What this template includes
- Shipper
- Name, address, phone, email and your tax or registration number where the courier asks for it.
- Receiver / importer
- Name, full address with postcode, phone, email and the importer’s tax ID where the destination asks for it.
- Shipment
- Invoice number and date, courier name, AWB or tracking number, currency and terms of delivery.
- Reason for export
- Sale, commercial sample, gift, return, repair or temporary export.
- Goods lines
- Plain-language description, HS code, country of origin, quantity, unit value and total value.
- Packages and weights
- Number of boxes, net weight and gross weight, matching the courier booking.
- Declaration
- A statement that the information is true and correct, with name, signature and date.
Example use case (illustrative)
A Jaipur handicrafts studio sends two cartons of block-printed cushion covers to a prospective buyer in Toronto by international courier. The invoice gives the AWB number from the booking, sets the reason for export as “Commercial sample”, lists each design with its HS code and “Country of origin: India”, shows a realistic unit value rather than zero, and states net and gross weights that match what the courier weighed.
How to fill in the Courier commercial invoice
- Book the shipment first. Get the AWB or tracking number and confirmed weights from the courier booking.
- Enter shipper and receiver. Add full names, addresses, phone numbers and any tax ID the destination asks for.
- Choose the reason for export. Sale, sample, gift, return or repair; customs treats each differently.
- Describe each item precisely. Say what it is, what it is made of and what it is for, then add the HS code and country of origin.
- Enter values and weights. Use realistic values in the chosen currency and weights that match the booking.
- Sign and attach. Sign and date the declaration, print the copies the courier asks for and attach them to the parcel.
Why couriers ask for a commercial invoice
When a parcel crosses a border, destination customs needs to know what is inside, what it is worth and where it was made before releasing it. International couriers clear most parcels on the basis of the commercial invoice you attach, so a missing or vague invoice is one of the most common reasons parcels are held.
Reason for export and declared value
Customs treats a sale, a free sample, a gift and a returned item differently, so the reason for export should be stated clearly. Even when nothing is being paid, declare a realistic value: many customs authorities need one to assess the parcel, and an obviously low or zero value invites questions.
- Sale: use the price the buyer is paying.
- Sample or gift: use a fair value for the goods and mark the reason.
- Return or repair: reference the original shipment or invoice if you have it.
HS codes, country of origin and the declaration
The HS code identifies goods for customs worldwide. The first six digits are common internationally, and countries add further digits for their own tariffs. Country of origin is where the goods were made, not where they are posted from. The signed declaration confirms the invoice is true; misdescribing goods or under-declaring value can lead to delays, penalties or seizure.
Requirements differ by destination and by courier. Some countries ask for the importer’s tax number or specific wording, and couriers set their own rules on copies. Always check the destination country’s customs requirements and your courier’s guidance before you ship. For a formal export from India that needs IEC, GSTIN and LUT details, use the export invoice format instead.
Read more: HSN codes: a practical guide