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Custom requirements

 

Commercial Invoices


A commercial invoice must be provided to accompany any shipment that is not a document that will travel outside the European Union.

While it is true that most shipments within the European Union are considered to be in free circulation and do not require a commercial invoice, certain shipments within the EU, and even some domestic shipments are still controlled by customs.

Please provide a commercial invoice for any customs-controlled shipment.

 

How to prepare an invoice

You can download invoice form here.

Please complete all relevant fields and print out. You should then sign and date the invoice.

 

Guidelines for preparing commercial invoices


An invoice accompanying your international consignment serves as the commercial statement or declaration of the contents, value and a number of other elements relevant to the transaction. This information will be used for both security and Customs purposes and can ultimately be used as evidence should any infringement occur

 

Who should prepare the invoice?

Whoever provides the information in the invoice is responsible for its accuracy. For this reason and the possible legal consequences, a TNT member of staff should never produce an invoice, even on your behalf. It is advisable that a designated officer of your company prepares the invoice.

 

A correct and appropriate title is important

A number of commonly used titles are not accepted by many authorities, who expect to see the 'genuine' or 'legitimate' invoice. Terms like 'Pro Forma' or 'For Customs Purposes Only' should be avoided at all times. Customs authorities reserve the right to reject such invoices as not fulfilling the criteria for declaration/entry purposes. For shipments without a financial transaction, such as samples, the document could be titled 'value declaration'.

 

Details

Full address details for both the exporter (shipper) and the importer (recipient) should contain, in addition to the correct name and address, as much relevant detail as possible. This would at least include phone and fax numbers (including country codes), tax ID numbers (such as a VAT number), registration numbers with Customs if any, and so on.

 

Clearly describe all the contents of your shipment

The description of the goods you are shipping must be clear, meaningful, complete and accurate. That means more than just brand names and/or catalogue numbers, and must cover the entire contents of the shipment. If the HS Code - the Harmonised Tariff Code used by Customs to categorise goods - is known, it should be mentioned here. This will ensure a correct declaration is made to Customs, both at export and import.

 

Where were the goods made?

The origin of the goods, defined as where the goods were produced or manufactured, is a required piece of information and should be mentioned at all times.

 

"INCO" terms

The 'INCO' terms, or International Commercial Terms, refer to different conditions under which a shipment is shipped to the receiver. They not only govern exactly when the ownership of the goods changes and under what conditions, but who will pay for duties, taxes, transportation costs, etc. They are typically expressed as a three-letter acronym based on a short description, such as FOB (Free On Board) and CIF (Cost, Insurance and Freight).

 

TNT consignment number

Reference to the physical shipment by mentioning the specific TNT consignment note number is always helpful and provides additional proof as to what goods are covered by the invoice.

 

True values are vital

The value on the invoice must be realistic and reflect the true market value of the goods being shipped. Even when sending unsolicited samples to potential customers, the value must reflect the value of that shipment as if it was being sold to them. For shipments with multiple content types, the values and the number of units of each must be broken down. In some cases, Customs may ask for proof of payment of the invoice to provide additional evidence that the invoice values shown are accurate.

 

Shipping cost

Stating the amount of the shipping cost and detailing whether or not it is charged to the recipient is not only mandatory in a number of countries, it contributes to a correct and compliant declaration to Customs.

 

Sign and date it

A date and a signature complete the invoice. Signing states the information contained in the invoice is correct. The signature can also be accompanied by a phrase such as "I hereby certify the above information to be truthful and correct". Invoices are generally signed and dated by a designated officer of the company.

 

Tips

We have based these guidelines on the majority of worldwide customs regulations, but these can vary depending on the country and can also change without notice.