Express courier. Direct.
Also overnight.
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Shipping essentials: commercial and proforma invoices for exhibitors
Checklists and sample texts for proforma and commercial invoices. Prepare exhibition goods for cross‑border shipment and avoid customs delays.
Quick answer
Exhibitors shipping goods or samples to fairs need correct commercial or proforma invoices. Both documents inform customs and recipients about contents, value and purpose. Use a commercial invoice for sold goods. Use a proforma invoice for samples, loans, repairs or non‑sold exhibition items. Include sender, recipient, detailed descriptions, quantity, weight, value, origin, HS code and purpose. Accurate details prevent customs delays and unexpected charges.
When to use proforma vs commercial invoice
Issue a proforma invoice when the goods are not for sale: samples, loans, returns, repairs and exhibition pieces. Commercial invoices apply to sales and should list net prices, payment terms and an invoice number. For many exhibitors, a proforma is the right choice when no immediate sale is planned.
Mandatory fields on both documents
Both documents must be legible and include: full sender address in Switzerland, recipient (stand or organiser), precise item description (material, model, serial numbers if relevant), quantity, gross/net weight, unit price and total value, commercial purpose (e.g. "Proforma – samples not for sale"), origin country, HS code (tariff heading), and Incoterm if applicable. Add contact details for queries.
How to declare values (realistic and verifiable)
Declare a realistic market value. For proforma invoices give an estimated price reflecting material and production costs. Avoid undervaluing goods: customs may request proof or make their own valuation. For temporary exports, note "Value for customs purposes" and attach invoices or cost breakdowns if needed.
Common mistakes and how to avoid them
Common errors include vague descriptions (e.g. "machine" without model), missing HS code, inaccurate weights, missing purpose, and inconsistent values across documents. Use templates, fill every field, and include both a paper and a digital copy. For shipments to EU fairs, also check local rules on CE marking and temporary imports.
Sample phrases and templates
Use short, clear lines: Sample proforma text: "Proforma Invoice – Samples for exhibition only. No commercial value for sale." Sample commercial text: "Commercial Invoice – Sale of goods. Invoice number, payment terms, currency." Add notes like "Goods will be re‑imported to Switzerland after the exhibition" or attach a loan agreement if the items are rented.
Practical steps for Swiss exhibitors
Prepare documents before booking a courier with x25pronto. Include a digital copy with the shipment and attach a printed copy outside. Confirm the delivery address and handover process with the organiser or stand builder. If you consider an ATA Carnet for temporary import, weigh the benefits and consult your freight forwarder; the Carnet complements but does not replace required invoice information.
Frequently asked questions
Do I need an ATA Carnet or is a proforma invoice enough?
A Carnet simplifies temporary imports across multiple countries. For a single fair within the EU, a proforma invoice is often enough. Check the destination country's and organiser's rules.
How do I find the correct HS code?
HS codes depend on the product type. Use the Swiss tariff database (Tares) or consult a customs specialist. A wrong code can cause delays or incorrect duties.
What happens with incorrect value declarations?
Customs may request additional documents, make their own valuation or charge extra fees. Correct errors immediately and keep proof of costs or purchase invoices ready.
Should the invoice be in English or local language?
English is widely accepted. Add a local language translation if the organiser or customs office requests it.