Free commercial invoice, packing list and proforma invoice templates
Excel templates with formulas for totals, weights and CBM. The documents are in English, as is normal in international trade.
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Commercial invoice .xlsx ↓Packing list .xlsx ↓Proforma invoice .xlsx ↓
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Invoices and packing lists
Proforma invoice
The quotation sent before shipment so the buyer can confirm the order, pay a deposit or apply for an import licence.
Download .xlsxAbout this template →Commercial invoice
The sales invoice customs use to assess duties: parties, Incoterms rule, HS codes, origin, quantities, prices and the amount in words.
Download .xlsxAbout this template →Packing list
How the goods are packed: carton numbers, quantity per carton, net and gross weights, dimensions and CBM.
Download .xlsxAbout this template →Delivery note
Goods delivered against an order: quantities ordered, delivered and outstanding, packages and the receiver's signature.
Download .xlsxAbout this template →Sample invoice (no commercial value)
For courier shipments of free samples: the real value of each item stated for customs purposes, the reason for export and who pays any duty.
Download .xlsxAbout this template →Repair and return invoice
For goods sent for repair or returned to the supplier: serial numbers, reason, values, original references, no-sale statement.
Download .xlsxAbout this template →Debit note / credit note
Correct an invoice already issued up or down: original invoice, reason, original and corrected amounts, settlement.
Download .xlsxAbout this template →Freight invoice
Forwarder's bill: B/L, containers, freight and local charges with basis, prepaid or collect, totals.
Download .xlsxAbout this template →Quotes, orders and contracts
RFQ (request for quotation)
Ask suppliers for prices on the same basis: specs, quantities, Incoterms, packing, samples, deadline.
Download .xlsxAbout this template →Product specification sheet
Materials, dimensions and tolerances, colours, packing, labels, compliance, tests and approval.
Download .xlsxAbout this template →Sample approval form
PP or TOP sample checked against the specification: comments, decision, resubmission and sealed sample.
Download .xlsxAbout this template →Supplier quote comparison
Up to four suppliers side by side: landed cost per unit, rank, MOQ, lead time and payment terms.
Download .xlsxAbout this template →Cost breakdown sheet
Materials, components, labour, overhead, tooling, packaging and profit per product, against the quoted price.
Download .xlsxAbout this template →Supplier registration form
Company, factory, products, certificates, contacts and bank details of a new supplier, with the buyer's checks.
Download .xlsxAbout this template →Landed cost sheet
Allocate freight, insurance, charges and duty to each item by value or weight; cost per unit.
Download .xlsxAbout this template →Price quotation
An offer to a buyer before the order: specifications, MOQ, unit prices, Incoterms rule, payment terms, lead time and how long the prices are valid.
Download .xlsxAbout this template →Export price list
Prices by Incoterms rule and place, MOQ, packing data with CBM, currency, validity and payment terms.
Download .xlsxAbout this template →Purchase order (PO)
The buyer's order to an overseas supplier: items and prices, Incoterms rule, payment terms, latest shipment date, packing, marking and the documents required.
Download .xlsxAbout this template →PO change notice
Changes to an issued PO line by line: old and new values, new order total, supplier's confirmation.
Download .xlsxAbout this template →Order acknowledgement
Supplier's PO confirmation: confirmed quantity, price and ship date per line, changes flagged, terms.
Download .xlsxAbout this template →Production status report
Weekly progress per PO line: materials, produced and packed %, ready date, delays and issues.
Download .xlsxAbout this template →Sales contract
Seller and buyer sign: goods, prices, Incoterms 2020, payment, shipment, insurance and documents.
Download .xlsxAbout this template →Supplier quality claim
Non-conformance report: lot, quantities, defects by class, evidence, claim amount and corrective action.
Download .xlsxAbout this template →Freight quotation
Forwarder's rate quote: route, carrier, transit and free time, charges by section, validity, exclusions.
Download .xlsxAbout this template →Incoterms 2020 chart
One page to print or send to your team or buyer. Free, no sign-up.
Download the chart as PDF (A4)About this template →Shipping documents and certificates
Export document checklist
Documents for one shipment: needed or not, issuer, originals, draft, approval, dispatch and open count.
Download .xlsxAbout this template →Shipping booking form
Routing, dates, containers or loose cargo, dangerous goods, reefer, Incoterms and freight terms.
Download .xlsxAbout this template →Shipping instruction
What you send the forwarder or carrier to book the shipment and issue the B/L: parties, ports, freight prepaid or collect, B/L type, containers, packages, weights and CBM.
Download .xlsxAbout this template →Supplier routing guide
Importer's shipping instructions to suppliers: forwarder, booking, packing, labels, documents, deadlines.
Download .xlsxAbout this template →ISF 10+2 worksheet
Collect the ten Importer Security Filing elements from your supplier before loading.
Download .xlsxAbout this template →VGM declaration
Verified gross mass of packed containers under SOLAS: method 1 or 2, tare, a Method 2 sum and the signature.
Download .xlsxAbout this template →Container loading report
Container, seal, checks before packing, tally against the packing list, securing, weight and photos.
