COMMERCIAL INVOICE GUIDE
Complete guide to filling out your commercial invoice for international trade
EXPORTER / SELLER
The complete details of the company or person exporting the goods. This is required by customs authorities for identification and tax purposes.
Example:
ABC Trading Co., Ltd. 123 Export Street Seoul, 06000, South Korea Tel: +82-2-1234-5678 / Email: export@abctrading.com
INVOICE NUMBER
A unique reference number assigned by the exporter to identify this specific commercial invoice. This number is crucial for tracking shipments and managing accounts.
Example:
INV-2025-001 or CI-20250107-KR001
INVOICE DATE
The date when the invoice is issued. This date is important for payment terms calculation and customs clearance.
Example:
January 7, 2025 or 2025-01-07
CURRENCY
The currency in which the transaction is conducted. Common currencies include USD (US Dollar), EUR (Euro), GBP (British Pound), JPY (Japanese Yen), and KRW (Korean Won).
Example:
USD (if all prices are in US Dollars)
CONSIGNEE
The person or company to whom the goods are being shipped. This is typically the buyer or importer who will receive the goods at the destination.
Example:
XYZ Import Corp. 456 Import Avenue Los Angeles, CA 90001, USA Tel: +1-213-555-0123 / Email: import@xyzimport.com
BUYER (if other than consignee)
If the buyer is different from the consignee (the party receiving the goods), enter the buyer's details here. Leave blank if the buyer and consignee are the same party.
Example:
DEF Corporation 789 Business Blvd New York, NY 10001, USA (Leave blank if same as consignee)
COUNTRY OF ORIGIN
The country where the goods were manufactured, produced, or grown. This information is essential for determining tariff rates and compliance with trade agreements.
Example:
South Korea or Made in Korea
PORT OF LOADING
The port or airport where the goods are loaded onto the vessel or aircraft for international shipment.
Example:
Busan Port (for sea freight) or Incheon Airport (for air freight)
FINAL DESTINATION
The final destination port or location where the goods will be delivered or where customs clearance will occur.
Example:
Los Angeles Port or Port of Long Beach
TERMS OF PAYMENT
The agreed payment method and conditions between buyer and seller. Common terms include: • T/T (Telegraphic Transfer/Wire Transfer): Direct bank transfer, faster but requires trust • L/C (Letter of Credit): Bank-guaranteed payment, safest for exporters • D/P (Documents against Payment): Payment before document release • D/A (Documents against Acceptance): Payment at a future date
Example:
100% T/T in advance or 30% deposit, 70% before shipment or Irrevocable L/C at sight
TERMS OF DELIVERY (Incoterms)
International Commercial Terms (Incoterms® 2020) that define responsibilities between buyer and seller: • EXW (Ex Works): Buyer takes all responsibility from seller's premises • FOB (Free on Board): Seller delivers goods on board the ship; used for sea freight only • CIF (Cost, Insurance, Freight): Seller pays cost, insurance, and freight to destination port • CFR (Cost and Freight): Similar to CIF but without insurance • DDP (Delivered Duty Paid): Seller delivers goods cleared for import; maximum seller obligation • DDU (Delivered Duty Unpaid): Seller delivers to destination but buyer pays import duties
Example:
FOB Busan Port or CIF Los Angeles or DDP New York warehouse
DESCRIPTION OF GOODS
A detailed description of each product being shipped. Include product name, specifications, model numbers, materials, and any other relevant details that help customs identify the goods.
Example:
Cotton Men's T-Shirt, 100% Cotton, Round Neck, Short Sleeve, Blue Color, Size: M or LED Light Bulb, Model: LED-A60-9W, 9 Watts, E27 Base, Warm White 3000K
HS CODE
Harmonized System Code is an internationally standardized 6-digit code used to classify traded products. Countries may extend it to 8-12 digits for more specific classification. HS codes determine customs duties and import regulations. How to find: Use online HS code databases, check with customs authorities, or consult freight forwarders.
Example:
6109.10 (for cotton T-shirts) or 8539.50 (for LED lamps) or 8517.62.00 (for smartphones - extended code)
QUANTITY
The total number of units for each item being shipped.
Example:
1,000 (pieces) or 50 (cartons) or 2,500 (units)
UNIT
The unit of measurement for the quantity. Common units include PCS (pieces), CTN (cartons), KG (kilograms), SET, DOZ (dozen), M (meters), etc.
Example:
PCS, CTN, KG, SET, DOZ, BOX, M, L
UNIT PRICE
The price per single unit of measurement in the specified currency.
Example:
$12.50 per piece or $850.00 per carton
AMOUNT
The total value for each line item, calculated by multiplying Quantity × Unit Price. This is automatically calculated in most systems.
Example:
1,000 pcs × $12.50 = $12,500.00
TOTAL AMOUNT
The total commercial value of the entire invoice, which is the sum of all line item amounts. This is the total value that will be used for customs valuation and duty calculation.
Example:
USD 45,750.00 or Total Invoice Value: EUR 38,250.00
DECLARATION
A formal statement certifying that the information provided in the invoice is true and accurate. This is legally required for international trade.
Example:
I declare that all the information contained in this invoice is true and correct. or We certify that this invoice shows the actual price of the goods described and that all particulars are true and correct.
SIGNATURE
The authorized signature of the exporter or company representative, along with their name, title, and date. This validates the invoice and declaration.
Example:
John Smith Export Manager Date: January 7, 2025
Important Notes:
- •Always ensure all required fields are filled accurately to avoid customs delays
- •Keep copies of all commercial invoices for your records and accounting purposes
- •Use correct HS codes to ensure proper customs classification and duty calculation
- •Verify that the invoice matches other shipping documents (packing list, bill of lading)