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How to Prepare a Commercial Invoice for Export: A Complete Guid
A Commercial Invoice is one of the most important documents in international trade. It serves as both a legal record of sale and a customs declaration for goods being exported. Preparing it correctly ensures a smooth customs process and avoids unnecessary delays or penalties.
1. What Is a Commercial Invoice?
A commercial invoice is a document issued by the seller (exporter) to the buyer (importer). It provides detailed information about the transaction — including the description of goods, value, origin, and destination.
It’s required by customs authorities in both the exporting and importing countries to verify the shipment’s value and determine duties or taxes.
2. Why It’s Important
Required for customs clearance
Used for insurance and payment processing
Serves as proof of sale
Helps calculate taxes and tariffs
Avoids shipment delays or inspection issues
3. Key Elements of a Commercial Invoice
A proper commercial invoice should include the following details:
Exporter’s and Importer’s Information: Company name, address, contact details.
Invoice Number and Date: Unique reference for documentation.
Description of Goods: Clear and specific, including quantity and unit.
HS Code: Harmonized System Code for customs classification.
Unit Price and Total Value: Currency must be clearly stated.
Country of Origin: Where the goods were manufactured.
Incoterms: Define who is responsible for freight, insurance, and customs.
Shipping Details: Port of loading, destination, and transport method.
Authorized Signature: Verification from the exporter.
4. Common Mistakes to Avoid
Missing or incorrect HS Code
Inconsistent product description with Packing List
Wrong currency or value
Missing signature or stamp
Not matching with other export documents (e.g., COO, Bill of Lading)
Conclusion
A well-prepared commercial invoice is more than a document — it’s a gateway to smooth international shipping.
Every detail matters when it comes to customs clearance, payment processing, and buyer trust.
For expert help with documentation, logistics, and international shipping, Bali Sourcing Cargo is ready to assist.
WhatsApp: +62 812-3954-292
Website: www.balisourcingcargo.com
Instagram: @balisourcingcargoidn