Clear customs with ease

To make sure your international shipments run smoothly and get through customs without any problems, it's important to prepare well. For example, shipments outside the EU, and to a few countries within the EU, need a commercial invoice. Below you can read everything you need to take into account.

EXCEPTIONS WITHIN EUROPE

For most countries within Europe you don't need a commercial invoice. But there are a few exceptions. You do need invoices for these countries within Europe:

• Italy: San Marino, Vatican City, Campione d’Italia and Livigno
• Spain: Canary Islands
• Norway
• Switzerland
• Liechtenstein
• United Kingdom

If a commercial invoice applies, attach three copies of the commercial invoice to the outside of every shipment. A document wallet is the best way to do this. One copy is for the country you're exporting from, one is for the country you're sending to and one is for the recipient. Always keep a copy for yourself too, so you know what was sent. Some countries also require extra documents, such as a Certificate of Origin.

If the shipment is subject to customs, the carrier will charge you customs surcharges. How high are those surcharges? You can find out here. The recipient is asked to pay the import duties and the tax on them. If the recipient doesn't pay, the carrier charges them to the sender. Read more about delivery terms below.

You can also find more detailed information in DPD's export guide. Download it here.

COMMERCIAL INVOICE

The commercial invoice must meet the following legal requirements:

1. Use letterhead paper with your own company logo. Always include your own VAT/ID number and EORI number. Don't have an EORI number yet? Apply for one with the Dutch Tax and Customs Administration (Belastingdienst).
2. Write the entire commercial invoice in English. PLEASE NOTE: handwritten information is not accepted! We recommend signing every document, with your name in block capitals (or a stamp) and the date of signing.
3. Put a unique invoice/reference number on all documents. Make it easy for yourself and keep the numbering sequential and unique. Use this number when booking the shipment, so it also appears on the shipping label.
4. Full name and address of the supplier (sender) and the buyer, including phone number (recipient).
5. Number of parcels or pallets, plus the total weight per item.
6. A clear (complete) description of the product supplied, for each item. Use a specific trade name for the description of the goods. It must be possible to classify each type of goods in the customs tariff based on this description.
7. For each item, the commodity code, also known as the HS code (use at least a 6-digit code), the quantity of the product supplied and the unit price excluding VAT. Also state the country of origin.
8. If a shipment has no commercial value, such as a gift or sample, list each separate type of goods and state at the bottom of the invoice: “Gift shipment/Sample shipment, no commercial value, value for customs purposes only”.
9. Total invoice price and the currency. The prices on the invoice must be specified per product (group), so the import duties and VAT can be determined per product.
10. Delivery terms for a commercial shipment (Incoterms) and the place concerned. For example: DAP Oslo, or DDP Zürich. It's handy to also state the payment terms and, for commercial shipments, the reason for export. For example, permanent export, temporary export or re-export. Read more here.

Generating a commercial invoice automatically
In your MyWuunder account you can automatically generate a commercial invoice with a blue signature. You'll find more info here. You can also send the required details through our APIs.

DELIVERY TERMS (INCOTERMS)

International trade comes with delivery terms. These have been agreed internationally and are laid down in the Incoterms. They make it clear:

• Who is responsible for the transport, insurance, import and customs costs of the shipment.
• Who arranges the transport and to which location (terminal, door to door, etc.)
• Who is responsible for the goods at each stage of the transport. The key point is the moment at which the risk and costs of delivery pass from the seller to the buyer.

We've listed the most commonly used delivery terms for you. Want to go through all the delivery terms at your leisure? Take a look at the evofenedex website.

• CIP: Carriage and Insurance Paid to. The seller arranges and pays the carrier that delivers the goods. However, the (first) carrier takes over the risk on acceptance. The seller also pays the export costs and the insurance.
• CPT: Carriage Paid To. The seller arranges and pays the carrier that delivers the goods. However, the (first) carrier takes over the risk on acceptance. The seller also pays the export costs. The buyer has to arrange insurance for the goods.
• DAP: Delivered At Place. This is the most commonly used delivery term: the seller delivers the goods to the buyer at the moment of delivery. The recipient pays any import duties and customs costs. If your shipment is returned, you pay for both the transport (there and back) and the customs costs.
• DDP: Delivered Duty Paid. The seller delivers the goods to the buyer at the moment of delivery and also pays the import duties. The latter often leads to unpleasant surprises.

BECOME AN EXPERT IN INTERNATIONAL SHIPPING

As of 1 January 2020, the Universal Postal Union (UPU)* changed the international regulations, and a distinction must now be made between sending documents and sending goods. Four important changes were also made to the delivery terms (Incoterms).

* The Universal Postal Union is an organisation that coordinates postal policy worldwide.