If you’re shipping anything overseas—whether it’s a product, a sample, or even a return—you’ll run into something called a commercial invoice. And if you’re using FedEx, you’ll definitely want to understand how to fill it out correctly, or risk your package getting held up at customs (nobody wants that).
In this guide, we’ll break down exactly what a FedEx commercial invoice is, why it matters, and how to create one the easy way—even if this is your first time.
What Is a FedEx Commercial Invoice and Why Do You Need One?
A FedEx commercial invoice is a legal document used for customs clearance when you’re shipping goods internationally. It’s basically a declaration of what’s in your shipment, who it’s going to, how much it’s worth, and whether or not the receiver is paying for it.
Think of it like your package’s passport. Without it, customs has no idea what your shipment is, and they’re not going to guess. Missing or incorrectly filled invoices can delay delivery or even get your package returned.
If you’re not sure whether you need one—here’s a quick rule of thumb: if you’re shipping internationally and it’s not a document, you probably need a commercial invoice.
FedEx Commercial Invoice Template: Where to Find It and How to Use It
FedEx makes it pretty easy for shippers by providing a free FedEx commercial invoice template on their website. It’s usually available in PDF format and can be filled out electronically or printed and completed by hand.
To save you time, here’s what you’ll typically need to include:
- Sender and receiver information
- Description of each item being shipped
- Quantity, weight, and value of the goods
- Country of origin
- Reason for export (sale, gift, return, etc.)
- Harmonized code (if applicable)
And yes, it must be accurate. Customs doesn’t take guesses.
FedEx vs UPS Commercial Invoice: What’s the Difference?
While FedEx and UPS both require a commercial invoice, the forms themselves may vary slightly in layout and format. A UPS commercial invoice might request the same core details, but the fields and structure can look different.
Functionally, though, they serve the same purpose. Whether you’re using FedEx, UPS, or another carrier like DHL, the commercial invoice is the go-to document for customs processing.
Pro tip: always check your carrier’s specific guidelines. A commercial invoice UPS accepts might differ slightly in terms of layout or digital compatibility compared to FedEx’s version.
How to Choose the Right Commercial Invoice Format
There’s no single format you must use, but accuracy and clarity are key. FedEx’s downloadable form is a good place to start, but many businesses prefer editable formats like Excel or fillable PDFs for speed and convenience.
If you want flexibility, a commercial invoice template Excel might be your best bet. You can easily update fields, duplicate sheets for future shipments, and automate calculations.
On the other hand, a fillable commercial invoice in PDF format is perfect if you want something clean, professional, and easy to email or print on demand.
How to Fill Out a Commercial Invoice for FedEx Shipments
Here’s a breakdown of how to complete a FedEx commercial invoice the right way:
- Sender Info – Company name, address, contact details
- Recipient Info – Same as above, but for the receiver
- Invoice Number & Date – Track your shipments and keep records
- Description of Goods – Be detailed. “Shirt” is not enough. “Men’s cotton T-shirt, blue, size L” is better
- Unit Price & Total Value – What are you charging per item, and what’s the total?
- Currency Used – Clearly note the currency (USD, EUR, etc.)
- Country of Origin – Where the product was manufactured
- Reason for Export – Choose from options like sale, gift, repair/return, sample
- Signature – Sign and date the form
Double-check everything. A small error can cause a big delay.
Pro Forma Invoice vs Commercial Invoice: Know the Difference
People often confuse a pro forma invoice with a commercial invoice, but they’re not the same. A pro forma invoice vs commercial invoice comparison reveals that:
- A pro forma is an estimated invoice sent before a sale is finalized
- A commercial invoice is the real deal, used after a transaction has occurred and required for shipping
So, don’t try to use a pro forma when FedEx asks for a commercial invoice—customs will not accept it.
Can I Use a DHL Commercial Invoice Template for FedEx?
Technically, no one’s going to stop you from using a DHL commercial invoice, but it’s not recommended. Each carrier has slightly different expectations and may reject documents that don’t match their format.
Stick with the official FedEx version or use a customizable commercial invoice template that fits FedEx’s requirements.
Where to Get a Fillable Commercial Invoice Fast
Need a ready-to-use form right now? Here are some quick options:
- FedEx Commercial Invoice PDF (Official)
- Microsoft Office Templates – look for “commercial invoice template Excel”
- PDFfiller and Adobe – offer editable and fillable commercial invoice forms
Whatever you use, make sure it’s editable, accurate, and printer-friendly.
Final Thoughts: Don’t Let Your Package Get Stuck at Customs
When it comes to international shipping, the FedEx commercial invoice is one of those things that can either make or break your delivery. Get it right, and your package cruises through customs. Get it wrong, and it’s stuck in a warehouse somewhere collecting dust.
Take the time to prepare it properly, choose the right format (PDF, Excel, fillable), and always double-check your data. Whether you’re comparing pro forma vs commercial invoice or wondering about differences between FedEx, UPS commercial invoice, and DHL commercial invoice formats—clarity, completeness, and accuracy always win.