Important information for sending parcels or pallets outside EU.
In case of parcels or pallets shipped outside the EU, in addition to the shipping document a commercial invoice or a proforma invoice accompanying the goods is required. Invoice must be sent by e-mail to firstname.lastname@example.org (also invoices printed out from Pacsoft Online must be delivered by email). The original invoices must be drawn up in English, in at least three copies and signed by hand.
When the customs clearance includes more than one parcel or pallet, a joint invoice is used. A joint invoice must contain same information as the commercial invoice, please see the instructions below. The shipment must also be accompanied by a consignment note, which will be attached to parcel/pallet number 1.
Please note that there are areas inside EU that don't belong to the EU's tax territory. To these destinations you need commercial invoice or proforma invoice:
- Spain: the Canary Islands, Ceuta and Melilla
- Great-Britain: the Channel Islands and Gibraltar
- Italy: San Marino and the Vatican
- Denmark: the Faroe Islands and Greenland.
When exporting to the province of Åland, the recipient's tax-boundary number must be marked on top of the parcel. If the recipient has not registered as a customer of customs, a commercial invoice or a proforma invoice must be attached to the parcel.
Commercial invoice – for goods intended for sale
A commercial invoice is issued in three copies in English, and signed manually. The commercial invoice must have the following information:
- Precise address information and contact persons of the sender and the recipient
- EORI Number* or Business ID
- Recipients Business ID corresponding to "Registration Number", or in the case of a private individual his social security number. (In Norway, the so-called "PID Number" is required when the item's value is NOK 1 000 or more.)
- Billing address
- Invoice number and date
- Tracking number or consignment note number
- Terms of delivery
- Package content / exact description of the goods by using the actual trade name
- Weight (gross and net)
- Volume of the parcels or pallets
- CN-nomenclature and export limits term and additional codes
- Certificate of origin
Proforma invoice – for gifts, samples and documents
You can use a proforma invoice instead of a commercial invoice when you do not charge the recipient any payment for the goods. The same instructions as in commercial invoice apply also to proforma invoice. The proforma invoice must in addition state the reason why the goods are free of charge, e.g. samples, repair under warranty, exhibition goods. Please note however that a nominal value of the goods must be stated on the invoice and it cannot be 0.
You can use this proforma invoice template as a guideline.
Packing list – a document that itemizes the item details of the shipment
The packing list is not obligatory but it is useful as it itemizes such details as the total number of items in the shipment, the weight, the volume, the parcel numbers, and product-specific information such as colours, size numbers, etc. The consignment note is attached to item no. 1.
Letter of authorisation to export shipments to the USA, Serbia and Bosnia-Herzegovina
For export shipments, the recipient is responsible for possible import customs fees and taxes. Before the parcel may be delivered to the recipient, some destination countries require a letter of authorisation (Power of Attorney) from the recipient, to guarantee that they are liable to pay possible import costs. As a sender, you can ensure fast deliveries by requesting the recipient to complete this letter of authorisation beforehand.
EUR.1 movement certificate (certificate of origin)
The origin of the goods is indicated with a EUR.1 movement certificate or an exporter declaration. EUR.1 movement certificate (certificate of origin) from the export country's customs must be requested for all original products. The certificate must be authenticated by customs. The exporters must complete the application section of the certificate and provide it with the customs stamp from the nearest customs office. The origin of the product is declared with this certificate of origin in the destination country in order to obtain preferential treatment.
Exporter declaration (commercial invoice declaration)
Each exporter is entitled to draw up a commercial invoice declaration for original products if the value of the exported original products does not exceed EUR 6 000 (standard situation). An authorised exporter can instead draw up commercial invoice declarations regardless of the value of the shipment. A company exporting original products regularly can apply to become an authorised exporter.
EORI numbers are unique European Community numbers given by the customs authorities of Member States to companies. When registering in a Member State, a company receives an EORI number that must be used in all Member States if needed in connection with customs clearance.
In Finland, the business ID in the form FI1234567-8 is used as the EORI number. If a company has at least five annual exports, separate EORI registration is always required. For smoother processing of declarations, registration is recommended for others as well.
You can apply for an EORI number at Finnish Customs.
Incoterms – terms of delivery
The Incoterms clauses define the seller and buyer's responsibilities concerning the deliveries, goods and costs. The new Incoterms 2010 delivery terms have been applied since 1 January 2011. When exporting to countries outside the EU, you must ensure that the commercial invoice states, in connection with the delivery terms, whether the Incoterms 2000 or Incoterms 2010-based delivery clauses are used.
The terms of delivery from the chart below can be applied with DPD Classic service. Air Classic, PostNord MyPack Collect and PostNord Pallet shipments are delivered only in accordance with the DAP delivery terms whereby the recipient is always responsible for the import customs duty.
*! Note: The DAP delivery chain clauses must state the place of delivery, e.g. DAP, Street 1, CH-1234 Zürich.
Instructions for export customs documents of international postal services
Items containing goods addressed to a destination outside the European Union and to special areas outside the Excise Duty and Value-Added Taxation Area of the Union are required to have at least three copies of a commercial invoice in the English language. A commercial invoice must contain information about all of the goods included in the consignment. A pro forma invoice can be used only in case the parcel is a gift or a product sample. For preferential processing (a reduction in customs duties), the country of destination’s requirements regarding the certificates of origin will be applied, e.g. EUR.1 or a commercial invoice.
Items containing goods addressed to a destination outside the European Union and to special areas outside the Excise Duty and Value-Added Taxation Area of the Union must be accompanied by the CN22 customs manifest if the value of the content is at most SDR 300 (approximately EUR 350). If the value of the content exceeds SDR 300, the item has to be accompanied the CN23 customs manifest. For shipments with a market value of more than 1.000 € sender is also required to make export clearance to customs. In this case, the export EAD accompanying document must be on the package.
The customs manifest must be completed in accordance with the instructions and it must specifically indicate the nature of the items as well as their value and countries of origin per goods. The markings in the customs manifest should be in English, itemized in such a way that any import clearance can be performed without difficulty. The Customer shall determine the customs requirements valid at the time from the documents attached to the item, information entered in the customs manifest or from other requirements of the authorities. The Customer is responsible for all information marked on the item or related to it. According to the Universal Postal Convention, postal operators are not liable for customs manifests or official decisions related to customs declarations.
Shipments to Finland
For customs purposes, "import" means bringing goods to Finland from a country outside the EU. The goods must be cleared before they can be used or resold. The most common customs import clearance method is the release of goods for free circulation and consumption. This method requires a customs declaration.
Taxes and payments
The taxes and payments are levied depend on the goods, tariff lines, origin and customs value. The most often levied taxes when importing are the customs duties and VAT. When importing goods from outside the EU, a so-called third country duty is levied. This customs duty based on the tariff is applied to all goods arriving from third countries, unless preferential treatment, tariff quotas or duty suspensions reduce or eliminate such duties.
Further information is available on the Finnish Customs' website www.tulli.fi.
PostNord customer service will also help you:
tel: +358 10 572 8495