“Wait… I need what to ship this out?”

If you’ve ever said that while preparing an international order, you’re not alone.

Whether you’re sending goods via ocean freight or air freight, the two documents you absolutely can’t skip are the commercial invoice and the packing list.

So if you’re wondering what goes where, who creates what, or how to get it done right this guide is for you. Let’s break it down.

What is a commercial invoice?

A commercial invoice is one of the key documents in the import-export process. If you’re a manufacturer in the U.S. or a BCO (Beneficial Cargo Owner) sending goods overseas, it’s important to understand this paperwork to keep your international shipments running smoothly.

Unlike a regular sales invoice you’d use for domestic sales, the commercial invoice has a legal and regulatory role in global trade.

It’s basically the foundation for many of the compliance steps in your ocean freight process.

What Is the Purpose of a Commercial Invoice?

The commercial invoice plays a central role in export documentation. It acts as a foundation for critical processes such as:

It’s typically issued by the exporter (or their freight forwarder) and sent to the importer. Customs authorities in both the exporting and importing countries use it to:

  • Verify the nature, quantity, and value of the cargo
  • Assess applicable duties and taxes
  • Ensure the shipment complies with international trade regulations

📌 For U.S. manufacturers, accuracy in the commercial invoice ensures you avoid delays, penalties, or customs holds.

Cargo held at customs? - Read

What Information Is Included in a Commercial Invoice?

Here’s a breakdown of the essential fields that must appear in a compliant commercial invoice:

Field

Description

Exporter and Importer Info

Full company name, address, contact

Invoice Number & Date

Unique reference and issue date

Buyer Order / PO Number

If applicable

Description of Goods

Itemized, clear description (no vague terms)

Quantity and Unit

E.g., 500 pcs, 120 kg

HS Code

Harmonized System code for classification

Unit Price and Total Value

In USD or applicable currency

Freight & Insurance Charges

If applicable, broken out separately

Incoterms

E.g., FOB, CIF, DDP

Country of Origin

Where the goods were made

Signature & Company Stamp

For customs validation

How Can You Create a Commercial Invoice?

There’s no universal template for a commercial invoice. Each exporter/importer may format it differently, but the fields above are mandatory for customs compliance.

Here are 3 ways U.S. exporters commonly prepare one:

  • Use your company’s internal invoice format, adapted for international trade
  • Download online templates or use invoicing software
  • Let your freight forwarder create and verify it to ensure customs compliance

✅ Pro tip: Most freight forwarding companies, including us, offer commercial invoice preparation support for importers. That way, you don’t miss key compliance points like HS codes, incoterms, or origin statements.

Key documents required for importing goods into the USA - Read

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What Is a Packing List in International Shipping?

A packing list (also known as a shipping list or export packing list) is another essential document in international freight. 

While it’s not used for calculating duties like a commercial invoice, it provides detailed visibility into the contents of each package or container, making it vital for logistics and customs handling.

For U.S. BCOs and manufacturers, it’s your go-to document for:

  • Ensuring the correct items are packed and shipped
  • Supporting freight forwarders and carriers in handling cargo properly
  • Helping customs officials inspect and verify shipments
  • Serving as a reference for insurance claims, if needed

What Information Should a Packing List Include?

Think of the packing list as a physical breakdown of your shipment. It provides clarity, transparency, and accuracy, especially useful for large-volume exporters.

Here’s what a standard international freight packing list includes:

Field

Description

Exporter and Importer Info

Company name, address, and contact info for both parties

Invoice Number (Reference)

Links the list to the corresponding commercial invoice

Date of Shipment

Date when goods leave the facility

Mode of Transport

E.g., Ocean Freight, Air Freight

Carrier Name & Booking No.

If available

Description of Goods

Item-wise details of what is inside each box/carton

Quantity per Package

Units per box, total units shipped

Package Dimensions

L x W x H of each case or pallet

Gross and Net Weight

Weight including and excluding packaging

Type of Packaging

E.g., Carton, Crate, Pallet

Marks & Numbers

Labels or identification on cartons (used for customs/tracing)

Signature & Company Stamp

For verification and legal purposes

How to Create a Packing List for International Freight?

