What exactly is a CN23 form?
The CN23 form is an internationally recognised postal customs declaration, set up by the Universal Postal Union (UPU). You only use it when you send parcels with a postal operator (such as PostNL or bpost) to destinations outside the European Union.
Customs in the destination country use the information on this form to see what's inside the parcel, what its commercial value is, and whether import duties or VAT are due. Without a correctly completed CN23 form, a parcel simply can't cross the border.
The key difference: CN22 vs CN23
One of the most common questions in shipping is how CN22 and CN23 differ. Both are customs declarations for postal items, but you use them in different situations, depending on value and weight:
The CN22 label: a small, simplified green (or white) label that you stick directly on the parcel or envelope. Under the UPU rules, you use the CN22 for items with contents worth up to 300 SDR (Special Drawing Rights, a currency unit of the IMF). Postal operators convert this into their own currency, so check the exact amount with yours. The item must also weigh under 2 kilograms.
The CN23 form: a much more detailed document, often accompanied by a CP71 dispatch note. You use the CN23 form when your goods are worth more than 300 SDR, or when the parcel weighs more than 2 kilograms. Because B2B shipments carry higher values and risks, the CN23 asks for much more customs data.
Note: for the latest rules on international postal traffic, check the official website of Dutch Customs (Belastingdienst/Douane, in Dutch).
Filling in a customs form: what to watch out for
Filling in a customs form looks like a formality, but one small mistake can lead to seizure of the goods or heavy fines for you or your customer. Always make sure these parts of your CN23 form are 100% accurate:
Detailed description of the goods: terms like "clothing" or "samples" are no longer accepted. Be specific: "Men's T-shirts, 100% cotton".
Weight and value: state the exact value and currency (e.g. EUR or USD) and the net weight per item.
The right HS code: just like regular freight, the international commodity code is essential. Read all about finding your HS code.
Country of origin: where were the goods originally produced or manufactured?
B2B identification: for business shipments it is strongly recommended (and often required) to include your company's EORI number and the recipient's VAT number. Find out more in our guide to the EORI number.
Why ParcelParcel makes the CN23 and CN22 unnecessary for B2B
The postal customs declaration is required with services like PostNL, but international express couriers (such as FedEx, DHL, UPS and TNT) work differently. They don't use CN22 or CN23 forms, but a commercial invoice. For B2B shipments a courier is often faster, more reliable and easier to track than regular post. Curious about the differences? See our comparison: DHL vs PostNL.
When you ship through the MyParcelParcel platform, you never have to wrestle with customs forms again. Our platform automatically creates the right commercial invoice from the details you enter. We send this data to customs digitally (Paperless Trade), so your shipment is cleared at the border much faster. That saves you hours of admin and keeps the risk of errors to a minimum.
