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Pro forma invoice templates and declarations for samples
Ready‑to‑use pro forma invoice templates and declaration text for sample shipments. Includes HS‑code, value entries, 'Sample' marking and Swiss customs tips.
Quick answer
Use a concise pro forma invoice that clearly marks the shipment as a sample, lists the HS‑code and a realistic declared value. The templates below provide ready text for customs and your recipient in Switzerland.
Why a correct pro forma invoice matters
Customs clears sample shipments faster when the HS‑code, value and 'Sample' marking are clear. Missing or wrong data causes delays and queries. A precise pro forma invoice also helps the recipient record the goods correctly.
Essential parts of a pro forma invoice for samples
Keep it short but complete: exporter, importer, detailed description, HS‑code (6‑digit), quantity, unit price, total declared value, currency, reason for export (e.g. 'Sample, not for resale'), country of origin and signature. Add contact details for customs questions.
Useful text blocks (en‑CH)
1) Heading: 'PROFORMA INVOICE / SAMPLE INVOICE' 2) Description: 'Cotton T‑shirt, unbranded, size M' 3) HS‑code: 'HS Code: 6109.10 (Cotton T‑shirts)' — verify your specific code 4) Reason: 'Reason for export: Free sample. Not for resale. Value for customs only.' 5) Value: 'Declared value: CHF 12.00 per item. Total declared value: CHF 24.00.' 6) Origin: 'Country of origin: Turkey' 7) Signature: 'Signed: [Name], [Company], Date'
Copy‑ready pro forma invoice
PROFORMA INVOICE / SAMPLE INVOICE Exporter: [Company / Address] Importer: [Name / Address / Email / Phone] Invoice No.: PF‑[Number] Date: [DD.MM.YYYY] Item 1: Cotton T‑shirt, unbranded, size M HS Code: 6109.10 Quantity: 2 pcs Unit value: CHF 12.00 Total value: CHF 24.00 Reason for export: Free sample, not for resale. For customs purposes only. Country of origin: Turkey Contact for customs queries: [Name, Phone, Email] Signed: __________________
How to choose the right HS‑code and value
Use reliable sources such as the Swiss Federal Customs Administration or national tariff lookups to find the correct 6‑digit HS‑code. Declare a plausible value that reflects the transaction or market value. For samples you may state a reduced value if justified. Do not understate value without supporting evidence.
Practical tips for shipments to Switzerland
Attach the pro forma invoice to the physical package and upload the same data when you file electronic customs documents. Mark the package visibly with 'Sample / Not for resale'. Keep invoice numbers and references consistent. For multi‑item shipments, list HS‑code and value per line item.
Frequently asked questions
Can I declare the value as 0 for a sample?
No. Declaring '0' is usually treated as missing information and triggers queries. You can state a reduced value if you can justify it, but always include 'Declared value for customs only.'
Where do I find the correct HS‑code for my product?
Consult the Swiss Federal Customs Administration tariff search or your national tariff database. Your chamber of commerce or a customs declarant can also advise. Record the source of the code.
Is a signature required on the pro forma invoice?
A signature adds credibility. Many customs offices accept electronic signatures or a signed PDF. For electronic declarations the digital version is generally sufficient.
Which language should I use on the invoice?
Use English for international shipments. For Swiss domestic recipients, German, French or Italian work. Including English plus the local language is good practice.