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Completing Customs Declaration and Preparing Commercial Invoice

1. Completing the Customs Declaration (Pos 401C)

2. Completing the Customs Declaration (Pos 401D)

3. Completing the Green Label (Pos 401G)

4. Preparing the Commercial Invoice

Completing the Customs Declaration (Pos 401C)

A : Sender's full name, address and customs reference (if any) MUST be completed. B : Addressee's full name and address, including the country of destination MUST be completed. C : Please indicate the importer's reference (if any) and tax code / VAT No. / importer code (if applicable). D : Please indicate the importer's telephone / fax / e-mail (if known). E : Please give a detailed description of each article in the item. F : Please indicate the quantity of each article and the unit of measurement used. G : Please indicate the net weight of each article (in kg). H : Please indicate the total weight of the item (in kg). I : Please give the value of each article, indicating the currency used. J : Please give the total value of the item, indicating the currency used. K : Senders of commercial items MUST indicate the HS tariff number, which must be based on the Harmonized Commodity Description and Coding System developed by the World Customs Organization. L : Senders of commercial items MUST indicate the country where the goods originated (including production, manufacture or assembly). M : Please indicate the amount of postage paid for the item posted and specify any other charges, e.g. insurance. N : Please "" the appropriate box or boxes specifying the category of item. O : Please provide details if the contents are subject to quarantine (plant, animal, food products, etc.) or other restrictions. P - R : If your item is accompanied by a licence or a certificate, please "" the appropriate box and state the number. You MUST attach an invoice for all commercial items. S : Not required to fill in. T : Please write down the date and sign.   Top

Completing the Customs Declaration (Pos 401D)

A : Sender's full name, address and customs reference (if any) MUST be completed. B : Addressee's full name and address, including the name of destination MUST be completed. C : Not required to fill in. D : Not required to fill in for Speedpost items. E : Not required to fill in. F : Please indicate the importer's reference (if any) and tax code / VAT No. / importer code (if applicable). G : Please indicate the importer's telephone / fax / e-mail (if known). H - I : Not required to fill in. J : Please indicate the number of item posted. K : Please state the number of certificates and invoices (if any). L - N : Not required to fill in. O : Sender MUST indicate the instruction in case of nondelivery. P - Q : Not required to fill in. R : Please "" the appropriate box. S : Not required to fill in. T : To be filled in by the addressee. U : Please write down the date and sign.   Top

Completing the Green Label (Pos 401G)

A : Please "" the appropriate box or boxes specifying the category of item. B : Please give a detailed description, quantity and unit of measurement for each article, especially for articles subject to quarantine (plant, animal, food products, etc.) C : Senders of commercial items, MUST indicate the HS tariff number (which must be based on the Harmonized Commodity Description and Coding System developed by the World Customs Organization) and the country where the goods originated (including production, manufacture or assembly). D : Please indicate the net weight of each article (in kg). E : Please indicate the total weight of the item (in kg). F : Please give the value of each article, indicating the currency used. G : Please give the total value of the item, indicating the currency used. H : Please write down the date and sign.   Top

Preparing the Commercial Invoice

Commercial invoice is required if the posting item is not a document. The required number of copies of invoice should be enclosed in an envelope and attached securely to the item sent. Each invoice should have a company letterhead (not applicable to personal items), be typed in English; hand written is not valid, and provide the following information:

1 : Item number e.g. EE123 456 789 HK. 2 : Date of sending the item. 3 : Sender's Company / Sender's Name, Address and Telephone No. 4 : Addressee's company / Addressee's Name, Address and Telephone No. 5 : Country and city of destination. 6 : Goods' description with true value, quantity and precise description. e.g. 1 electrical toy car (with 2AA batteries detached), 3 pieces of cotton shirts for men, etc. 7 : Sender's signature and company chop (not applicable to personal items) in blue ink. 8 : Term of delivery (eg. CFR, D/C, FOB, etc.)     Top

Notes

The customs declarations should be completed in English or a language which is accepted in the destination.

To clear any items, the customs in the destination need to know what the contents are. Sender must therefore complete Sender's declaration fully, accurately and legibly. Otherwise delay and inconvenience may be caused for the addressee. Moreover, a false, misleading or incomplete declaration may lead, for instance, to the seizure of the package.

It is also Sender's responsibility to enquire into import and export regulations (prohibitions, make-up etc.) and to find out what documents, if any (certificate of origin, health certificates, invoices, etc.), are required in the destination and to attach them to this form.

The general terms in the contents, such as "foodstuffs" , "samples" , "spare parts" , etc., are not permitted.

Regarding the type of contents, an insertion of a cross in this space does not relieve Sender of the obligation of completing the declaration in detail; nor does it necessarily imply that the goods will be admitted free of duty in the destination: - "commercial sample" means: articles considered by customs as being of negligible value, which are merely used in pursuit of orders for merchandise of the kind. - "document" means: any medium intended to contain and actually containing information which, by virtue of its quantity or nature, is considered by customs as being of negligible value.

Sender's signature on the front is the pledge that the item does not contain any dangerous article including explosives, flammable, corrosive, oxidizing, toxic, noxious or deleterious, or otherwise harmful substances, etc., prohibited by international postal regulations.

Sender should be aware of the possible changes in the requirement of documents from the destination customs. Customs has right to ask the addressee for provision of supplementary document(s) or settlement of tax duty. Destination customs would not release the information to the postal administrations.