Free debit note and credit note template (export)

A credit note reduces what the buyer owes on an invoice you have already issued, for example after a price reduction, a short shipment or a claim settled by credit. A debit note increases it, for example for agreed extra charges. This template does both: pick the type, refer to the original invoice and show the difference.

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Debit note / credit note – Example filled in with the free generator (sample data)

What the template covers

Note type (debit or credit), note number and date
Issuer and recipient names and addresses, with tax IDs where required
The original invoice number and date, the order or contract number and the B/L or AWB number
Currency, the same as the original invoice
The reason, for example price difference, short shipment, damaged goods, freight or bank charges, commission
Lines with the original amount, the corrected amount and the difference
Tax, only where it applies, and the total debited or credited
How and when it will be settled, and an authorised signature

Sources

Guides on this topic

Commercial Invoice Requirements for Customs: ChecklistWhat a commercial invoice must show for customs: core fields, US 19 CFR 141.86, EU, UK, Canada and Brazil rules, freight and value basis, samples…Proforma Invoice Meaning and How It Differs from a Commercial Invoice (Customs Rules)Proforma vs commercial invoice: what each is for, when customs or banks refuse a proforma (19 CFR 141.91, UCP 600 Art. 18), free samples, and what…Payment Terms in International Trade: T/T, L/C, D/P, D/A, Open AccountT/T in advance, 30% deposit and 70% against copy B/L, L/C, D/P, D/A and open account compared: who bears the risk, how each works and the wording…Customs valuation: transaction value and the 6 WTO methods explainedHow customs decides the value for duty under the WTO Valuation Agreement: transaction value, what is added (assists, royalties, packing,…

Always refer to the original invoice

A debit or credit note corrects an invoice, so it must point to it: give the original invoice number and date and say why the amount changes. Under the EU VAT Directive (2006/112/EC, article 219), any document that amends and refers specifically and unambiguously to the initial invoice is treated as an invoice. Use the same currency as the original invoice and number your notes in their own series.

Tax rules differ by country

Where the original invoice is a VAT or GST invoice, the note usually has to follow local tax rules. For example, HMRC in the UK expects a credit note within 14 days of the price decrease, India's GST law (CGST Act section 34) sets deadlines for declaring credit notes, and Vietnam uses adjustment invoices instead. This template is a commercial document; check with your accountant whether a tax document is also needed.

Tell the buyer if the customs value changes

A price change after shipment can matter for the importer's customs declaration, and the rules differ. In the US, a rebate or other price decrease made after importation is disregarded in the transaction value (19 CFR 152.103(a)(4)); in the UK, an importer may claim a duty refund for a decrease under contractual arrangements in force at entry, within 3 years. Send the note to the buyer promptly so it can check its own position.

Common questions

What is the difference between a debit note and a credit note?

A credit note reduces the amount the buyer owes on an invoice already issued, for example after a price reduction or a short shipment. A debit note increases it, for example for extra charges the buyer agreed to bear. Both refer to the original invoice.

When do exporters issue a credit note?

Typical cases are a price reduction agreed after invoicing, goods short-shipped or returned, a quality or damage claim settled by a credit instead of a refund, or a mistake in the invoice. State the reason on the note.

Can a credit note be deducted from the next invoice?

Yes, if both sides agree. State the settlement method on the note, then show the deduction on the next invoice with the credit note number, so both sides' records match.

Does a credit note need the original invoice number?

Yes. Give the original invoice number and date so the correction is clearly linked to it; under the EU VAT Directive a document that amends an invoice must refer to it specifically and unambiguously.

Does a debit or credit note change the customs value?

It can, depending on the importing country. In the US, price decreases after importation are disregarded in the transaction value; in the UK, the importer may be able to claim a refund of duty. The importer should check its own declaration.

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