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How to Fill Out a FedEx Commercial Invoice: Step-by-Step Guide

A properly completed FedEx Commercial Invoice is essential for international shipments. One missing field or incorrect format can hold your shipment at customs for days, costing you time and money. This guide walks you through every section of a FedEx Commercial Invoice, explaining what each field means, why it matters, and how to fill it out correctly.

Whether you're shipping to Canada, Europe, Asia, or anywhere else, FedEx requires a Commercial Invoice for all international shipments. This document helps customs officials classify your goods, calculate duties and taxes, and determine if your shipment complies with import regulations.

DocInvo provides FedEx-compatible Commercial Invoice templates that match FedEx's format requirements. This guide explains each field so you can create accurate, compliant invoices that clear customs without delay.

What Is a FedEx Commercial Invoice?

A FedEx Commercial Invoice is a standardized document required for all international shipments sent via FedEx. It serves three primary purposes:

  1. Customs Declaration: Helps customs officials identify, classify, and value your goods
  2. Duty Calculation: Used to calculate import duties and taxes
  3. Carrier Requirement: FedEx requires this document for international shipments

FedEx has specific format requirements for Commercial Invoices. Using the correct format reduces the risk of customs holds and ensures your shipment moves through FedEx's network smoothly.

Why Proper Completion Matters

Incomplete or incorrect Commercial Invoices are the leading cause of customs delays. Here's what can go wrong:

  • Missing Tax IDs: Customs may reject shipments without proper shipper/consignee tax identifiers (EIN, VAT, EORI)
  • Incorrect HS Codes: Wrong Harmonized System codes cause misclassification, leading to incorrect duty calculations
  • Missing Country of Origin: Customs requires the manufacturing country, not just the shipping country
  • Incomplete Line Items: Missing descriptions, quantities, or values trigger customs holds

A properly completed invoice ensures:

  • Faster customs clearance
  • Accurate duty calculation
  • Reduced risk of delays
  • Compliance with FedEx requirements

Step-by-Step Guide to Filling Out a FedEx Commercial Invoice

Section 1: Shipper (Exporter) Information

The shipper is the person or company sending the shipment. This section must include:

  • Name: Full legal name (individual or company)
  • Company: Company name if applicable (optional for individuals)
  • Address: Complete street address (not P.O. Box)
  • City, State, Postal Code: Full address details
  • Country: Full country name (not abbreviation)
  • Tax ID: EIN (U.S.), VAT (Europe), or other tax identifier

Why it matters: Customs uses this information to verify the shipper's identity and tax status. Missing or incorrect information can cause delays.

Common mistakes: Using P.O. Box instead of street address, abbreviating country names, omitting tax IDs.

Section 2: Consignee (Importer) Information

The consignee is the person or company receiving the shipment. Required fields:

  • Name: Full legal name
  • Company: Company name if applicable
  • Address: Complete street address
  • City, State, Postal Code: Full address details
  • Country: Full country name
  • Tax ID: VAT, EORI, or other tax identifier (required for most countries)

Why it matters: Customs needs this information to assess duties and taxes. The consignee is responsible for paying import fees.

Common mistakes: Incomplete addresses, missing tax IDs, using shipping addresses instead of registered business addresses.

Section 3: Sold To (If Different from Consignee)

If the buyer is different from the consignee, include "Sold To" information:

  • Name: Buyer's full legal name
  • Company: Company name if applicable
  • Address: Buyer's address
  • Tax ID: Buyer's tax identifier

When to use: When shipping to a warehouse or third party, but the invoice is for a different buyer.

Section 4: Shipment Details

This section describes the shipment itself:

  • Invoice Number: Unique invoice identifier (you create this)
  • Invoice Date: Date the invoice was created
  • Terms of Sale: Incoterms (DAP, DDP, FOB, etc.)
  • Currency: Currency code (USD, EUR, GBP, etc.)
  • Reason for Export: Sale, gift, sample, return, etc.

