International fulfilment outside the EU: avoid delays with correct customs documentation
Shipping internationally offers opportunities, but as soon as goods are sent outside the European Union, additional customs formalities apply.
This whitepaper explains which information is essential for correct customs clearance. With the help of our practical checklist, you can quickly verify whether your commercial invoice meets all requirements, ensuring that your shipment reaches its destination via your fulfilment centre without unnecessary delays.
Why correct customs documentation is crucial for international fulfilment
A commercial invoice is an essential document for customs and forms the basis for:
- Determining import and export duties
- Establishing the value of goods
- Classifying products using HS codes
- Checking for prohibited or regulated items
- Releasing a shipment for transport
If information is missing, incorrectly completed, or does not match the actual goods, this can result in:
- Delays in shipment processing
- Additional checks or investigations
- Fines or additional charges
- Refusal or return of goods
A carefully prepared invoice prevents these issues and ensures a smooth and reliable logistics process.
Checklist for a correct commercial invoice
Use the checklist below to quickly assess whether your commercial invoice contains all necessary information:
- Sender / exporter details
- Name, address, and city
- EORI number
- VAT number
- Importer details
- Name, address, and city
- Email address and telephone number
- EORI number
- VAT number
- Description of goods
- Specific and detailed
- Avoid generic terms such as “parts”
- Describe material, function, brand, or application where possible
- Value of goods
- State the amount and corresponding currency
- Value must match the actual shipment
- HS code(s)
- One 8-digit HS code per product category
- Packaging information
- Number of pallets
- Dimensions per pallet
- Gross and net weight
- Weights
- Clearly state gross and net weight separately
- Net weight broken down per HS code
- Country of origin
- Clearly indicate the origin of the goods
- Include a preferential origin statement where applicable
- Incoterm
- State the agreed incoterm (e.g., DAP, DDP, FOB…)
- Determines responsibility for costs, risks, and customs formalities
- Customs broker (if applicable)
- Contact details of the customs broker or freight forwarder used
- Optional: preferential origin
- Include only if you meet the conditions of the relevant trade agreement
Common causes of delays
Despite good preparation, delays often occur due to:
- A too general description of goods
- Missing or incorrect HS codes
- Invoices without importer contact details
- Missing country of origin declaration
- Late submission of documentation
Checking your invoice before registering the shipment can easily prevent these issues.
Hexspoor is here to support your international fulfilment
We are happy to help you handle international shipments smoothly and without delays. If you have doubts about the accuracy of your invoice or if information is missing, please contact our team, we are happy to assist you with any questions.
The more complete your documentation, the faster and more reliably your goods will reach their destination.