How to Fill Out a Commercial Invoice for International Shipping

Every international shipment that contains goods (not documents) requires a commercial invoice. This is the single most important customs document — get it wrong and your parcel gets stuck, delayed, or returned. Here's how to get it right every time.

What Is a Commercial Invoice?

A commercial invoice is a legal document that tells customs authorities in the destination country what's in the package, what it's worth, and where it came from. Customs uses this to determine whether the goods can enter the country and how much import duty and tax to charge.

Required Information

Every commercial invoice must include:

1. Shipper details — Full name, company, address, phone, and email of the sender
2. Recipient details — Full name, company (if applicable), address, phone of the receiver
3. Invoice number — A unique reference number for your records
4. Date — The date the invoice was created
5. Item descriptions — Clear, specific descriptions of each item (not just "clothes" — use "men's cotton t-shirt" or "women's running shoes")
6. HS codes — Harmonized System tariff codes that classify each item. This determines the duty rate.
7. Quantity and unit — Number of items and unit of measure (pieces, pairs, sets)
8. Unit value and total value — The selling price or fair market value of each item
9. Currency — Which currency the values are in (SGD, USD, etc.)
10. Country of origin — Where the goods were manufactured (not shipped from)
11. Incoterms — Usually DAP (Delivered At Place) or DDP (Delivered Duty Paid)
12. Reason for export — Sale, gift, sample, repair, return, etc.

Common Mistakes That Cause Delays

• Vague descriptions. "Electronics" will get flagged. "Wireless Bluetooth earbuds, model XY-200" will clear quickly.
• Wrong or missing HS codes. If you're unsure, use your destination country's tariff lookup tool or ask your shipping platform.
• Under-declaring value. Customs authorities know market prices. Under-declaring triggers inspections, fines, and seizures.
• Missing country of origin. "Made in China" is the most common country of origin for goods shipped from Singapore. Don't confuse it with "shipped from Singapore."
• Inconsistent values. If your invoice says S$50 but your online listing shows S$200, customs will investigate.

Electronic vs Paper Invoices

Traditional paper invoices are placed in a plastic pouch on the outside of the package. Electronic Trade Documents (ETD) are uploaded digitally to the carrier's system before the package ships.

ETD is faster, more reliable, and increasingly required by FedEx and other carriers. With ShipAnywhere, commercial invoices are generated automatically and uploaded electronically — no printing or paper pouches needed.