That shipments between Italy and the rest of the world are constantly growing is not exactly news. Among these exchanges, shipments between Italy and countries outside the European Union or EU are very common. Of course, there are additional rules to be observed and customs export documents to be produced when shipping a parcel outside the EU.
So, if you are shipping a non-EU parcel for the first time, it is normal to have some confusion. Indeed, in most cases, the regulations governing non-EU shipments are different from those applicable to shipments to EU countries. That's why, if you have to send a parcel to Switzerland, Norway, United States, Canada, Russia, or other non-EU countries, it is essential to know these rules and complete the procedure to produce all the required customs documents.
In this article you will find useful and practical information and references to the customs documents required to send a parcel outside the European Union.
Customs export documents: what are they for?
Customs is a public body, present in every state, responsible for controlling goods entering and leaving the national territory. In addition, customs is responsible for supervising and enforcing rules on the payment of any duties when importing or exporting goods.
At the same time, the authorities assess the customs export documents accompanying the goods. These documents include the pro forma invoice and the declaration of free exportation.
To send a parcel from Italy to another country in the European Union are not foreseen customs duties or charges. However, if your shipment is going outside the EU territory, there will be two customs to clear:
- outbound from Italy: it is at this stage that the customs authorities will assess the free export declaration attached to the goods to ensure that the items shipped are not subject to export restrictions;
- entering the non-EU country: in this step, customs assesses any customs duties that the consignee will have to pay to import the goods. The assessment is made on the basis of the type of item, its value on the commercial invoice or pro forma invoice, and the private or commercial nature of the shipment.
A customs document par excellence: the pro forma invoice
One of the customs documents that must never be missing is the pro forma invoice. However, if you are a private individual or company making a non-EU shipment from Italy for non-commercial purposes, you will have to fill out the pro forma invoice and attach it to your shipment.
In fact, the pro forma invoice is quite similar to a commercial invoice, but is used when there is no economic transaction taking place. The pro forma invoice must also be attached to the shipment on certain occasions preceding or following a sale, such as:
- repairs;
- sending free samples;
- attempt at a preliminary agreement between supplier and customer on a future payment;
- return of an article.
This customs document to be included with the shipment provides important information to foreign customs authorities:
- what is being exported?
- how much is being exported?
- for what purpose is it being exported?
- who is the consignee of the shipment?
- what is the value of the goods?
The pro-forma invoice is also crucial for the consignee of the shipment, as it allows him to calculate any import duties, apply for an import licence or even a letter of credit.
The Free Export Declaration
Another customs document that private individuals and companies must enclose with the parcel to be shipped is a declaration of free export. This declaration must be placed together with the pro forma invoice.
The free export declaration form, to be produced on headed paper, does not require much information to be provided. In fact, through this customs form, the sender declares that he is not exporting goods that are subject to import restrictions by various international regulations. In this way, he releases the courier from any liability in this respect.
If you need more details on the free export declaration, visit the complete guide by clicking on the link.
Customs documents for shipments outside the EU
As discussed, shipping from Italy outside the EU requires more care than a international shipping within the borders of the European Union. This does not only concern the packaging and preparation of the parcel, but also and above all the documentation accompanying the shipment.
When preparing your extra-EU shipment, therefore, remember to also produce all the necessary documents such as the shipping labels, the pro-forma invoice, and the declaration of free export. Don't forget to accompany everything with copies of your identity document and tax code.
Comoda.co.uk shipping assists you and, if necessary, accompanies you step by step on how to choose the express courier best suited to your needs, as well as collecting and correctly filling out the necessary shipping documentation. If you need more information see the guide on how to send a parcel.
