The following is a list of instructions on how to write a commercial invoice.


If your institution does not have a standard form invoice you can write one up on your institution’s letterhead.


1 - On letterhead from your institution, title your letter “Commercial Invoice”.

2 - Write your institution’s import business number on the letter.

3 - Create a list of the goods you plan to ship, showing the quantity of each item, the country of origin for that item, and the dollar value of the goods. Country of origin is the country where the goods were made.


4 - Tally up the value of all the goods in your list and write the total dollar value at the bottom of your list. State which currency you are using, for example state the value shown is in Canadian dollars, US dollars, Euros, or which ever currency is most convenient for you.


5 - Make a brief statement as to why the goods are being sent to the destination. For example, to be used in an experiment and will subsequently be returned to the originating institution on a particular date.


6 - In bold print write the following statement, “Your country Customs Clearance to be done by Your company Ltd.”


7 - Sign your letter.

8 - Send us a copy of your commercial invoice and attach 3 copies to your shipping documents when you ship the goods.


*Please see Aussie's replies below*

Replying to [terrabrazil]:
Worth reading! Thank you!

Replying to [terrabrazil]:

Thanks for the list!

Quoting from [terrabrazil]:

The above Format is universel:

Exporter, Importer, etc coloums are designed one, We have to fill the places with appropriate details:like fill in the blanks

Replying to [terrabrazil]:good list .. it is enght to reading

Replying to [terrabrazil]:

good instruction,thank you !i am new guy,welcome more help.
*No direct email addresses allowed in here - Moderator*

Thank you very much

Replying to [terrabrazil]:It's very goo!

The info in this Topic is a little misleading.

Replying to [terrabrazil]:

WRONG WRONG WRONG

There is no such thing as a standard form of "Commercial Invoice" in international trade as the author of this topic suggests. The data listed by the author at the outset of this topic is little more than an ordinary Invoice which is unacceptable in most countries of destination where a Commercial Invoice is compulsory.

For insight we first need to understand these 3 types of invoices.

1. "Pro Forma Invoice"
2. "Invoice"
3. "Commercial Invoice"

There are several other exotic sorts of invoices like "Consular Invoice" with limited application which we won't worry about here.

PRO FORMA INVOICE
For most suppliers and buyers, this is the main sort of invoice in our practical everyday dealings.
Importantly, no debt is actually owed by buyer to seller under a Pro Forma Invoice.
However, a Pro Forma Invoice is a commitment by the supplier to provide the goods at the specified price.
The supplier usually submits a Pro Forma Invoice to buyer for payment before the goods are shipped.
Above all, a buyer has legal right to decide to pay a Pro forma Invoice or not pay it.

INVOICE
A document headed "Invoice" (without the words "pro forma") means that the money is actually owed by the buyer and must be paid in accord with previously agreed terms.
The seller brings an "Invoice" to account on its books as an actual legally owed debt.
An "Invoice" is also prima facie evidence of ownership of the goods passing from seller to buyer. Therefore, be extremely careful in drawing an invoice which is headed "Invoice" without the words "pro forma". Otherwise, you might transfer legal ownership of the goods to the buyer before collecting the money.
An ordinary "Invoice" is usually drawn by the seller when the seller gives for example 30 days credit after shipping the goods.
The only way around that problem is to state on the Invoice "Title in the goods is not transferred until the invoiced sum is paid in full".
Unlike a Pro Forma Invoice, the buyer must pay an "Invoice" (unless legal grounds exist to dispute it).

COMMERCIAL INVOICE
A "Commercial Invoice" has the same legal effect as the above ordinary Invoice. The key difference is that a Commercial Invoice also contains shipping and other information.
Many countries of destination require a Commercial Invoice. Some do not.
A Commercial Invoice can only be drawn by an expert in this field because different countries of destination have very different requirements where different specific information must be included, and in many cases like France the language on the Commercial Invoice must not be English.
Some countries, like USA, have their own special Form of Commercial Invoice which must be used when value of goods (from memory) exceeds $500.
When value is less than the specified value for the country you find that air express couriers like DHL etc have their own form of Commercial Invoice which the supplier must use. The supplier downloads the carrier's own form of Commercial Invoice from the carrier's website.

The supplier and buyer will hardly ever get involved with Commercial Invoices when the goods are carried by sea or large value consignments are air freighted. Here, the Commercial Invoice is drawn by the Freight Forwarder using his expert knowledge of the different requirements of different countries for form, language and content of the Commercial Invoice.

(cond below)

SUMMARY

Broadly speaking, in practical everyday international trade (except for courier goods of small value):

1. Seller sends Pro Forma Invoice to the buyer (who has a choice to pay or not pay it).

2. Buyer pays the sum on the Pro Forma Invoice (which may or may not include shipping costs).

3. Supplier gives copy of the Pro Forma Invoice to its Freight Forwarder who then prepares the exact required Commercial Invoice in accord with rules of the country of destination (and these rules can be very different from country to country for those destination countries which require Commercial Invoices).

4.In bottom line, a Commercial Invoice must be prepared only by a qualified expert who has expert knowledge of all the rules in various countries of destination.