A Commercial Invoice for Shipping Goods from the USA

The General Purpose of Trade-related Invoices in International Cargo Transportation

All cargo exported from the United States must be accompanied by documentation that describes the commodity and its value in US dollars. In international trade, exporters are required to provide a Commercial Invoice or a Purchase Receipt that shows this information.

To ship trade-related cargo from the U.S., you need a Commercial Invoice (CI). Customs uses this document to check if the community is legal and to define duties. Without it, you cannot ship internationally.

In some cases, a properly completed Valued Packing List (VPL) may substitute for a CI. This is acceptable if:

• A CI is unavailable
• You are sending overseas personal items that are not for sale
• You are moving household goods from the United States

Keep in mind that Customs may review and adjust the declared value on packing lists or proforma CI to reflect fair market value.

Commercial Invoice vs. Valued Packing List

• If you're shipping commercial cargo from the USA, providing a copy of the original CI or purchase receipt is best. If that's not possible, a proforma CI submitted in the form of a Valued Packing List may be accepted. However, the destination country’s customs might still request original documentation.

• If you ship personal items or household goods from the USA, a Valued Packing List is mandatory. It must include item descriptions and the declared value.

Sometimes, customs authorities may request additional documents beyond a CI or VPL to release your shipment. In such cases, you or your customs broker can assist in preparing compliant export documentation.

Suggestions for Submitting Commercial Invoices When Shipping from the USA

If you’re abroad and buying goods from the U.S., request a CI from the seller at the time of purchase. Ensure it’s formatted for international shipping.

If you are the seller, always provide the buyer with a purchase receipt suitable for export. The purchase receipt should include:

• A full commodity description
• The value in U.S. dollars
• (Ideally) The U.S. Harmonized Tariff Schedule (HS Code)

If the declared value exceeds $2,499, the exporter must also provide a U.S. Tax ID (EIN) or a copy of a non-U.S. passport to submit the Shipper’s Export Declaration (SED).

A Valued Packing List must be submitted for international transportation of household goods or personal effects, even if no sales/purchase activity is involved.

What are the Official Requirements for Invoice Format?

According to U.S. Customs regulations (Section 141.86), a CI must be in English and include:

• Port of entry
• Full names, addresses, and contact info of both the shipper and buyer
• Detailed description of goods
• Number and type of units, weight, and measurements
• Unit value in USD based on the export date’s exchange rate
• Country of origin
• Any additional services or components not reflected in the purchase receipt

The CI is evaluated alongside the bill of lading. Missing information on one document may be supplemented by details on the other.

Proforma Invoices and VPLs with AMID Logistics

If you are shipping internationally with AMID Logistics:

• Commercial clients are encouraged to email a PDF of the CI or purchase receipt before cargo delivery.
• Customers may submit a Valued Packing List online, which can act as a proforma CI if unavailable. A submission link is included in our shipping instructions.
• Sea freight carriers typically accept this document format for both commercial and personal exports.
• Most customs authorities at the destination also accept the VPL. Sometimes, customs may ask for specific documents, which the consignee must arrange.
• Upon receiving your booking, we’ll email the VPL submission link along with shipping instructions.

Harmonized Codes and Special Requirements

As of January 1, 2011, all international shipments from the United States require at least the first six digits of the Harmonized Tariff Schedule Code listed on the CI or VPL.

You can search for US HS Codes on the official website of the United States International Trade Commission at hts.usitc.gov.

In cases where household goods or mixed personal effects are shipped without a clearly defined commodity, we may suggest HS Code 4016.99.05 – "Household articles not elsewhere specified or included."

Final Notes on Document Submission

Before submitting your CI or VPL:

• Carefully review all information
• If corrections are needed, resubmit the document or contact us
• You may revise your documentation multiple times before the freight carrier receives it

Once documents are handed over to the ocean freight carrier:

• Further changes may incur amendment fees
• Once your goods enter the commerce zone of the destination country, all amendments are subject to local customs supervision.