An export declaration format is an essential and standard document used in global trade. It helps tell customs and other authorities what goods are being sent out of the country. This document gives complete details about the shipment, such as the name and address of the exporter and importer, a short and precise description of the product, the total value of the goods, the HS (Harmonized System) code, where the goods were made (origin), and all the terms related to shipping.
This form is needed for all kinds of exports — whether you are sending products for business sale, sending free samples, or shipping goods under a contract with a logistics company. No matter the purpose, having a correct and well-filled export declaration is very important. It helps smooth customs clearance, avoids delays, and ensures you follow all national and international trade laws and rules.
Filing an export declaration correctly can also help avoid fines and make the export process faster and safer. Customs officers use this document to check that the goods meet export rules and that all required duties or taxes are handled correctly.
Export Declaration Format Samples for Customs Clearance
Basic Export Declaration Format (General Use)
Exporter Name: ___________________________
Exporter Address: _________________________
Exporter EIN / Tax ID: _____________________
Consignee Name: __________________________
Consignee Country: ________________________
Port of Exit: _______________________________
Description of Goods: ______________________
HS Code: _________________________________
Country of Origin: _________________________
Quantity: __________ | Unit: ___________
Value (USD): _____________________________
Mode of Transport: [Air/Sea/Land]
Invoice Number: __________________________
Export Date: ______________________________
Declaration Number: _______________________
I declare the above information is accurate and complete.
Authorized Signatory: _____________________
Date: _______________
Commercial Export Declaration Format
Exporter Details
Name: __________________________
Company: _______________________
Address: _______________________
Phone: _________________________
Email: _________________________
Consignee Details
Name: __________________________
Company: _______________________
Destination Country: ______________
Shipment Information
Invoice No.: ____________________
Date of Export: _________________
Port of Loading: ________________
Port of Discharge: ______________
Shipping Line/Airline: ___________
Container No. (if any): ___________
Product Description
Item | HS Code | Qty | Unit | Unit Price | Total
——————————————————
1. [Item] | [Code] | [Qty] | [Unit] | [Price] | [Total]
…
Total Invoice Value (USD): ___________
Currency: ______________________
Declaration
I hereby certify the accuracy of the details provided above.
Exporter Signature: _____________
Place: ____________
Date: _____________
Export Declaration for Customs (U.S. CBP AES Format)
U.S. EXPORT DECLARATION (AES FILING)
AES ITN (Internal Transaction Number): ___________
Exporter Name & Address: ________________________
EIN: _______________________
Ultimate Consignee: _____________________________
Destination Country: _____________________________
Carrier Name: _________________________________
Port of Export: _________________________________
Schedule B No. | Description | Qty | Value | License No.
———————————————————-
[xxxx.xxxx] | [Item] | [Qty] | [Value] | [If Applicable]
Export Control Classification Number (ECCN): ________
License Type: ___________________________
Signature: ____________________________
Title: ________________________________
Date: ________________
Export Declaration for Courier or Sample Shipments
EXPORT DECLARATION FOR NON-COMMERCIAL SHIPMENT
Exporter Name: _________________________
Exporter Address: _______________________
Consignee Name: ________________________
Country of Import: _______________________
Shipment Type: [Gift / Sample / Personal Items]
Goods Description: _______________________
Declared Value (USD): ____________________
HS Code (if known): ______________________
I declare that the shipment is of non-commercial nature and contains no restricted items.
The total value does not exceed de minimis thresholds of the destination country.
Signature: ___________________________
Date: _______________
Export Declaration Format for Hazardous Goods
EXPORT DECLARATION FOR DANGEROUS GOODS
Exporter Company Name: _______________________
Exporter Address: _____________________________
Consignee Name: _____________________________
Destination Country: ___________________________
Shipment Details:
Description of Goods: __________________________
UN Number: ______________
Packing Group: ____________
Hazard Class: _____________
Qty: _____________
Mode of Transport: [Air/Sea/Road]
Packaging Type: _____________________________
Emergency Contact (24/7): _____________________
Declaration:
I certify the shipment complies with the applicable IATA/IMO/DOT regulations.
Authorized Signature: _________________________
Date: __________
Export Declaration Format (India Example for Reference)
SELF EXPORT DECLARATION – NON-EGM CARGO
To,
The Deputy Commissioner of Customs
[Airport/Port Name]
City: __________
Subject: Export Declaration under Self-Sealing Norms
Details:
Exporter Name: __________________
IEC No.: _______________________
Shipping Bill No.: ______________
Port of Loading: ________________
Invoice No.: ____________________
Date: ___________________________
Declaration:
I hereby declare that the consignment shipped under the above details has been packed, sealed, and exported as per DGFT/CBIC guidelines.
Signature: _____________
Company Stamp: __________
Date: _______________
FAQ’s:
1. What is an Export Declaration and why is it required?
An Export Declaration is a legal document required for customs clearance that provides detailed information about goods being exported from a country. It helps authorities track trade, ensure compliance with regulations, and collect accurate export data.
2. What information should be included in an Export Declaration format?
A typical Export Declaration includes:
- Exporter and Importer details
- Product description and quantity
- HS Code (Harmonized System Code)
- Country of origin and destination
- Invoice value and currency
- Mode of transport and shipping terms (e.g., FOB, CIF)
3. Is there a standard format for Export Declarations?
While the required information is generally consistent, the format can vary depending on the country, customs authority, and the nature of goods. Many exporters use templates that follow the general guidelines of their local customs department.
4. Do I need to submit an Export Declaration for sample or low-value shipments?
Yes, in many countries, even low-value or sample shipments require an Export Declaration for legal compliance and tracking purposes. However, some exemptions may apply—check with your local customs authority.
5. Where can I download export declaration format samples?
You can find downloadable export declaration samples in the blog post above. These formats are designed for easy customization based on your specific shipment and destination country.