Creating export documents: the correct customs documents for your shipment
What documents are required for your international shipment? With Paket International, companies and online retailers prepare their export documents digitally and combine goods, shipping and customs data in one process.
- Commercial and pro forma invoices from your shipment data
- Customs declarations matching the booked shipping product
- Plan for export declarations and additional documentation in good time.
Your document check
Four questions before shipping to a third country.
Choose the appropriate invoice.
Postal parcel or express delivery?
Determine customs documents according to service.
Is an export declaration required?
Check value, weight and special cases.
Additional documentation required?
Observe origin and product specifications.
The decisive factors are the destination country, type of goods, purpose of shipment and shipping product.
What export documents do I need?
For the sale of goods to a third country, the commercial invoice is usually the basis for import clearance. Further documents depend on the transport route and import regulations. This overview will help you organize the documents for your shipment.
Commercial invoice
Document the sales transaction, including product items, prices, and currency. Add the information required for customs and shipping.
Pro forma invoice
This applies, for example, to free samples, provided the destination country accepts them. Even free goods require a verifiable value for customs purposes.
CN22 / CN23
Customs declarations for relevant postal products. For DHL Parcel International to third countries, CN23 is required; the specific form to choose depends on the product.
Export declaration
Electronic registration may be required. The MRN identifies the transaction; the export accompanying document is part of the process.
Origin & Preference
A certificate of origin confirms non-preferential origin. EUR.1 certificates and declarations of origin serve other purposes and may, if certain conditions are met, offer customs advantages.
Packing List
Assigns the goods to the individual packages. It facilitates the control of contents, quantities and weights; it does not replace the invoice or the required customs declaration.
Shipping within the EU: For Union goods in regular trade within the EU customs territory, export customs documents such as CN23 or ABD are not normally required. Special territories, specific goods, and other customs procedures must be considered separately.
Commercial invoice or pro forma invoice?
The invoice type corresponds to the actual transaction. Prepare the documents before collection and reconcile the details with your electronic shipping information.
Commercial invoice upon sale
Your customer purchases the goods. The commercial invoice documents the transaction and supports customs valuation in the destination country. A delivery note stating quantities but lacking the required value information is generally insufficient for this purpose.
Pro forma in the case of free delivery
No payment is required, for example, in the case of a free sample. Indicate the purpose and value for customs clearance. Check whether the chosen service and the destination country accept a pro forma invoice.
| Data area | Check before shipping |
|---|---|
| Participants & References | Complete company and recipient details, contact information, invoice number, invoice and delivery date; EORI and other identification numbers, if required. |
| Product description | Each item should be described clearly, including quantity, material, and function. "Men's cotton T-shirt" is more informative than "clothing". |
| Values & Currency | Include individual and total values, as well as separate transport or insurance costs, where relevant. Do not declare free goods as a flat rate of €0. |
| Origin & Commodity code | Actual country of origin and appropriate customs tariff number for each item of goods, according to customs clearance requirements. Shipment from Germany alone does not establish German origin. |
| Packages & Weight | Number and arrangement of packages, as well as required net and gross weights. The net weight refers to the goods without packaging. |
| Purpose & Delivery Terms | Correctly specify whether it's a sale, sample, return, or repair. Include the agreed delivery terms with the specified location and clarify cost allocation in advance. |
HS code and customs tariff number: The Harmonised System (HSS) forms the international basis with six digits. For the German export declaration, the corresponding eight-digit commodity code is required. Additional digits may be added in the importing country. The code must match the specific goods.
Language, signature, number of invoice copies, and special declarations depend on the destination country and service. Our page explains how to submit the documents or attach them to the package. Shipping documents.
When is an electronic export declaration required?
For regular commercial export shipments, electronic registration is generally required if the statistical value exceeds €1.000 or the net weight exceeds 1.000 kilograms. Even below these thresholds, special formalities may necessitate electronic registration.
Simplified registration methods are available for suitable shipments up to and including both borders. Licensing requirements, restrictions, and the specific procedure must be examined separately. An export shipment is not automatically equivalent to a single carton.
MRN · the reference
The Movement Reference Number identifies the declared customs transaction. It is not a commercial invoice and not proof of export that has already taken place.
ABD · the accompanying document
The export accompanying document contains information for the export declaration, including the MRN. Forward the required data and documents according to the carrier's specifications.
Exit note · the confirmed exit
The exit confirmation documents the confirmed departure of the goods from the EU customs territory. It is distinct from the export declaration and can be relevant for tax purposes as proof of export.
Integrate export documents into your shipping process
Use verified order and item data for shipping and customs. With Paket International, you can create supported commercial and pro forma invoices as well as carrier-specific customs documents from the shipment data. The scope depends on the connection, route, and booked service.
