Every field has a job.
Understand invoice references, seller and recipient details, shipment purpose, currency and the information that still needs confirmation.
Preparation guidance · no official document certification
Give this version a reference
An invoice number helps people discuss the same document. Keep a date and a version note alongside it. A correction should be traceable: say what changed and which earlier copy it replaces. Avoid silently reusing an old reference for different goods.
Collect the agreed order reference, the intended invoice date and the person responsible for approving changes. A draft reference generated by your own process is not an official carrier reference.
Separate the parties
Seller, exporter, buyer and recipient can describe different roles. Start with the actual names and addresses, then ask who should appear in each required role. A trading name alone may not identify the legal party. Do not copy a delivery contact into the buyer field merely because the address is handy.
Check spelling, company suffixes and address lines against information supplied by the parties. If an appointed agent requests registration or tax identifiers, obtain the correct identifier directly rather than guessing it.
Make the amounts explainable
A quantity needs a unit; a unit value needs a currency. Keep the invoice amount separate from package counts and physical weight. Additional charges need a description and a decision on whether they are already included. Mixed origins or classifications may need line-level detail.
Write the shipment purpose and the terms actually agreed. A sample, gift or return is not automatically worth zero. Ask the responsible party how the value and supporting information should be documented for that shipment.
Need help with preparation?
Start with a short question about the information to collect. Confirm actual requirements with your appointed carrier or agent.
References & scope
General references reviewed on 4 October 2026. Requirements vary with the goods, destination and parties handling the shipment. Examples and images here are illustrative.