The USPS commercial invoice, also known as ‘Form PS 6182’, is used for international shipping when to inform the receiving country the item that is being imported. This form is primarily used for tax reasons, primarily, the value-added tax (VAT) by the receiving country. Therefore, a receipt or estimated value of the product is required. The receiving party may be subject to a tax based on their country’s tax rates and laws.
In addition, the USPS will require other details about the package including the weight, item description, and any other details as needed.
USPS Locations – https://tools.usps.com/go/POLocatorAction!input.action
How to Get USPS Form PS 6182 (commercial invoice template)
At a USPS location, they will be able to provide an almost unlimited amount of copies for free. For obvious reasons, the United States Postal Service wants to encourage individuals to use their mailing service. Therefore, they give the forms for free to the general public.
Using the USPS Website, the user can go through the checkout and elect to have the forms delivered to them via standard mail. This process can take anywhere from 3 to 5 days. When ordering online, the maximum allowed is ten (10) to be delivered at one (1) time.
2 – Add to Cart
Add up to ten (10) PS 6182 forms in your cart. After making your selection click the big green “Add to Cart” button.
3 – Sign in or Register
For a faster checkout process the next time a visitor comes to the site, the USPS requires all users have an account before an order may be processed. Choose to login or create a new account.
4 – Checkout
Enter the shipping address and confirm that the order is accurate.
5 – Complete
Once completed, the success screen will appear informing that the forms will be received within 3 to 5 days. Once they come in the mail the forms will be ready for immediate use.
How To Write
1 – Obtain USPS Form PS 6182
Review then implement the steps in the previous section to obtain a copy of this form. Once you have obtained this and the appropriate supporting paperwork, you may proceed.
2 – Report Some Basic Document Information
The first item on this form, bearing the label “1. Global Express Guaranteed Airwaybill Number,” will require you transcribe the 10-digit USPS Tracking Number from the shipment label used for this freight.
3 – Clearly Identify The Shipper And The Recipient
The two entities that must be identified at the onset of this form are the Shipper of this freight and the Recipient of this freight. We will handle the Shipper information in the second item which is composed of several parts. Use item 2a to record the Legal Name of the entity shipping this freight. If this is a corporate entity that requires a suffix in its Name, make sure to include it properly (i.e. “Corp,” “Inc.,” “Ltd,” etc.).
The Shipper of this freight should also have its “Address” recorded in item 2b. Use this box to record the Shipper’s Building Number, Street Name, and Apt No/Ste No/PO Box No.
Utilize areas in items 2c, 2d, 2e, and 2f to present the Shipper’s “City,” “State,” “Postal Code,” and “Country”
Continue this report on the Shipper by filling in the Shipper’s E-mail Address in box 2g. If this is unavailable, you may leave this area blank.
Item 2h will provide an area for the Shipper’s “Telephone Number.” You may leave this blank if this information is unavailable but, it is strongly recommended you provide a reliable means of communication that is considered somewhat immediate.
Next, locate the item labeled “3a. Recipient Name.” Regardless of whether there is a separate Buyer or not, the items in this section must be satisfied. Begin by recording the Legal Name of the entity physically receiving this freight in this box.
Use the next five items (3b, 3c, 3d, 3e, and 3f) to document the Recipient’s Physical Address. This is where the Freight will be delivered so make sure this information is accurate and up-to-date
If you have the Recipient’s E-Mail Address and/or Telephone Number, you should enter them to items 3g and 3h accordingly.
In some cases, especially when dealing with International Commercial Freight, the Recipient’s “Tax ID Number Or EIN” will be required. If this is applicable then fill in this information to item 3i.
Finally, the Recipient must have the reason for this Shipment documented in item 3j. Reasons can include (and are not limited to) Gifts, Sales, Donations, Repairs, Samples, etc.
