Shipping internationally means you must have accurate and complete documentation. From ever-changing government regulations and treaty arrangements to customs issues delaying or preventing a shipment from reaching its destination, many variables are in play, and good documentation is one of your best defenses. To help you, we compiled a list of links and forms to complete a proper International Air Waybill and a Commercial Invoice, two critical documents for international packages. We also have these items in PDF format for your convenience.
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FedEx International Air Waybill
The FedEx International Air Waybill is used to ship packages internationally via FedEx. If you plan to send a package using FedEx’s international services, you must fill out this form correctly. Here’s what you need to know about its requirements:
- Sender: Include name, phone, your FedEx account number, and address
- Recipient: Include name, phone, and address, and if applicable, their tax / VAT or similar ID
- Shipment: Be specific and detailed (the link below provides more details for each of the individual fields)
- Service: Choose at your discretion; International Priority is the default if left blank
- Packaging: Mark “other” if using your own
- Special Handling: Choose special options as desired
- Payment: Select and complete
- Internal Billing: Include invoice/shipping data; FedEx carries over the first 24 characters to your FedEx invoice
- Signature
When you’ve completed the International Air Waybill, keep a copy for your records. It’s a good idea to double-check all the information for accuracy to ensure smooth processing and delivery. If you’re unsure about any requirements, it’s always a good idea to contact FedEx directly or consult their website for specific guidance.
UPS International Air Waybill
- Sender: Include name, phone, your UPS account number, and address
- Recipient: Include name, phone, and address, and if applicable, their tax / VAT or similar ID
- Payment: Select and complete
- Service: Choose your desired service
- Shipment: Be precise and detailed (the PDF below provides more details for each of the individual fields)
- Country of Origin: Indicate where the goods were fabricated
- Signature & Date
When you’ve completed the International Air Waybill, keep a copy for your records. It’s a good idea to double-check all the information for accuracy to ensure smooth processing and delivery. If you’re unsure about any requirements, it’s always a good idea to contact UPS directly or consult their website for specific guidance.
FedEx Commercial Invoice
FedEx requires a commercial invoice when using these services:
- FedEx International Priority®
- FedEx International Economy®
- FedEx® International Next Flight
- FedEx International First®
- FedEx Express® International (Canada)
- FedEx International Ground® (Canada)
- FedEx Express® international (Puerto Rico)
What is a FedEx Commercial Invoice when Shipping Internationally
A FedEx Commercial Invoice is a crucial document in international trade when shipping goods via FedEx. This invoice is primarily used by customs authorities to assess the value of the goods to determine customs duties and taxes. It clearly records the transaction between the exporter and the importer.
- Seller/Shipper’s Details: This includes the name, address, contact details, and tax identification number (if applicable) of the seller or shipper.
- Buyer/Consignee’s Details: This includes the name, address, contact details, and tax identification number (if applicable) of the recipient or buyer.
- Invoice Date: The date the invoice was issued.
- Shipment Information:
- Air waybill or tracking number
- Terms of sale (Incoterms, like FOB, CIF, DDP, etc.)
- Shipping date
- Product Details:
- Detailed description of items
- Quantity
- Unit price and total price
- Currency used (e.g., USD, EUR, etc.)
- Harmonized System (HS) code for each product (a code used to classify products for customs purposes)
- Country of origin (where the product was manufactured or produced)
- Total Value of Goods: The complete value of all the items in the shipment.
- Shipping Charges: If included in the invoice.
- Reason for Export: For example, sale, gift, repair, return, etc.
- Declaration: A statement certifying that all the information provided is accurate. The signature of the exporter or shipper typically follows this.
A Commercial Invoice needs to be clear and detailed to avoid customs delays. Inaccuracies can lead to customs processing issues and increase the risk of the shipment being held up.
When shipping internationally using FedEx, they provide templates or online tools to help generate a Commercial Invoice. However, always ensure you understand the specific requirements of the destination country, as they might have particular regulations or specific documentation needs beyond the standard Commercial Invoice.
UPS Commercial Invoice
UPS requires a commercial invoice when using these services:
- UPS Express Critical
- UPS Worldwide Express Plus
- UPS Worldwide Express
- UPS Worldwide Express Freight
- UPS Worldwide Saver
- UPS Worldwide Expedited
- UPS Standard
- UPS Worldwide Express NA1
- UPS 3-Day Select from Canada
FedEx Shipping Resources
You can order pre-printed air waybills online or by calling 1-800-Go-FedEx (say “order shipping supplies”). In addition, you can prepare documents online using FedEx Ship Manager® at fedex.com. You can also prepare customs documentation using FedEx International Document Assistance®.
International Shipping – how it works and complete details of services.
UPS Shipping Resources
The online MyUPS site can help determine the required forms for a given shipment. Log in, and enter your start and destination countries in the “Forms for Export” box. The proper forms will appear with the option to complete them online.
International Shipping How-To Guide
Rates When Shipping Internationally
Shipping internationally is expensive. There is no getting around this. Lowering your company’s shipping costs through FedEx, UPS, USPS, or DHL is a consideration to evaluate yearly Rates rise each year. Your company needs to stay informed—contact Refund Retriever to assess your international shipping costs. In summary, our international shipping reports will reduce your logistics costs.
