How to fill a commercial invoice from the actual sale

Check company names, full addresses and contacts against the order and the actual shipment. When the buyer and consignee differ, supply their details as required instead of combining both roles into one company name.

FedEx's preparation guide identifies shipper, consignee, importer and goods as key information. A saved customer record is a starting point; check whether the current shipment has additional parties.

For the fictional metal organizer, “office supplies” is too broad to identify the item. A more specific description is “Stainless steel desk organizer, model DO-01.” Use that wording only when it matches the actual material and product.

FedEx advises including material and use in the goods description. Verify any requested HS code, country of origin or other product information and add it in the relevant field or notes.

In the example, 100 organizers at USD 8.50 produce USD 850.00, while 50 document trays at USD 12.00 produce USD 600.00. The goods total is USD 1,450.00. Check any actual charges or adjustments in addition to this calculation.

• Match the quantity unit to the pricing unit.
• Make the document currency explicit; do not add amounts from different currencies directly.
• Use confirmed sale information rather than an early quotation estimate.

Add the relevant contract reference, ports, vessel or voyage, shipping marks and payment information. Confirm any further information and submission method requested by the carrier, forwarder, customer or destination.

This is a document preparation guide, not a complete customs checklist for every route. Exporting a file from Maodantong does not mean the carrier or customs authority has approved it.

In the CI editor, check the customer and goods, select the document language and review the layout. Match product descriptions and total quantities to the order and packing list, then save and export a PDF. Word requires annual VIP as well as support for the selected template, document type, orientation and language.

The carrier resources below explain document roles and fields in their own service and regional contexts. Confirm requirements for your actual goods, destination and carrier.

• FedEx China: how to fill out a commercial invoice (Chinese)