Commercial & Pro Forma Invoice
Commercial invoice
When sending goods, other than samples, gifts and possessions to destinations outside the EU, 3 copies of a commercial invoice must accompany each package. The specific details required are:
- 3 copies on company headed paper
- Invoices must be typed and not handwritten
- An original company stamp or original official signature on each one plus job title
- Sender's name, address, postcode or zip code, country, telephone, fax, and a contact name
- Recipient's name, address, postcode or zip code, country, telephone, fax and a contact name
- Buyer's name, address, postcode or zip code, country, telephone, fax and a contact name
- The VAT numbers of the sender and the buyer or declarations of non-VAT registration (as appropriate)
- Date / Place
- Invoice number and purchase order number (if applicable)
- Terms of delivery (Incoterms)
- For each type of good, number of units, the description, HS tariff number (Commodity Code), country of origin, unit weight, unit value and total value
- Total number of items, total weight and total value
- Currency used
- Shipping costs
- Declaration that all invoice information is true and correct
- Business registration details (if appropriate)
Pro forma invoice
For samples, gifts and possessions, you may use a pro forma invoice instead, providing the total value does not exceed the country lower value limit. In this case, the recipient may not have to pay Customs duties. It must be clearly marked "Pro Forma Invoice" and include the same information as a commercial invoice plus the following:
- The statement "sample/gift/possession" (as appropriate) and the exact value in the unit value and total value boxes. We suggest that there is always an inherent value in everything, so even for documents, we recommend a nominal declaration even for the value of the paper.
- Reason for sending (e.g. "sample for exhibition", "gift" and so on) on the invoice (we suggest near the invoice number)
Swift Despatch Pro Forma Invoice
