A proforma invoice is needed for every shipment that goes through customs, that is, to or from a country outside the European Union. Customs uses it to check the parcel and work out any duties and taxes.
Who fills it in and when?
- You fill it in online when you book: what the parcel contains, how many items there are and their value.
- City Sender sends it to you ready to print, together with the label.
- You print one copy and attach it to the outside of the parcel, together with the label.
Before you book
List the contents before you seal the box, so you can fill in the proforma correctly.
Proforma or commercial invoice?
- Proforma invoice: for gifts, personal belongings, samples or items sent to an exhibition.
- Commercial invoice: when a business sends goods for sale. See what a business needs to export.
Common mistake
Using a vague description, such as "various" or "personal items", or declaring a lower value than the real one. Describe each item specifically and give its real value, excluding VAT. Otherwise the parcel may be delayed at customs or returned.
For detailed instructions on filling it in, see our Proforma Invoice guide.
Related questions
Customs & International Shipping
What happens if my parcel is held in customs?
If your parcel is held in customs, City Sender emails you with what is needed. Send the requested documents straight away, usually within 1–2 working days. Otherwise the parcel may be returned at the sender's expense.
Customs & International Shipping
Who pays customs duties and taxes on shipments outside the EU?
Customs duties and taxes in the destination country are usually paid by the recipient, before delivery. They aren't included in the shipping price. If the recipient refuses to pay, the costs fall on the sender, along with any return costs.
Customs & International Shipping
Which countries require customs clearance?
Every shipment to or from a country outside the European Union, such as the UK, the USA or Switzerland, goes through customs, as do some special territories, such as the Canary Islands. For these shipments, you fill in the proforma when booking.