Now, enter the “Tax ID Number Or EIN” of the Recipient in item 3g. In some cases, the Recipient Address is not the final destination. For instance, it may be one in a multiple-stop Trade Show tour or the loading dock of a freight forwarder. In any case, document the last Country this Freight will arrive in using the space in item “4 Country Of Ultimate Destination.” Items 5 and 6 will be auto-filled with “FedEx Express” and “1.” Do not change these values as they are required by the USPS. You must fill in the Total Gross Weight of this Freight using Pounds and Ounces in item 7a. Identify whether the parties reported here are related or not. Thus if any of the parties in these sections work in the same company, are related by blood, or have a relationship outside of this transaction and shipment, then mark the “Related” box in item 7b. If no such relation exists, mark the checkbox labeled “Unrelated.”
4 – Produce Some Basic Invoice Information For Commercial Shipments
Commercial Shipments, those resulting from a profitable transaction, will generally need the Invoice information and in most cases a copy of the Invoice accompanying the freight. This form will require the Invoice Date placed in item 8a, the Invoice Number entered in item 8b, and the Purchase Order Number supplied to item 8c. This information is usually generated at the point of sale, during the billing process, or both and is internal to the seller’s systems. When a Commercial Shipment occurs, a Buyer will be directly involved. This entity’s information should be supplied using the sections in item 9. Document the Buyer’s Name, Street Address, City, State, Postal Code, and County using items 9a through 9f.
Item 9g has been reserved for the Buyer’s , and Tax ID Number or EIN. If the Buyer does not have one, you may leave this box blank.
5 – Present The Terms For This Transaction
Box 10, “Terms And Conditions Of” calls for a report on the conditions the Buyer, Seller, or Both must meet for the Invoice Transaction to continue unimpeded by either of these parties. Use the text area in this item to report any such agreements or conditions of payment that apply. You must also select the appropriate Terms of Delivery by checking one of the boxes on the right (“Carraige Paid To,” Carriage Insurance Paid To,” “Delivery At Frontier,” “Delivery Duty Unpaid,” or “Other”). Do not check more than one of these boxes.
6 – Detail The Freight And Its Value
Each product, goods, merchandise, or item being shipped to the Recipient must be detailed in the column titled “11. Full Description Of Each Item/Product In Shipment.” Disclose the Country where each item in the first column was manufactured using the “12. Country Of Manufacture.” In the column “13. Quantity And Unit Of Measurement,” record how many of each item reported in the first column is being shipped along making sure to define the measurement (i.e. five dozen). Now, document the value of one of each item being shipped in “14. Unit Value.” This can be done with the Units of measurement where appropriate ($50.00/dozen, $50.00/item, etc.) The total value of each row should be recorded in “15. Currency Type And Amount.” This value should be equivalent to the Quantity And Unit Of Measurement value reported on a row multiplied by the Unit Value of that same item on that same row. Enter this number making sure to begin with the Currency Type (i.e. US $50.00).
7 – A Self-Report Should Be Provided By This Document’s Preparer
The individual who is physically supplying the information to this Invoice must make a record of his or her identity using the boxes in item 16. Generally, this is the Shipper or an employee representative of the Shipper. The Preparer should list his or her Name and the Current Date in items 16a and 16b respectively, then supply “City and State” where he or she is located in item 16c. The Shipper must sign his or her Name to the area in item 16d “Signature Of Shipper.”
8 – Report The Total Dollar Values Involved
Add all the numbers that were entered in the “Currency Type And Amount” column then report this Total, beginning with the Currency Type, in the area adjacent to “18. Currency Type And Total Amount.” All costs of packing this Shipment should be documented in the area labeled “19. Packing Cost.” The GXG Postage and Shipping Charges must be entered in the box labeled “20. Postage/Shipping Cost.” The Dollar Amount being paid to insure the contents of this freight is required in “21. Insurance Cost.” Finally, add the numbers you entered in items 18 through 21 then, report this sum in the area attached to “22. Total Invoice Value”
Make sure you have three copies that provide this information legibly. Each must have the exact barcode in box 17 so make sure to keep all three copies together at all times. Place these three copies, the Airway Bill paperwork, and any other required documentation in their appropriate plastic pouches. Note: Keep all three copies in the same pouch.