The essentials
- Describe what the item is, what it is made of and how it is used.
- A commercial sale must be described accurately; a gift label does not change the transaction.
- Postal declarations and express documents serve different workflows; confirm the selected route’s format.
Make the description useful
“Personalised ceramic mug, 350 ml” tells the reviewer more than “gift” or “accessories”. Describe each item in everyday terms, including material and use. The commercial description should agree with the goods actually packed.
Keep one consistent set of product facts
The invoice, order and parcel information should tell the same story. Country of origin concerns where the goods were made; it is not automatically the country they are dispatched from.
- Specific item description, material and intended use
- Quantity, unit value, total value and currency
- Actual country of manufacture and reason for export
- Packed weight, parcel count and order or shipment reference
- Product classification and supporting documents as required by the destination
Ask which documents the route needs
CN22 and CN23 are postal customs forms. Express and commercial services use their own document workflows, often including a commercial invoice; an invoice can also support a postal shipment. Do not apply one form to every service or assume that paperwork guarantees release.
Agree who handles the next request
Confirm the importer arrangement, who provides missing information and who pays duties, taxes or handling charges. Accurate information prepared before dispatch supports the review, while customs authorities retain their own decision process. Buyer address data can follow through the agreed order channel; it is not needed in a public first enquiry.
Questions sellers ask
Can I write “gift” to simplify a sold order?
Describe the transaction and goods accurately. A commercial sale does not become a gift simply because it is labelled that way.
Can you choose the customs code from my listing title alone?
A title may be insufficient. Materials, function and product specifications can affect classification; confirm the destination-specific code with the responsible team or qualified adviser.
Sources behind this guide
Public carrier and industry resources inform these preparation notes. The team confirms the requirements for your product and route.
- UPS: commercial invoice guidance
A carrier example of invoice descriptions, quantities, values and origin information. Destination-specific formats must be checked.
- WCO–UPU: postal customs guide
The WCO–UPU guide explains postal declarations and supporting commercial documents; it is not one universal express-shipping form.
- Global Express Association: trade facilitation
Industry guidance supports accurate advance shipment information, without guaranteeing customs release or delivery dates.