Free sample invoice template (no commercial value)
For DHL, FedEx, UPS or postal shipments of free samples. Customs still needs the real value of each item, the reason for export and who pays any duty.
What the template covers
- Sender and receiver with tax ID, invoice number, date and courier or AWB number
- Reason for export, country of origin, who pays duty (DAP or DDP), number of packages and gross weight
- Item lines with description and material, HS code, quantity, value per unit and total value for customs
- The statement "Samples free of charge, no commercial value", with the values stated for customs purposes
Guides on this topic
Why samples still need a value
"No commercial value" means the buyer is not paying, not that the goods are worthless. Customs values goods at what they are worth, so the invoice must show a realistic value, such as the cost or the normal selling price. Values of 0 or 1 are a frequent reason for holds and requests for more information.
How to fill it in
Describe each item plainly with its material and use, give a 6-digit or longer HS code, state the country of origin and say who pays any duty and tax at destination. Many countries waive or reduce duty for low-value or marked samples, but the rules differ; see the Triplicate note on shipping samples.
Common mistakes
A value of 0, vague descriptions such as "gift" or "sample" alone, missing receiver tax or ID numbers that some countries require, and not saying who pays duty, so the parcel waits until someone agrees to pay.
Common questions
Is a sample invoice the same as a proforma invoice?
It is often called a proforma invoice for samples. What matters is that it is clearly marked as having no commercial value and still states real values for customs.
Will my samples be duty-free?
Not automatically. Some countries exempt low-value shipments or samples made unusable for sale; others charge duty and tax above a threshold. Check the destination's rules and agree with the receiver who pays.
What value should I declare?
A fair value that you can explain, such as the production cost or the normal price to a distributor. A nominal value such as USD 1 on goods worth more is undervaluation and can lead to holds and penalties. Use the same value on the courier's form and on this invoice.
What should the invoice say for samples sent for testing?
Give the reason for export, such as samples for testing or evaluation, free of charge, and add a line such as: Samples of no commercial value, not for resale. Value for customs purposes only. Each item still needs a realistic value, an HS code and its country of origin.
What if the samples have no price or HS code yet?
Use the value the goods would have in normal trade, such as the price you would quote a buyer or the production cost, and find the HS code from what the item is and its material, for example with Triplicate's HS code lookup. Use the same values and codes on the invoice and the courier form.
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