Customs clearance can quickly become complex, especially when documents, data, and regulations need to be precisely aligned. With the right preparation of your customs documents, you ensure that your shipments reach their destination without delay.
Which customs documents are required? Are there templates for specific documents? We clarify all of this here and provide you with a comprehensive guide on how to prepare your customs documents fully and optimally.
Is the topic too complex for you, or would you like to save time? Then, upon request, Mail Boxes Etc. can prepare the required customs documents for the import and export of goods for you.
Would you like personal advice or do you have questions about your customs data? Then contact our experts.
Consistent information on shipping labels & customs documents:
Find out why it is important for smooth customs clearance that the customs-relevant information on the shipping label and the accompanying shipment documents is consistent.
Guide to correct content descriptions:
The basis for smooth customs clearance is correct and complete content descriptions. If all information is clear, this speeds up the inspection and clearance of the shipment.
Required customs documents:
Commercial invoice, export accompanying document, preference documents – depending on the destination country and shipment contents, various accompanying documents are required for customs clearance.
The perfect commercial and proforma invoice:
A commercial or proforma invoice must be provided as standard for all shipments subject to customs clearance. We show you which data the perfect customs invoice must contain.
Overview: These customs clearance documents must not be missing from any shipment
Commercial invoice or proforma invoice with a detailed goods description, goods value, HS code, country of origin, and complete sender and recipient details.
Packing list listing all packages, quantities, weights and, if applicable, serial or item numbers.
Export accompanying document (EAD) for shipments requiring export declaration, such as commercial exports to non-EU countries above the applicable value threshold (specific goods value or total weight).
Proofs of preference depending on the agreement and destination country (e.g. EUR.1, A.TR, origin declaration on the invoice), which can be used to prove that goods originate from a beneficiary country and can therefore benefit from reduced or completely waived customs duties in the destination country.
If applicable, import/export permits, licences or certificates (e.g. for dual-use goods, medical devices, food, chemicals).
Customs content declaration or customs declaration, if required for the destination country (e.g. CN22/CN23 for postal shipments).
If applicable, further country-specific forms or proof documents if required by the recipient country.
Computers, televisions, CD players, tape recorders, mobile phones, monitors, printers
Equipment
Oil well equipment, poultry equipment
Wires
Iron and steel wire, copper wires
Foodstuffs
Fish, Beverages, Milk Powder
Gifts
Dolls, remote-control cars
Household goods
Plates, dishes, tableware (See also examples for "appliances")
Which customs documents are required?
Which customs papers and documents must be enclosed with your shipment depends, among other things, on the value of the goods being sent, the destination country to which they are to be exported, and the reason for the shipment.
Documents, free samples or goods not intended for sale
When shipping documents, free samples or goods not intended for sale, the following documents are required:
Document
When required
Purpose / important content
Shipping label
For every international shipment
Contains sender and recipient details, shipment number, weight, and basic shipping information, which must match the customs data.
Proforma invoice
For documents, free samples or goods without sales value
Serves as the basis for the customs declaration and includes, among other things, a detailed goods description, statistical goods value, HS code, country of origin, and sender and recipient details.
Export accompanying document (EAD)
From a goods value of EUR 1,000 or a weight of 1,000 kg, provided that an export to a non-EU country takes place
Confirms the electronic export declaration to customs and accompanies the shipment when it is exported from the EU.
Goods intended for resale
When shipping goods intended for resale, the following documents are required:
Document
When required
Purpose / important content
Shipping label
For every goods shipment intended for resale
Ensures clear identification of the shipment and must match the invoice and customs documents in all key details.
Commercial invoice
For all goods with a sales value that are intended for resale
Serves as the central assessment basis for customs duties and taxes and includes, among other things, goods description, quantities, prices, HS code, country of origin, and complete sender and recipient details.
Export accompanying document (EAD)
For shipments requiring declaration (e.g. goods value over EUR 1,000 or weight over 1,000 kg)
Documents the export to customs, must be enclosed with the shipment, and is generated during the electronic export declaration.
Insufficient description
Examples and explanations for detailed descriptions
Parts
Description of the exact contents (see Machine Parts)
Pipes
Plastic pipes, steel pipes, copper pipes
Plants
Tulips, Roses, Willow Tree
Plastic goods
Plastic kitchenware, plastic houseware
Polyurethane
Polyurethane threads, polyurethane medical gloves
Propellant
see Chemicals
Rubber Articles
Rubber Hoses, Rubber Conveyor Belts
Rod
Welding Rod, Fuel rod, Copper rod
Samples
Sample of T-shirt, 100% cotton
Sanitary goods
Towels, buckets, tooth brushes
Scrap
Plastic scrap, foam crap, iron scrap
Spare parts
Description of the exact contents (see Machine Parts)
Textiles
Linen fabric, T-shirt 100% cotton
Tools
Hand tools, electric tools
Toys
see Gifts
Vehicles
Bicycles, scooter, skateboards
Wires
Iron wire, copper wire, steel barbwire
Wooden articles
Wooden furniture, wooden kitchen utensils
WPX (DHL product codes)
Description of the exact contents, no DHL product codes
Create the goods description correctly
In order for customs to clearly classify your shipment and apply the correct customs clearance, a precise and comprehensible goods description is required. The key point is to clearly state what is being shipped, what it is made of, and what it is used for. Avoid general terms such as “samples”, “parts” or “goods” and replace them with specific descriptions including technical details, material information, and intended use. The more precise the description, the lower the risk of customs enquiries, delays or additional requests.
