If you are sending a package internationally via a postal service (like Royal Mail, USPS, La Poste, or PostNL), you have likely heard of the customs declaration CN23 form. Paperwork is the boring part of shipping, but getting it wrong is dangerous. A mistake on your CN23 can lead to your package being held at customs, returned to you with a fine, or even seized. At ParcelParcel, we automate this process for you. But if you are filling it out manually, this guide will ensure you do it right.
Chantal has been writing about logistics topics for almost two decades and has worked for major international carriers.
The CN23 form is a mandatory customs document used for international shipments transported by postal services. It acts as a "passport" for your package, telling customs officers exactly what is inside, how much it is worth, and who it is for.
This is the most common confusion. Both forms do the same job, but they are used for different types of shipments.
Feature | CN22 (The Sticker) | CN23 (The Form) |
Package Value | Under ~€350 (300 SDR)* | Over ~€350 (300 SDR) |
Package Weight | Under 2kg | Over 2kg |
Format | Small white sticker (adhesive) | Full A5 or A4 document (often in a plastic pouch) |
Detail Level | Basic summary | Detailed line-by-line declaration |
Note: SDR (Special Drawing Rights) is a currency basket used by the Universal Postal Union. The exact limit varies slightly by country (e.g., £270 in the UK, €425 in some EU zones).
Rule of Thumb: If your box is heavy (over 2kg) or valuable, you must use the CN23 customs declaration form. If you use a CN22 for a high-value item, customs may accuse you of "undervaluing" goods to evade taxes.
The CN23-formular (as it is known in Europe) requires precision. Here are the key fields:
Sender and Receiver: Write full names, addresses, and crucially, phone numbers. Customs will not call you if there is an issue; they will try to call the receiver. If the number is missing, the package often gets returned.
Detailed Description:
Bad: "Clothes" or "Gift".
Good: "2x Men's Cotton T-Shirts, 1x Leather Belt".
HS Tariff Number: This is vital for B2B shipments. The Harmonized System code tells customs the tax rate. You can find this using the ParcelParcel HS Code Tool.
Country of Origin: Where was the item made? (e.g., "Made in China"). This is different from where it is being shipped from.
Net Weight & Value: List the weight and value of each item separately. The total must match your commercial invoice.
Pro Tip: Always sign and date the form. An unsigned CN23 is invalid and will result in the package being rejected immediately.
In the world of logistics, terms often get mixed up. We often see searches for "strange" forms. Let's clear that up:
What is the VS-23 form?
There is no standard international customs document called "VS-23". Users often confuse this with the Article 23 License (a Dutch tax rule for deferring VAT) or it is simply a typo for CN23. If a carrier asks for a VS-23, clarify if they mean the standard CN23.
What is the CN-9 form?
The CN09 is an internal postal document (a "Registered Item List") used between post offices to track groups of packages. As a shipper, you do not need to fill this out. Stick to the CN23 customs declaration form.
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No. Unlike the CN22 sticker, the CN23 is a larger document. It should be placed inside a clear plastic adhesive pouch (often called a "doc wallet") stuck to the outside of the box. Customs officers need to be able to take it out, stamp it, and put it back without opening your package.
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No. If you are shipping freely circulating goods between EU countries (e.g., France to Germany), no customs forms are needed. You only need a CN23 if you are shipping outside the EU (e.g., UK, USA, Switzerland) or to special territories (e.g., Canary Islands).
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Yes. Even for gifts, if the package weighs over 2kg or exceeds the value threshold, you must use the CN23. In the "Category of Item" section, tick the box for "Gift". This may grant the receiver a tax exemption (Gift Allowance) depending on the country.
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If customs suspect the value is too low, they will hold the package and ask the receiver for proof of payment (a receipt or bank statement). If the values don't match, they can issue a fine for "False Declaration" or seize the goods.
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While some templates exist, manual Excel forms are prone to errors (wrong HS codes, illegible fonts). It is safer to use a shipping tool that validates your data before printing.
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You can instantly check the shipping costs through our rate calculator. Enter the weight, dimensions, and destination country of your shipment, and you will see all available shipping options along with their respective delivery times. The calculator can be used to compare shipping rates for both export and import shipments.
If you need help calculating a shipping rate, watch the video below. Click on the 
button to play the video and the 
icon to view the video in fullscreen.
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Shipping costs are calculated based on dimensions (LxWxH in cm), weight (in kg), and the destination country. Both the actual weight (as shown on the scale) and the volumetric weight are considered.
The volumetric weight is the weight calculated based on the space your shipment occupies in the plane. The higher of the two weights (volumetric or actual weight) is used to calculate the shipping rate. You don't need to calculate this yourself; our calculator does it for you.
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You can use the discount code PP10 for 10% discount on the transportation costs of your first shipment. You can apply the discount code during the checkout process (instructions).
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Whether additional costs apply depends on whether your shipment stays within the European Union or is sent to/from a country outside the European Union. Below, you can see the additional costs for each situation.
Within the European Union
If, for example, you send a shipment from the Netherlands to Italy (within the EU), there will be an additional 21% VAT on the shipping costs.
Furthermore, if your shipment stays within the European Union, you won't have to deal with any import duties or customs clearance fees because your shipment doesn't go through customs. Please note that the European Union is not the same as Europe.
View here all the countries that are part of the European Union. For example, Switzerland is part of Europe but not part of the European Union.
Outside the European Union
If, for example, you send a shipment from the Netherlands to the United States, there will be no VAT (0%) applied to the displayed shipping rates.
However, there might be import duties levied by customs in the destination country if you send a shipment to/from a country outside the European Union. Typically, customs costs are charged to the recipient. This is known as Delivered At Place (DAP) in logistics terminology.
Customs is a government agency that levies import duties in certain cases to protect the local market. As a company, you can also ship using Delivered Duty Paid (DDP), which means any customs costs will be charged to you as the sender.
If you have any questions about this topic, feel free to contact us. Additionally, you can read everything about import duties, VAT, and the customs clearance process in this blog.
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A customs invoice is a form where all the goods you want to ship are specified. This invoice includes an English description of the goods, along with their corresponding value and weight.
The contents of your shipment must be specified per type of product you're sending to avoid delays at customs. A customs invoice is always prepared in quadruplicate in accordance with customs guidelines.
When is a customs invoice required?
A customs invoice is only required for shipments to/from countries outside the European Union (e.g., Netherlands - United States). If your shipment stays within the European Union (e.g., Netherlands - Italy), your shipment will not go through customs, and therefore, a customs invoice is not required.
Additionally, document shipments are not subject to customs, so if you're sending a document to a country within/outside the European Union, no customs invoice is needed.
Please note that not all goods can be shipped to every country. You can find a list of goods that cannot be sent via ParcelParcel on this page.
Do I need to create a customs invoice myself?
If you're sending a shipment to/from a country outside the European Union, it's mandatory to include a customs invoice with the shipment. We provide free support in creating a customs invoice.
You can easily generate a customs invoice through our shipping platform. The customs invoice will be automatically generated based on the content you specified during your booking.
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You can import just as easily as export via ParcelParcel.
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You can find a list of goods that cannot be shipped via ParcelParcel on this page.
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