Why it matters: These details help customs understand the nature of the transaction and who is responsible for shipping costs and duties.

Common mistakes: Using incorrect Incoterms, wrong currency codes, missing invoice numbers.

Section 5: Line Items (Goods Description)

Each item in your shipment needs detailed information:

  • Item Description: Clear, specific description of the product
  • Quantity: Number of units
  • Unit Value: Price per unit in the invoice currency
  • Total Value: Quantity × Unit Value
  • HS Code: 6-10 digit Harmonized System code
  • Country of Origin: Manufacturing country (full country name)

Why it matters: Customs uses this information to classify goods, calculate duties, and verify compliance. Incomplete line items are a major cause of customs holds.

Common mistakes: Vague descriptions ("electronics" instead of "wireless Bluetooth headphones"), missing HS codes, incorrect country of origin, wrong currency.

Section 6: Totals and Declaration

Final section includes:

  • Total Invoice Value: Sum of all line items
  • Shipping Costs: If applicable
  • Total Amount: Final invoice total
  • Signature: Required for most shipments

Why it matters: Customs uses the total value to calculate duties and taxes. Missing signatures can cause rejection.

Common Mistakes and How to Avoid Them

Mistake 1: Missing Tax IDs

Problem: Customs may reject shipments without proper tax identifiers

Solution: Always include EIN (U.S.), VAT (Europe), or equivalent tax ID

Impact: Customs holds, delays, potential penalties

Mistake 2: Incorrect HS Codes

Problem: Wrong codes cause misclassification and incorrect duty calculations

Solution: Use accurate 6-10 digit HS codes for each product

Impact: Overpayment or underpayment of duties, customs delays

Mistake 3: Vague Product Descriptions

Problem: "Electronics" or "clothing" are too vague for customs

Solution: Use specific descriptions: "Wireless Bluetooth headphones, model XYZ"

Impact: Customs holds for clarification, delays

Mistake 4: Missing Country of Origin

Problem: Customs needs the manufacturing country, not shipping country

Solution: Include full country name for each line item

Impact: Customs holds, incorrect duty assessment

Mistake 5: Incorrect Incoterms

Problem: Wrong Incoterms misrepresent who pays for shipping and duties

Solution: Use correct Incoterms (DAP, DDP, FOB, etc.) based on your agreement

Impact: Disputes, incorrect duty calculations

Best Practices for FedEx Commercial Invoices

  1. Use FedEx-Compatible Templates: Ensure your invoice matches FedEx's format requirements
  2. Double-Check Tax IDs: Verify all tax identifiers are correct and current
  3. Verify HS Codes: Use accurate Harmonized System codes for each product
  4. Include Complete Addresses: Use street addresses, not P.O. Boxes
  5. Be Specific with Descriptions: Avoid vague terms; use detailed product descriptions
  6. Sign the Invoice: Most shipments require a signature
  7. Keep Copies: Maintain records of all invoices for your files

Frequently Asked Questions

Q: Do I need a Commercial Invoice for every FedEx international shipment?

A: Yes, FedEx requires a Commercial Invoice for all international shipments, regardless of value.

Q: Can I use the same invoice template for all countries?

A: The basic format is similar, but some countries have specific requirements. Always verify destination country requirements.

Q: What if I make a mistake on the invoice?

A: Contact FedEx immediately. You may need to provide a corrected invoice, which can cause delays.

Q: How long is a Commercial Invoice valid?

A: Commercial Invoices are typically valid for the specific shipment they're created for. Don't reuse invoices for different shipments.

Conclusion

A properly completed FedEx Commercial Invoice is essential for smooth international shipping. By following this guide and ensuring all fields are accurate and complete, you can reduce the risk of customs delays and keep your shipments moving.

DocInvo provides FedEx-compatible Commercial Invoice templates that match FedEx's format requirements. Fill in your shipment details, and DocInvo formats everything correctly for FedEx.

Related guides:

Create your FedEx Commercial Invoice now →

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