Examples of content descriptions
Insufficient description
Improved / permitted description
“Electronic parts”
“Lithium-ion battery, 12 V, for portable medical devices”
Commercial and proforma invoice: what must not be missing
In international goods traffic, a proforma invoice serves as a preliminary document that states the value and purpose of a shipment without representing a request for payment. Unlike the commercial invoice, which serves as the basis for actual payment and accounting, the proforma invoice is primarily informational in nature. It is often used when product samples, gifts or spare parts are shipped without any intention to sell. Nevertheless, it is essential for customs clearance, as it provides customs data with the necessary information about sender, recipient, goods description, and statistical goods value. This enables customs authorities to correctly record and assess the movement of goods, even when no commercial trade takes place.
Frequently asked questions about the proforma document
A proforma invoice is a preliminary, non-payment document that states the value, description, and purpose of a goods shipment – ideal for international deliveries without a direct sale. It is mainly required for free sample shipments, gifts, warranty spare parts or advance payments in order to provide customs authorities with the necessary customs data such as goods value, quantity, and origin. Without it, customs clearance may fail because customs cannot otherwise correctly assess the movement of goods.
The proforma invoice is purely informational in nature and is mainly used for customs preparation or as a cost estimate. By contrast, the commercial invoice is the final invoice for paid goods and is used for accounting, payment, and complete customs declaration. Both must contain similar information such as sender/recipient, goods description, HS code, and value, but only the commercial invoice is binding for tax purposes.
Every proforma invoice needs the clear note “Proforma invoice”, sender and recipient addresses, a detailed goods description, quantity, HS code, goods value, country of origin, and Incoterms (delivery terms). Bank details and shipping method are recommended to avoid delays. This customs document should be dated, numbered and ideally signed in order to be recognised under customs law.
In addition to the proforma invoice, the commercial invoice, packing list (with weight, dimensions, and quantities), and proof of origin or preference (e.g. EUR.1) play a key role in customs clearance. For certain countries, a customs invoice is required, which specifically serves as proof of origin. In addition, the accompanying postal customs form (CN22/CN23) helps with smaller shipments, always including precise customs tariff numbers (HS codes) for smooth clearance.
Further MBE solutions
Shipping in Europe
Shipping in Germany
Shipping in Europe
Cross-border logistics is indispensable in modern business. Mail Boxes Etc. is your strong partner also beyond national shipping. When shipping in Europe, as an MBE customer you enjoy all the important advantages that also apply to domestic shipping.
Mail Boxes Etc. is your expert for shipping in Germany and worldwide. With more than 2,900 locations in 53 countries, we offer you tailor-made solutions for the national and international dispatch of your parcels, small packages, letters or freight shipments.
Die Mail Boxes Etc./MBE Center werden von unabhängigen Unternehmern als Franchisepartner betrieben, die im Rahmen eines Franchisevertrages unter der Marke MBE tätig sind. Über sein Franchisenetzwerk bietet Mail Boxes Etc. Dienstleistungen für Unternehmen und Privatpersonen an. Im Zentrum der Dienstleistungen stehen Logistik- und Versandservices – hierfür hat MBE zu Gunsten seiner Franchisepartner vertragliche Vereinbarungen mit den wichtigsten nationalen und internationalen Expresskurieren abgeschlossen – zum anderen Grafik- und Druckservices, die entweder direkt oder auf Grund von Vereinbarungen mit großen Druckcentern erbracht werden. Die Promotion der Serviceleistungen für Geschäfts- und Privatkunden erfolgt im Rahmen der Geschäftstätigkeit des einzelnen MBE Franchisepartners innerhalb und außerhalb des MBE Centers. Mail Boxes Etc. und MBE sind eingetragene Marken, die mit Genehmigung von Fortidia - einer eingetragenen Marke von MBE Worldwide S.p.A - verwendet werden (alle Rechte sind vorbehalten). Die von den einzelnen MBE Centern angebotenen Dienstleistungen können je nach Standort unterschiedlich sein. Das auf dieser Internetseite vorhandene Material, die hierin enthaltenen Informationen und Daten dürfen nicht kopiert, verteilt, verändert, weiterveröffentlicht, wiedergegeben, heruntergeladen oder an Dritte weitergeleitet werden, sofern nicht eine vorherige schriftliche Genehmigung von MBE Deutschland GmbH erteilt wurde. Wir übernehmen keine Haftung für den widerrechtlichen Gebrauch der auf dieser Webseite enthaltenen Materialien, Informationen und/oder der hier enthaltenen Daten.
websolute