This problem is very common but not frightening if you know the right process. This article shows you how to create a replacement invoice and submit it to the authorities to get your parcel released as soon as possible.

Why does Canadian customs hold goods and ask for an invoice?

Canadian customs needs to determine three things accurately: what the goods are, what they are actually worth and who is responsible for paying the duty.

Many personal senders make the mistake of declaring a value that is too low (under-declaring to avoid duty) or just writing “gift” without a purchase invoice. When CBSA scans the parcel and suspects the declared value doesn’t match reality, it issues a hold and asks for a commercial invoice as the basis for calculating import duties.

For ordinary air services, if the documents aren’t provided within 5–7 business days, the goods risk being returned to the sender or confiscated.

How to create a compliant replacement commercial invoice

When you receive a request for more documents, create a new commercial invoice straight away. You can draft it yourself in Word or Excel, but it must include all of the following required information:

1. Shipper and consignee details

• Full names, complete addresses (including the Canadian postal code) and phone numbers for both parties.
• These details must match the label on the parcel exactly.

2. Detailed description of the goods

• Don’t write vague terms like “clothing” or “food”. Write clearly in English, for example “100% Cotton T-shirt” or “Dried sweet potato”.
• State the quantity of each item and the unit (pieces, items, kg).

3. Value and currency

• State the unit price and the total value. Use Canadian dollars (CAD) or US dollars (USD) so customs can check easily.
• The declared value must be realistic. For newly bought items, attach the purchase receipt or a screenshot of the online transaction as convincing evidence.

4. Reason for export

• For goods being sold: write “Sale”.
• For personal gifts: write “Gift / Personal effects”.

How to submit the replacement invoice for fast clearance

Once you have prepared the commercial invoice (PDF is best) and the supporting payment documents, follow these steps:

• Step 1: Contact the carrier. The forwarder or courier handling your order will have a portal or email address for documents to submit to customs. Send them the invoice PDF with your tracking number.
• Step 2: Watch the tracking status. Keep checking online with your order number. When customs accepts the new invoice, the status will change to “Customs cleared” or “In transit”.
• Step 3: Be ready to pay duties (if any). On some routes, the recipient in Canada pays import duties directly on delivery or online before the carrier delivers.

How to minimise customs holds when shipping to Canada

To avoid wasting time on this problem next time, keep these points in mind when packing in Vietnam:

• Declare honestly: Don’t deliberately declare a value far below the real one. Canadian customs has data that closely tracks market prices.
• Use a duties-included service: If you’re sending gifts to family and don’t want them to deal with duties or complicated paperwork, choose a service that includes import duties. Soleil Transportation’s two-way Vietnam–Canada air services (7–12 business days on average) include import duties in rates starting from $16/kg. The recipient in Canada simply waits for door delivery without worrying about complicated Canadian customs procedures.
• Use small-parcel services: For small gifts and light personal items under 2 kg, choose ePacket from just $8.50 CAD per parcel to keep costs down and simplify clearance.

If your parcel is currently stuck at the Canadian border, or you need more advice on preparing commercial invoices for upcoming shipments, contact Soleil Transportation on +1 888-998-5199 or at info@soleiltransportation.com. Our team at the Mississauga office (2446 Cawthra Road, B1U8, Mississauga, Ontario) is always ready to help you check and process your documents quickly.