Completing Commercial & Pro-Forma Invoices

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When do you need to provide an invoice?

If shipping to a non-EU destination you will need to supply Customs paperwork in the form of a Proforma or Commercial Invoice in order to clear your shipment through Customs at its destination. Invoices are not required for EU countries, see http://europa.eu/about-eu/countries/member-countries/ for an up to date list.

When shipping to non-EU countries, you need 5 copies of an invoice for each consignment, each with an original signature.

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Preparing an invoice

The invoice must state whether it is a “proforma invoice” or “commercial invoice”: A proforma invoice is to be used for consignments that are being supplied to the consignee free of charge A commercial invoice is to be used for consignments which are being sold to the consignee.

The following information must be included:

  1. The date of collection 

  2. The DPD consignment number 

  3. Your company name 

  4. Your company address and country 

  5. Your contact name 

  6. Your telephone number 

  7. Your EORI (Economic Operator Registration & Identification) Number. 

  8. Certain commodities exported to the USA require the sender to register with the FDA in USA. These commodities include cosmetics, pharmaceutical products, non-perishable food items. Refer to www.fda.gov for further information. A copy of the Prior Notice must be attached to the invoice before export. 

  9. The name of the company you are sending your consignment to (the consignee) 

  10. The address and country of the country of the company you are sending to 

  11. The contact name at the company you are sending to 

  12. The telephone number of the company you are sending to 

  13. The company registration (VAT) number, Personal ID (PID) number or EORI of the customer you are sending to. This required to clear your shipment through Customs and is mandatory for consignments to Norway and Canary Islands.

  14.  Number of parcels in the consignment 

  15. Total gross weight of the consignment in kilograms

  16. Enter the Customs Commodity Code (Tariff Number) for the item you are sending, insert it in here alongside the description of the goods. The Customs Commodity Code dictates the amount of duty that will be applied by Customs to the goods when they arrive. This is required for export and import customs clearance and ensures the goods are classified accurately and that shipper’s customer is not be over-charged in duties. 

  17. Full and accurate description of the goods is essential for Customs and airline security purposes. Poorly described shipments could be detained for further examination by Customs and so delay the delivery of the consignment. 

  18. Number of items for each description in box 17 

  19. Unit value of each item in box 17 

  20. The total of box 18 multiplied by box 19 

  21. Country of manufacture of your goods – list separate countries, if applicable 

  22. Total of box 20 

  23. State the reason for export e.g. sales, samples for review. 

  24. Terms of delivery (Interlink Ireland Ltd t/a DPD Ireland only accept pre-paid deliveries – no COD service is available on deliveries outside Ireland) 

  25. Declaration of origin. Certain countries may offer duty relief if an EUR declaration is made or an EUR1 document is supplied with the goods. Consult your local Customs officer for further details. Interlink Ireland Ltd (t/a DPD Ireland) will not accept consignments which are subject to any export or import prohibitions and restrictions, unless agreed in writing prior to export. 

  26. Original signature, printed name, position of the person completing 

Should you need further assistance, contact us at  international@dpd.ie