Data transfer
Enter the order in the shipping platform or import data from your connected shop or ERP system. Provide complete item and recipient information.
Complete the information
Check the goods description, origin, value, commodity code, and purpose of shipment. Before booking, clarify whether an export declaration or other documentation is required.
Provide documents
Create the available documents appropriate for the shipment. Submit customs data digitally, if the service supports it, and print any additional required documents.
For recurring broadcasts: View shop and ERP integrations or shipping via our Connecting the Shipping APIWe will coordinate with you to determine which data your specific integration will transfer and which additional services are required.
Additional certificates: Certificates of origin, proofs of preferential origin, and product-related authorizations are subject to their own requirements and responsibilities. A shipping booking does not replace the application for or technical review of these documents.
Frequently asked questions about export documents
The most important differences explained in an easy-to-understand way: from the correct invoice to the confirmed dispatch of goods.
Basics & Calculations
What export documents do I need for a shipment to a third country?
When selling goods, you typically need a commercial invoice. Depending on the product being shipped and the export procedure, customs declarations such as CN23 and, if applicable, an electronic export declaration may also be required. Certificates of origin, packing lists, or product certificates may additionally be necessary. Therefore, carefully consider the destination country, the goods, their value, and the services offered.
Do I need export documents for shipping within the EU?
For Union goods in regular trade within the EU customs territory, export customs documents are normally not required. Invoices and transport documents may still be necessary, depending on the transaction. Different requirements may apply for special territories, certain goods, or special customs procedures.
What is the difference between a commercial invoice and a pro forma invoice?
A commercial invoice is part of a sale and documents a payment claim. A pro forma invoice serves, among other things, for information and customs clearance in the case of free deliveries. Whether it is accepted depends on the destination country and the specific shipping situation. The designation "pro forma" does not exempt the goods from import duties.
What documents do I need for product samples, returns, or repairs?
Specify the actual purpose of the shipment and link it to existing invoices or previous customs declarations. For free samples, a pro forma invoice with a verifiable customs value may be appropriate. Returns and repairs may require special procedures or documentation. Clarify these before shipping; a "return" alone does not guarantee duty exemption.
Customs contents & export declaration
When do I need CN22 and when do I need CN23?
CN22 and CN23 are customs declarations for corresponding postal products. The requirements depend on the product and its value: DHL Parcel International to third countries uses CN23. For DHL Parcels up to 300 Special Drawing Rights, CN22 may be required. Different procedures apply to express services. Select the form according to the current product requirements.
Does a commercial invoice replace a customs declaration?
No. The invoice and customs declaration serve different purposes. If the shipment requires both, both must be provided. Electronically transmitted customs data may also be required. The goods items, quantities, values, and origin should be consistent across all documents.
From what value is an electronic export declaration required?
For regular commercial export shipments, registration is generally required if the statistical value exceeds €1.000 or the net weight exceeds 1.000 kilograms. Special goods, permits, or formalities may necessitate registration even below these thresholds. The export shipment is the determining factor; it cannot be arbitrarily reduced in size by splitting it into multiple packages.
Are ABD, MRN and exit notice the same thing?
No. The MRN is the reference for the customs transaction. The ABD is the export accompanying document containing information about the declared export. The exit confirmation documents the confirmed departure of goods from the EU customs territory. Keep it with the respective transaction; the ABD alone does not yet confirm this departure.
Origin & digital processing
Does my company need an EORI number?
Companies participating in customs procedures regularly require an EORI number, especially for electronic customs declarations. Clarify your company's role in the specific export and what identification data carriers or customs representatives need. The EORI number does not replace a permit or a commodity code.
Is a certificate of origin the same as an EUR.1?
No. A certificate of origin confirms the non-preferential origin of goods and is generally issued by the Chamber of Industry and Commerce (IHK) in Germany. EUR.1 certificates and declarations of origin are proofs of preferential origin for potential customs benefits. Which proof is acceptable depends on the respective agreement and the applicable rules of origin. A certificate of origin does not automatically grant a customs advantage.
Do I need to print export documents or is digital transmission sufficient?
This depends on the carrier, service, destination country, and document. With supported procedures, data and certain invoice documents can be transmitted electronically. However, printouts, originals, or additional certificates may still be required. Please check the booking requirements. Guide to shipping documents helps with preparation.
Can I automate my export documents with Paket International?
Yes. Supported invoices and customs documents can be generated from your shipping data; connected shops, ERP systems, and the API can reduce data entry. The available documents and transmission methods depend on the connection and shipping service. Official certificates and special permits must be obtained according to their own requirements.
Bring your export documents into a clear process.
Combine your shipping and customs documentation with Paket International. We will discuss the appropriate connections and requirements for your international shipments with you.
Editorial Team Package International · Expert Source Review: The decisive factors are the current specifications for goods, route and service.