Declaration Generator
A blank declaration on letterhead, for the one-off statements a buyer, bank or customs authority asks for that have no standard form.
Free downloads · No account required · PDF, Excel & Word
We, , in respect of the consignment shipped under invoice , hereby declare that:
About this document
A general declaration is a signed statement of fact about a shipment, made by the exporter on their own letterhead. It exists for the requests that do not have a dedicated form. A buyer, a bank or an authority asks you to confirm something in writing, and this is the shape that confirmation takes.
What it is used for
Confirming a material composition, stating that goods are not of military use, certifying that prices are the actual prices paid, declaring that goods are free of a particular substance. All of these come up occasionally and none has a standard international form. The document works because it is signed, dated, on letterhead and tied to a specific shipment.
Tie it to the shipment
A declaration that stands alone is difficult to rely on. Reference the commercial invoice number, the container or the bill of lading, so the statement is anchored to identifiable goods. Whoever reads it needs to be able to match it to the consignment in front of them, and a general statement about your products in principle does not do that.
Say only what you know
The point of a declaration is that someone is standing behind the statement. Where the fact concerns goods you did not manufacture, get it in writing from whoever did before repeating it. Declarations are relied on by customs authorities and banks, and a false one is treated as a false statement rather than as a mistake.
Want a blank one, in Excel or Word? Download the declaration template →
Not sure what goes in a box? How to fill out a declaration, field by field →
Keep building your document set
- Commercial InvoiceGoods, values and payment details.
- Packing List — DetailedPackages, weights and dimensions.
- Certificate of OriginThe declared origin of your goods.
- Bill of LadingShipper, consignee and cargo details.
- Shipper's Letter of InstructionInstructions for your freight forwarder.
- Verified Gross Mass DeclarationThe verified weight of a packed container.
Questions
+When would I use a general declaration instead of a specific one?
When what is being asked for has no standard form. Asbestos, origin and packing all have their own recognised documents. A request to confirm something outside those is what this is for.
+Does it need to be notarised?
Usually not, but some destinations and some letters of credit require notarisation or chamber of commerce endorsement. Ask before issuing, because adding it afterwards means reissuing the document.
+Who should sign it?
Someone with authority to make statements on the company's behalf, with their name and position printed under the signature. An unattributed signature is much weaker evidence, and some authorities will not accept one.
+Can one declaration cover several shipments?
Sometimes, where it is a blanket statement about a product line and the recipient accepts that. For anything tied to a specific consignment, issue it per shipment and reference the invoice.