export eligibility.

This guide will help you prepare a complete commercial invoice and explain why it matters for successful international shipping.

Commercial Invoice Information

There isn’t a universal format for commercial invoices.

The exact format may differ by logistics provider or business, but all commercial invoices used for US Customs clearance must include three main types of information:

1. Shipping reference details
2. Information about each party involved
3. A full description of the shipment and its value

How to Fill Out A Commercial Invoice

Details of Involved Parties

To make sure your shipment clears customs quickly, provide the following information for each party involved:

• Name: Individual or company name.
• Full Address: Include street, number, city, country, and postal code.
• Contact Information: Phone number and email address.
• Tax Identification Number: For businesses, include relevant tax identification numbers as required by export or import regulations (such as EIN, TIN, EORI or VAT as required for export/import).

The shipping process typically includes the following entities:

1. Sender
2. Receiver (Consignee)
3. Importer of Record (IOR) – This may be a distributor, broker, or another responsible party.

Most shipments only need receiver details. However, if more parties are involved in the import process, include full information for each under “importer of record.”

Harmonized System Code (HS Code)

The six-digit HS code is used worldwide to classify products for international shipping. Customs uses the HS code to determine which duties, taxes, or regulations apply.

Some countries require both an export and an import HS code. Check local requirements before you ship.

If you’re unsure of the correct HS code for your product, consult the US International Trade Commission’s HS code lookup tool or your logistics provider.

Country of Origin

Country of origin means the country where the goods were made—not where they’re shipped from. If the product was manufactured in multiple countries, list each one.

If you want to take advantage of Free Trade Agreements (FTA) for lower import taxes, include a Certificate of Origin (CO) for each qualifying item. This document verifies eligibility for tariff benefits.

Quantity and Unit of Measure (UOM)

The quantity of items being shipped and their respective measurement units (e.g., pieces, ounces, kilograms) must be clearly specified for each item in the shipment.

Unit and Sub-total Value

Each item must show a unit price (price per item) and a total value (unit price multiplied by quantity).

Unit Net Weight

This refers to the weight of the item, excluding packaging. 

Shipment Summary

This section should consist of the following:

• Number of Packages: The total number of packages in the shipment.
• Total Value: The combined value of all items in the shipment.
• Total Weight: The combined weight of all items in the shipment, including packaging.

General Information

In addition to shipment contents and party details, your commercial invoice must include general shipment information. This information is essential for accurate recordkeeping, verifying shipments, and tracking throughout the shipping process.

General shipment details are typically listed at the top of the commercial invoice and include:

1. Invoice date: The date the invoice is issued.
2. Invoice number: A unique number for each shipment, often combining the date and a sequential number for easy reference.
3. Air waybill (AWB) number: The shipment’s tracking number, especially important for express shipping services like DHL Express.
4. Shipment reference number: Internal reference for your business or customer to identify the shipment.
5. Transaction terms: The terms agreed upon between the sender and receiver, such as payment terms or Incoterms (who is responsible for shipping, insurance, customs duties, and delivery).
6. Reason for export: The purpose of the shipment—examples include sale, repair, return, or gift.
7. Export/import license number (if applicable): Certain items may require a license number to comply with US or international regulations.
8. Currency code: The type of currency used for the transaction (e.g., USD, EUR).
9. Payment method: The way payment is made—credit card, bank transfer, or online platform.

Carefully completing these general information fields ensures a smoother shipping experience, reduces the risk of customs delays, and helps maintain compliance with international shipping regulations.

Invoice Date

The date the commercial invoice is issued.

Invoice Number

A unique, customizable number assigned to each invoice for recordkeeping. Most US shippers use a date and sequential number combination.

Air Waybill (AWB) Number

A tracking number for air shipments, allowing both sender and receiver to track the shipment through the carrier’s system. For DHL Express, the AWB number is 10 digits.

Shipping-related information

This section covers additional required details for international shipments:

1. Shipment Reference Number
2. Reason for Export: The purpose of shipping goods internationally. Common reasons include:
   - Gift: Items sent as gifts**
   - Sample: Products for evaluation or demonstration**
   - Replacement: Items replacing previous shipments**
   - Personal Use: Not for resale, for personal consumption**
   - Sale: Items sold to the recipient**
   - Repair: Goods sent for repair**
   - After Repair: Items returned after repair**
3. Type of Export:
   - Permanent: Goods shipped without plans to return**
   - Temporary: Goods shipped temporarily (e.g., ATA Carnet), intended for return**
   - Repair & Return: Goods sent for repair, then returned**
4. Export/Import License Number: Some shipments require licenses to comply with US regulations (for example, certain electronics or technology).
5. Terms of Trade (Incoterms): Standardized international shipping terms that define sender and receiver responsibilities, such as:
   - Who pays for shipping, insurance, and customs duties**
   - Who is responsible for transportation and delivery**
   - When responsibility and risk transfer between parties**
6. Currency code: The type of currency used (USD, EUR, etc.)
7. Payment method: The agreed payment method—credit card, wire transfer, or online platform.

Sample Commercial Invoice

This is a sample of how a complete commercial invoice should look like.

A commercial invoice is required for all international shipments of goods.

If you ship with DHL Express, you don’t have to create this document manually. MyDHL+ automatically generates a commercial invoice as you book your shipment.

Follow our step-by-step guide to book your shipment and download your commercial invoice at the end.

Frequently Asked Questions