Documentation to be included in an extra-EU shipment
As cross-community shipments go through a complex customs clearance and then clearance, you should consult your accountant to ensure that your company is prepared to make cross-community sales, obtain your EORI (In particular for shipments to the UK, you will now also need the UK EORI and UK VAT) and also ensure that your invoices contain all the necessary information in a complete and accurate manner as this information is essential to clear your shipments with the Customs Authorities and avoid delays in this process, fines or penalties.
Depending on the type of shipment you are going to make you should check if any special declaration is required or if there are any restrictions to its transit in general or in particular to any country.
In order to avoid surprises for your customers and avoid delivery refusals, you should clearly indicate in your webshop that for non-EU shipments, customs taxes may apply and will be charged upon delivery.
The recipient can obtain more information about these fees by contacting the local customs office.
At the time of shipment you must ensure that all necessary documentation accompanies the shipment:
Document/Certificate of Compliance: A document known as a Y document which indicates to the carrier that your shipment does not contain hazardous or non-permissible materials. This document must be completed with the number of the invoice that is accompanying the shipment. You can download an example of the document/certificate of conformity below.
Other declarations or certificates: Depending on the type of shipment you are making, you may need to attach other certificates such as the phytosanitary certificate for plant products to your shipment.
Note: If you are shipping via CTT you must affix this label to your package to receive the DU.
Shipments to the Spanish Islands (Canary)
When the recipient is a foreigner (not holder of a Spanish VAT number), proof of the recipient’s nationality must also be attached, namely a photocopy of the citizen card or passport.
Product datasheet
Invoice in triplicate: This can be a normal invoice or a Proforma invoice, but regardless of which you use, it must contain the following information:
- Sender details: Full name of the sender entity, official address, country, phone and email contact and TIN (in case of shipments to the UK you must include your Portuguese VAT ID and UK VAT ID)
- Data from the importer: Full name of the entity that is importing, official address, country, phone and email contact and VAT number
- Consignee details: full name of consignee, official address, country, telephone and email contact and VAT number
- EORI: registration number and issuing country (for shipments to the United Kingdom you must include EORI EU and EORI UK)
- Type of business (private, individual, commercial, B2B or B2C…)
- Reason for export (sale, return…)
- Description of items shipped (detailed description of each item including “HS code” number, country of origin, quantity and partial and total gross weight of shipment
- Invoice value including the value of the items to be exported, transaction currency type, value of transportation and other costs, international commercial terms (Icoterm) and place of invoice issue
- Waybill number (tracking code)
- Date of issue of the customs document (invoice)
- Type and number of the customs document
- Other relevant information (samples without commercial value; alcoholic beverages already released for consumption…)
To facilitate the customs process, these documents should be written in English and placed in a transparent window on the outside of the package.
For security purposes, you should also place a copy of the shipping label and invoice inside your shipment.