Download .xlsxAbout this template →Packing declaration (Australia)
Unacceptable packaging, timber or bamboo and treatment, FCL cleanliness, consignment link, signature.
Download .xlsxAbout this template →Dangerous goods declaration
Multimodal DG form for sea: UN number, shipping name, class, packing group, packing certificate and declaration.
Download .xlsxAbout this template →Shipping advice
Notice of shipment to the buyer or its insurer: goods, packages, vessel, B/L, dates, value, L/C and cover note numbers.
Download .xlsxAbout this template →CMR consignment note
International road transport note: Article 6 particulars, reservations, charges and three signatures.
Download .xlsxAbout this template →Cargo claim letter
Written notice of loss, damage or shortage to the carrier: B/L, container, packages affected, survey and time limits.
Download .xlsxAbout this template →Arrival notice
B/L, vessel and ETA, containers, charges due, free time and release steps for the consignee.
Download .xlsxAbout this template →Import document checklist
Documents and filings for one import: supplier papers, transport, filings, permits, clearance and release.
Download .xlsxAbout this template →Cargo manifest
Forwarder's house manifest: master B/L, container, one line per house B/L, totals to check.
Download .xlsxAbout this template →Shipper's letter of instruction (SLI)
For US exports: the EEI data for AES, shipment and freight instructions, and the authorization for your forwarder to file.
Download .xlsxAbout this template →Customs authorization letter
Appoint a forwarder or customs broker: scope, shipments or period, representation type, validity and signature.
Download .xlsxAbout this template →HS classification worksheet
Product facts, materials, use, codes considered with reasons, rulings checked and the final decision.
Download .xlsxAbout this template →Certificate of origin
Non-preferential form: exporter, consignee, origin, transport, goods with HS codes and weights, declaration and space for the chamber's stamp.
Download .xlsxAbout this template →Manufacturer's declaration of origin
Non-preferential: goods, HS code, country of origin and its basis, invoice or period, signed by the manufacturer.
Download .xlsxAbout this template →USMCA certification of origin
Nine data elements for CUSMA / T-MEC preference: parties, HS codes, origin criteria, blanket period and statement.
Download .xlsxAbout this template →Weight certificate
Issued by the seller where the credit or buyer allows it: gross, net and tare weights per package and in total, signed.
Download .xlsxAbout this template →Pre-shipment inspection
Request and report: sampling plan, AQL defect counts, PASS or FAIL, checks and overall result.
Download .xlsxAbout this template →Certificate of quality
Issued by the manufacturer or exporter where accepted: specification, batch, results and a signed statement of conformity.
Download .xlsxAbout this template →Certificate of analysis
Batch test results against the specification: method, limits, result, automatic pass or fail and the signature.
Download .xlsxAbout this template →Letters of credit and collections
Statement of account
Invoices, credits and payments for one customer: running balance, overdue ageing and balance due.
Download .xlsxAbout this template →Remittance advice
Which invoices a transfer pays, deductions with reasons, balances, bank charges option and UETR.
Download .xlsxAbout this template →Bank details letter
Beneficiary, bank, IBAN or account, SWIFT/BIC and intermediary on letterhead, with a call-back check.
Download .xlsxAbout this template →Beneficiary's certificate
For letters of credit: credit and shipment details, what you certify and when, date and signature, with example wording.
Download .xlsxAbout this template →Bill of exchange (draft)
For letters of credit and D/P or D/A collections: tenor, amount in figures and words, payee, drawee, signature and acceptance.
Download .xlsxAbout this template →L/C documents covering letter
Present documents under a letter of credit: credit details, amount drawn, documents with originals and copies, discrepancy instructions.
Download .xlsxAbout this template →Documentary collection instruction
For D/P or D/A collections under URC 522: drawee, banks, amount, documents enclosed, charges, protest and payment instructions.
Download .xlsxAbout this template →Tired of retyping the same shipment three times?
Templates are fine for a one-off. For regular shipments, the generator keeps quantities, cartons, weights and totals in step across all three documents and checks your Incoterms.
Guides on this topic
What a commercial invoice should show
Seller and buyer with full addresses, invoice number and date, a clear description of the goods, HS code, country of origin, quantity, unit price and total value, currency, the Incoterms rule with the named place, payment terms, shipping marks and a signature. Your importer's customs may ask for more, so check with them.
What a packing list should show
The same invoice number and parties, then carton by carton: carton numbers, contents, quantity, net weight, gross weight and dimensions, with totals that match the commercial invoice and the bill of lading.
Common questions
Is a proforma invoice a real invoice?
No. A proforma invoice is a quotation in invoice form. It is not a demand for payment and is not used to clear customs, although buyers use it to arrange payment or an import licence.
Should the packing list show prices?
Usually not. The packing list is about packing, weights and dimensions. Prices belong on the commercial invoice.
Does the commercial invoice need a signature?
Many countries expect a signed commercial invoice, and some require a declaration of origin above the signature. A printed name with a handwritten or electronic signature is common; ask your forwarder what the destination requires.
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