Just like the commercial invoice, there's no single universal template, but every packing list should be:

  • Clear and consistent with the commercial invoice
  • Digitally shareable (PDF, Excel, etc.)
  • Customs-compliant and easily understood by logistics partners

✅ Pro tip: An experienced international freight forwarder like us  can help you prepare the right packing list, along with other essential shipping documents like, Commercial Invoice, ISF Filing, Bill of Lading, Certificate of Origin, and more.

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Are Commercial Invoice and Packing List Required for Ocean and Air Freight?

  • Yes, both a commercial invoice and a packing list are required for international shipments, whether you're shipping via ocean freight or air freight. 
  • These two documents are fundamental to customs clearance and cargo handling across all transport modes. 
  • The commercial invoice is used by customs officials in both the exporting and importing countries to determine the value of the goods, calculate duties and taxes, and ensure regulatory compliance. 
  • It’s a legal document that plays a vital role in ISF filing for ocean freight and supports the preparation of the air waybill in air freight. 
  • The packing list, on the other hand, provides detailed information about what’s physically inside each package such as item quantities, weights, dimensions, and packaging type. 
  • This is especially important in air freight, where volumetric weight impacts pricing, and in ocean shipments like LCL ( Difference between LCL and FCL read), where accurate consolidation depends on clear cargo details. 
  • Regardless of the mode, both documents must be accurate and aligned. 
  • For U.S. manufacturers and BCOs exporting overseas, working with a reliable freight forwarder ensures that your commercial invoice and packing list meet global customs standards reducing delays, avoiding fines, and keeping your cargo moving.

How can Air7seas help?

Whether you're shipping a small LCL load by ocean or urgent goods by air freight, our experienced team ensures your documentation is complete, consistent, and customs-ready. 

For U.S. manufacturers and BCOs looking for a freight forwarding partner that combines expertise with hands-on support, we’re here to help you ship smarter, faster, and with total peace of mind.

Frequently Asked Questions

1) How do commercial invoices help with Importer Security Filing (ISF)?

Commercial invoices are essential for accurate Importer Security Filing (ISF), which is required for all ocean freight imports into the U.S. The invoice provides critical data points needed for ISF, such as:

Seller and buyer information

Manufacturer and country of origin

Harmonized System (HS) codes

Description and value of goods

Container stuffing location (via associated documents)

Submitting this information correctly and on time (at least 24 hours before vessel departure) helps avoid costly delays and penalties from U.S. Customs and Border Protection (CBP).

2) Are there templates for commercial invoices and packing lists?

Yes, there are many free and customizable templates available online for commercial invoices and packing lists. These templates help ensure you include all required fields for customs compliance and logistics handling. You can:

Use templates provided by freight forwarders or shipping platforms

Download editable PDF or Excel templates

Customize your company invoice, as long as all necessary fields are present

Using a standardized template minimizes errors and speeds up customs clearance.

3) Is a packing list required for air and ocean freight shipments?

Yes, a packing list is mandatory for both air and ocean freight shipments. While it isn’t used to assess duties or taxes, it plays a critical role in:

Verifying package contents at customs

Aiding in cargo handling and storage

Supporting claims in case of damage or loss

Ensuring efficient loading and unloading by logistics providers

Including an accurate packing list ensures transparency and smooth processing at every stage of the supply chain.

4) How can a freight forwarding company help with shipping documentation?

A professional freight forwarder like Air7seas can help you:

Prepare accurate commercial invoices and packing lists

Ensure all required fields are included for customs compliance

Handle Importer Security Filing (ISF), Certificates of Origin, and Bills of Lading

Avoid common mistakes that lead to delays or fines

Simplify the international shipping process with end-to-end support

Using an experienced partner helps you save time, reduce risk, and ship globally with confidence.

5) What is a commercial invoice in international shipping?

A commercial invoice is a key document used in international trade that lists the details of goods being exported, including the seller, buyer, product description, quantity, value, and terms of sale. It is primarily used by customs authorities to determine duties, taxes, and ensure legal compliance during import and export processes.