What is a Non-Commercial Invoice?
A non-commercial invoice is a crucial document for international shipments of goods that are not intended for sale. This typically includes gifts, samples, returns, and personal belongings. Unlike a commercial invoice, its primary purpose is customs clearance, providing authorities with details about the shipment’s contents and value for tax and duty assessment. Accurate completion is essential to avoid delays or penalties at customs.
Why Use a Non-Commercial Invoice Template?
Using a template ensures you include all the necessary information in a clear and organized format. This includes details like the sender’s and recipient’s addresses, a detailed description of the goods, the quantity, the declared value (even if it’s zero for gifts), and the reason for export (e.g., “gift,” “sample,” “return”). A well-structured template simplifies the process and reduces the risk of errors that can cause shipment delays. Most templates are editable and can be customized with your company logo.
Key Information to Include
Ensure your non-commercial invoice includes: sender and recipient details (name, address, contact information), a clear and accurate description of each item (e.g., “Cotton T-Shirt, Size Large, Blue”), the quantity of each item, the declared value of each item (even if it’s a nominal value), the reason for export, and a declaration statement confirming the accuracy of the information. It’s also important to include the country of origin for each item, if known.
Free Downloadable Templates
Numerous websites offer free, downloadable non-commercial invoice templates in various formats like PDF, Word, and Excel. Search online for “free non-commercial invoice template” to find a suitable option. Remember to choose a template that is clear, easy to use, and includes all the necessary fields to provide the required information to customs officials. Review the template before use to ensure it meets the specific requirements of the destination country.
Sample Non-Commercial Invoice Entries:
Sample 1: Gift
Description: Handmade Scarf. Quantity: 1. Declared Value: $25.00. Reason for Export: Gift.
Sample 2: Clothing Return
Description: Ladies’ Wool Sweater, Size Medium, Red. Quantity: 1. Declared Value: $75.00. Reason for Export: Return for Exchange (Incorrect Size).
Sample 3: Fabric Samples
Description: Assorted Fabric Swatches (Cotton, Linen, Silk). Quantity: 3. Declared Value: $5.00 (for customs purposes). Reason for Export: Fabric Samples for Product Development.
Sample 4: Personal Effects
Description: Used Leather Boots. Quantity: 1 Pair. Declared Value: $30.00. Reason for Export: Personal Effects – Temporary Export.
Sample 5: Books
Description: Used Novel Book. Quantity: 1. Declared Value: $10.00. Reason for Export: Personal Effects Gift.
Sample 6: Children Toy
Description: Toy Blocks Set. Quantity: 1. Declared Value: $20.00. Reason for Export: Gift.
Sample 7: Kitchen Utensil
Description: Cooking Spatula. Quantity: 1. Declared Value: $5.00. Reason for Export: Gift.
Sample 8: Jewelery Item
Description: Fashion Bracelet. Quantity: 1. Declared Value: $15.00. Reason for Export: Gift.
Sample 9: Electronic Goods
Description: Used Charging Cable. Quantity: 1. Declared Value: $8.00. Reason for Export: Personal Effects.
Sample 10: Documents
Description: Printed Documents. Quantity: 1 Set. Declared Value: $10.00. Reason for Export: Official Documents.
Sample 11: Bag
Description: Laptop Bag. Quantity: 1. Declared Value: $35.00. Reason for Export: Personal Effects.
Sample 12: Souvenir
Description: Key Chain Souvenir. Quantity: 1. Declared Value: $7.00. Reason for Export: Gift.
Sample 13: Beauty Product
Description: Lip Balm. Quantity: 1. Declared Value: $5.00. Reason for Export: Gift.
Sample 14: Home Décor Item
Description: Photo Frame. Quantity: 1. Declared Value: $12.00. Reason for Export: Gift.
Sample 15: Stationary Item
Description: Pen Set. Quantity: 1. Declared Value: $10.00. Reason for Export: Gift.
Sample 16: Hobby Related Item
Description: Paint Brush. Quantity: 1. Declared Value: $3.00. Reason for Export: Personal Hobby.
Sample 17: Garden Tool
Description: Hand Trowel. Quantity: 1. Declared Value: $8.00. Reason for Export: Gift.
Sample 18: Sports Equipment
Description: Tennis Ball. Quantity: 1. Declared Value: $4.00. Reason for Export: Gift.
Sample 19: Musical Instrument Part
Description: Guitar Pick. Quantity: 1. Declared Value: $2.00. Reason for Export: Personal Effects.
In Conclusion
Non-commercial invoices are indispensable for hassle-free international shipments of goods that aren’t for sale. Using a template and accurately completing all required information prevents delays and ensures compliance with customs regulations. Remember to declare the value of the items, even if they are gifts, and clearly state the reason for export. Taking the time to prepare a proper non-commercial invoice saves time and money in the long run.
