How to Fill Out a Commercial Invoice for International Shipping (Small Sellers)
Step-by-step guide for eBay, Etsy and Shopify sellers: what customs needs, how to describe goods, HS codes, declared value, Incoterms and common mistakes.
If you sell online and ship abroad, a commercial invoice tells customs what is in the box, where it was made and what it is worth. Get it right and parcels clear quickly; get it wrong and they sit in a warehouse.
1. Parties
Shipper/exporter is you. Consignee is who receives the parcel. Add an importer of record only if someone else pays duties (for example a company receiving goods for a customer).
2. Describe every item specifically
Customs officers need to know what it is, what it is made of and what it is for. “Gift” or “accessories” is not enough. Write “Plush bag charm, polyester, toy” or “Facial sheet mask, cosmetic, 10 pieces”.
3. HS code and country of origin
The first six digits of the Harmonized System code are the same in every country. Look up your item in the destination country’s tariff tool. Origin is where the goods were made, not where you ship from.
4. Value, quantity and weight
Declare the real transaction value (what the buyer paid for the goods). Show shipping and insurance separately – our commercial invoice maker does this and totals net weight automatically.
5. Reason for export and Incoterms
Use “Sale” for orders. Most small parcels are shipped DAP (buyer pays duties on arrival) or DDP (you pay them, common with marketplace programs).
6. Sign and attach
Sign the declaration, then print three copies: one in the document pouch on the outside, one inside the box, one for your records. Many carriers also let you upload a PDF.
Common mistakes
- Under-declaring value – it is illegal and can lead to fines or seizure.
- Different values on the invoice and the carrier’s customs form.
- Missing tax IDs required by the destination (for example EORI in the EU/UK).
Last reviewed: October 2026. General information, not legal or tax advice.