What is an export declaration and when do I need one?

An export declaration is an official document submitted to customs authorities confirming the details of goods being exported — what they are, their value, quantity, and destination. Most countries require one for commercial shipments above a certain value threshold. In the US, for example, the Electronic Export Information (EEI) is required for shipments over $2,500. In the EU, an export declaration is required for all commercial exports outside the union.

Is this export declaration valid for customs submission?

This tool generates a well-formatted export declaration PDF that contains all standard fields required for most customs purposes. However, for official electronic submission to customs authorities (like the US Census Bureau's AES system or the EU's ATLAS), you'll typically need to use your customs broker or a licensed trade software. The PDF works well as a supporting document, paper declaration, or record-keeping copy.

What HS codes do I need for my products?

HS (Harmonized System) codes are standardized international codes that classify trade goods. You can look them up on the WCO website or through your country's customs authority. The US uses Schedule B numbers for exports. The first 6 digits are universal; the last 2-4 vary by country. Getting the right HS code matters — wrong codes can cause delays, fines, or rejected shipments.

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🌍Why You Need a Proper Export Declaration — What I Learned the Hard Way

I first ran into export declarations when I was shipping electronics to a client in Germany. I just threw together a quick invoice and figured that was enough. It wasn't. The shipment got held at Frankfurt customs for four days because the documentation was missing proper HS codes and a formal declaration with the exporter's EORI number. The delay cost my client about €800 in storage fees, which I had to partially cover. That was a painful lesson.

The thing is, customs authorities in most countries don't accept informally formatted documents for commercial exports. They need specific fields — country of origin, HS commodity codes, declared value in the right currency, incoterms, and a certification block with an authorized signature. The format matters almost as much as the content.

This tool generates a properly structured export declaration PDF with all those fields. It won't replace a licensed customs broker for complex shipments — and for US exporters, you'll still need to file electronically through the US Census Bureau's AES system for shipments over $2,500 — but it gives you a clean supporting document and paper copy that customs agents can actually work with.

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Proper Format

All standard customs fields included

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HS Codes

Dedicated field per line item

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Multi-Currency

USD, EUR, GBP, AED and more

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Certification

Signatory block with statement

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Incoterms

All major incoterms supported

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100% Private

Nothing leaves your browser

📋How to Create an Export Declaration Here

Declaration Info

Set your declaration number, date, type, currency, transport mode, and incoterms.

Exporter Details

Add your company name, address, EORI/EIN, and contact info.

Consignee Info

Enter the importer/consignee's full details and destination country.

Shipment Details

Fill in ports, vessel/flight number, AWB, and gross weight.

Add Goods

List each product with HS code, quantity, unit value, and net weight.

Download PDF

Add certification details and download your export declaration as PDF.

💡Export Declaration Tips That Actually Matter

Get the HS code right the first time. Wrong HS codes are one of the top reasons customs holds shipments. You can look them up through the World Customs Organization's official HS nomenclature, or through your country's tariff schedule. The first 6 digits are internationally standardized; digits 7-10 vary by country.
Declared value must match your invoice exactly. If your commercial invoice says $5,000 and your export declaration says $4,200, that mismatch will trigger a hold. Keep both documents consistent — same line items, same values, same currency.
Incoterms tell customs who bears the risk and cost. For exports, FOB (Free on Board) is common for sea freight — it means your responsibility ends when the goods cross the ship's rail at the port of export. ICC's official Incoterms 2020 rules explain each term in detail.
EORI numbers are mandatory for EU exports. If you're exporting out of the EU, you need an EORI (Economic Operators Registration and Identification) number. Without it, your declaration can't be accepted. Register through your national customs authority — in the UK it's HMRC, in Germany it's the Bundeszollverwaltung.
Keep a copy of everything for 5+ years. Most tax authorities require you to keep export records for at least 5 years. Some countries require 7. Download the PDF from this tool and store it with your shipping records, commercial invoices, and customs confirmation.
Use a licensed customs broker for restricted goods. Some product categories — electronics with encryption, chemicals, dual-use goods, firearms — require export licenses in addition to a standard declaration. If you're unsure whether your goods are controlled, check with the US Bureau of Industry and Security or your country's equivalent.

❓Frequently Asked Questions

What is an export declaration and do I actually need one? +

An export declaration is a document you submit to customs authorities when sending goods out of a country commercially. It tells the government what you're shipping, how much it's worth, where it's going, and who's sending it. Most countries require it for commercial shipments above a certain value — in the US that's $2,500, in the EU it's essentially all commercial shipments outside the union. Personal gifts under low-value thresholds sometimes don't need one, but if you're running any kind of business with international customers, you need proper export documentation. Getting caught without it means delays, fines, and seized shipments.

Can I use this PDF as an official customs submission? +

For many countries and shipment types, yes — this PDF works as a paper export declaration or supporting document. Some smaller countries still accept paper declarations. However, major economies like the US, EU, UK, and China require electronic submission through official systems (AES in the US, CHIEF/CDS in the UK, AES in the EU). For those, you'll need to file electronically through a customs broker or licensed trade software. What this tool gives you is a clean, properly formatted document that you or your customs broker can use as a reference, and a paper copy for your own records. In my experience, even when you file electronically, having a clean paper declaration helps when there are discrepancies or questions from the customs agent.

How do I find the right HS code for my products? +

HS (Harmonized System) codes are 6-digit codes that classify every physical good that moves across borders. The best place to look them up is the WCO's online database, or your country's customs tariff schedule — the US uses Schedule B numbers which you can search at the Census Bureau's Schedule B search tool. I'd also recommend running your product by your freight forwarder or customs broker — they classify goods every day and can usually confirm the right code quickly. Getting it wrong isn't just inconvenient; in some categories it can constitute a customs violation, especially if the wrong code happens to be for a lower-tariff category.

What's the difference between an export declaration and a commercial invoice? +

They serve different purposes. A commercial invoice is primarily a financial document between the seller and buyer — it says what was sold, for how much, on what payment terms. An export declaration is a regulatory document for the government — it confirms what's leaving the country, at what declared value, and that all required export permissions are in order. For customs purposes you typically need both: the commercial invoice as proof of the transaction, and the export declaration as the formal filing with the authorities. This tool lets you create a combined document or a standalone export declaration, depending on what you need.

Do I need an export declaration for eBay or Amazon international sales? +

Yes, if you're shipping internationally for commercial purposes. eBay and Amazon are just the selling platforms — when the physical goods cross a border, customs rules apply regardless of where you sold them. For low-value items (under $800 in the US, or under €150 for EU imports), simplified or de minimis rules often apply and formal export declarations may not be required. But for higher-value shipments or bulk orders, you do need proper export documentation. The major courier companies (DHL, FedEx, UPS) will often help with this as part of their shipping service, but having your own properly completed declaration is still good practice.

What is an EORI number and do I need one? +

EORI stands for Economic Operators Registration and Identification. It's a unique identifier issued by EU member states (and separately by the UK since Brexit) that's required for anyone importing or exporting goods commercially. If you're based in the EU or UK and doing any amount of commercial trade, you need one. Registration is free and usually takes a few days to a couple of weeks. You apply through your national customs authority — for the UK it's HMRC online, for Germany it's the Bundeszollverwaltung, for France it's the Douane. If you're outside the EU/UK and exporting into those markets, your consignee (the importer) needs their own EORI. The US equivalent is an Importer of Record number or EIN for exports.

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