Customs forms

Austria, Belgium, Bulgaria, Croatia, Cyprus, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Latvia, Lithuania, Luxembourg, Malta, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, and the United Kingdom.

No customs document is required for these countries.

✔ Complete the CN23/CN22 form with all the correct details and append a copy to your shipment.

✔ Always add 2 copies of the invoice or proforma invoice.

✔ A shipment worth more than €1000? Then you must also add a Single Administrative Document.

Governments are exercising increasingly more stringent control over which goods can enter their country. The information disclosure for shipments of goods to destinations outside the EU has been tightened accordingly as of 1 January 2019. This means that customs forms must be completed with all the correct details. Otherwise this can be a reason for blocking the shipment. You can prevent this by completing all the details – even when fields do not seem to be required.

• Compete the shipping label in English or French. These are the recognized languages in the international postal world.
• Complete all the details as thoroughly, correctly and legibly as possible. Example: a description such as ‘clothing’ is not accepted, but ‘men’s shirts’ or ‘cotton t-shirts’ is. If you do not do this, the shipment could be delayed. The customs authorities or other governmental bodies can check the shipments in the land of export, the country of transit and/or the country of destination. Wrong description often leads to a fine or confiscation of the shipment.
• Not everything can be shipped. Here is an overview
• Restrictions may apply for certain goods. You must obtain information on the import and export provisions, including any additional documents required, such as a certificate of origin, health certificate, CITES permit, phytosanitary certificate or licence.
• Example of a complete and correct description:

By commercial shipment we mean:

• The purchase by a private individual from a company;
• The purchase by a company from a company;
• The purchase by a private individual from a private individual (e.g. via an auction site);
• An exchange (where no money is paid, e.g. a collector).

You must always complete the following data clearly for commercial shipments:

✔ The Harmonized System (HS) code: Goods are given a code according to the Harmonised System in line with with classification rules agreed worldwide. You enter this six-digit code on the CN23 part.

✔ The concept of “Country of origin of goods” indicates the country of production, manufacturing or assembling). Complete these details correctly. This will help customs to process shipments faster and more efficiently.

✔ Mention the “Postage fee” you paid for the shipment. Mention other charges (e.g. insurance) separately. These amounts are necessary to calculate the customs liability in the country of destination.

✔ A certificate, declaration, permit, licence or certificate is required, depending on the country of destination indicated in your shipment. You must then indicate the number thereof on the CN23 part. The sender and the recipient are both responsible for obtaining the right documents. Append these documents in duplicate to the invoice in a transparent bag on the back of the parcel.

✔ NEVER include documents concerning the shipment in the shipment.

✔ You must add an invoice in duplicate to all commercial shipments. Indicate the number thereof on the CN23 part of the shipping label.

✔ No commercial invoice? Then add a proforma invoice in duplicate to the shipment.

✔ Indicate whether the customs documents have to be validate for export. Add the Single Administrative Document or the Export Accompanying Document (SAD/EAD) together with the invoice and other documents in a transparent bag on the backside of the parcel.

The following data must always be mentioned:

✔ Name, address and telephone number of sender;

✔ VAT payers must indicate their VAT number and EORI number.

✔ Name, address, telephone number and if possible, the VAT number of the addressee.

✔ The country of origin of the goods. This is the country where the goods were made, and not where they were bought. The country of origin is normally mentioned on the product (“made in”).

✔ The related declaration of origin can be worded as follows: “The exporter of the products covered by this document declares that, except where otherwise clearly indicated, these products are of <<country>> origin.”

✔ The complete description of the nature of the goods, the number of units per item, the total weight and the total value of each item.

✔ Remember to indicate the correct currency.

✔ The net and gross weight of the shipment (the gross weight is the total weight of the shipment, packaging included).

✔ The date and place of sale. Always print invoices on your own letterhead.

✔ Don’t forget to issue the invoice in English or in French.