For every shipment to a destination outside the EU, we now ask you to upload a purchase document – an invoice, an order confirmation or a similar overview of what you bought and what you paid. We know this is an extra step. This article explains why we need it, what you can upload and what happens afterwards.
In short
- We are legally responsible for the export declaration of your shipment, so we need to be able to check that it is correct.
- Upload a document that shows the items you ordered and what you paid for them – ideally an invoice or order confirmation.
- Items from several orders? Upload one document per order.
- Gift or private sale without an invoice? Use our Gift Declaration form, signed by the seller or the person giving the gift.
- We fill in your customs declaration from your documents, so you have less to type. 9 out of 10 shipments pass the check straight away.
Why do we need a purchase document?
We sign the export declaration for your shipment
Goods that leave the EU have to be declared to customs. For your shipments, ShipGerman is the declarant – we submit the export declaration in our name, based on the information you give us. If an item is missing or declared at too low a value, we are responsible for that declaration towards customs.
Your purchase document helps us prepare a complete and accurate customs declaration for your shipment.
A wrong declaration causes problems for you, too
- Delays and holds: customs authorities in the destination country can stop a parcel and ask for proof of purchase when the declared value looks too low or the description is unclear. Checking before the parcel leaves us is much faster than sorting it out at a border.
- Fines and extra costs: declaring goods below their real value can count as tax evasion in many countries. It can lead to fines, extra charges or the parcel being returned.
- Insurance and compensation: if a parcel is lost or damaged, carriers base their compensation on the declared customs value. An under-declared parcel is also under-insured.
What you get in return
We read your documents automatically and use them to pre-fill your customs declaration with the items, quantities and values. You only need to review it, adjust it if needed and confirm it.
Which documents can I upload?
- Ideally: an invoice or an order confirmation that shows the items you ordered and their values.
- Alternatively: any document that gives an overview of the items you ordered and what you paid for them, e.g. a screenshot of the order in your shop or marketplace account.
- Gifts or private sales without an invoice: fill in and upload our Gift Declaration form. We can only accept it if it is signed by the seller or the person giving the gift.
You can upload PDF, JPG or PNG files, and several files per parcel.
Several orders in one shipment: one document per order
If your shipment contains items from several orders – for example a consolidation of parcels from different shops – please upload a document for every order. We need all of them. If an order is missing, we cannot accept the customs declaration and have to return it to you for correction, which delays your shipment.
What a good document shows
- The name or description of each item
- The quantity
- The price you paid (and the currency)
- The shop, seller or order number
Please make sure the document is readable. These documents can not be accepted on their own, because they do not show the items and their values:
- A payment confirmation that only shows a total amount
- An order confirmation without the items or prices
- Shipping labels, tracking pages or ID documents
- An unsigned Gift Declaration form
What happens after the upload?
- Upload your purchase document(s) for each parcel.
- Review the customs declaration we pre-filled from your documents. Adjust it if needed and confirm it.
- Automatic check: we compare your declaration with your documents. If everything matches, your shipment continues as usual – there is no extra waiting time.
- If something does not match, our team reviews your shipment. If a correction is needed, we tell you exactly what to change, and you can update and confirm your declaration again.
How many shipments go through without a delay?
Most of them. Here is what we see since the check went live:
- 9 out of 10 shipments pass the automatic check straight away – no manual review, no extra waiting time.
- Some shipments only need a quick look from our team. If everything is in order, we release them ourselves – you don't have to do anything.
- Fewer than 1 in 10 shipments needs a correction from you before it can leave.
When a shipment needs a correction, it is almost always for one of these reasons:
- The document could not be read or does not show the items and their prices.
- A declared value is lower than the price on the document – often just a typo, such as a missing digit.
- Documents or items from some of the orders are missing.
- The Gift Declaration form is not signed.
All of these are easy to avoid with the tips above.
We are improving the process
The document check is new, and we are actively working on it so that more shipments pass automatically and leave faster. We review the shipments that are held and use what we learn to improve the check. For example, small differences in how an item is named or counted no longer hold a shipment on their own – what matters is that all items and their values are covered. We have also made the upload page clearer about which documents we need.
If something in the process is unclear or does not work for your case, please let us know at help@shipgerman.com. Your feedback helps us make it better.
My declaration was returned. What now?
We will tell you exactly what needs to be changed – for example which value differs from your receipt or which order is missing. Open the customs declaration of your shipment, correct the items so that they match your documents and confirm again. If you need to send us a new or additional document, please contact help@shipgerman.com.
Frequently asked questions
Do I need a document for shipments within the EU?
No. The purchase document is only required for shipments to destinations outside the EU, because only these need an export declaration.
I bought the item second-hand and have no invoice.
A screenshot of the order or listing in your marketplace account that shows the item and the price you paid is fine. For private sales without any such record, please use the Gift Declaration form, signed by the seller.
The item is a gift.
Please fill in the Gift Declaration form and have it signed by the person giving the gift. An unsigned form cannot be accepted.
Can I declare a lower value than I paid?
No. The declared value has to match what you paid for the goods. A lower value is an incorrect declaration – and it would also lower the compensation you can receive if the parcel is lost or damaged.
How do I describe my items correctly?
Read our guide: What Is a Customs Description and Why Does It Matter?