Export documents. Every template, each with the page that explains it.
The export paperwork a food producer needs, in one place: 83 files in Italian and English, in Excel, Word and PDF. No sign-up, no email address to leave, each with the page that explains how to fill it in.
83 files, grouped into shipping documents, prices and negotiation, and country by country. Each one exists in Italian and almost all of them in English too, the language they usually travel in.
They are sample templates, not official forms. Every file says so in its footer and asks you to have it checked by your forwarder or accountant before using it. Official forms, where they exist, are the ones published by the bodies that issue them.
Genuinely free. Direct links, no form in front, no notification when someone downloads.
Anyone looking for a template for an export document usually finds a courier’s file or a page that explains it without the file. Here you get both: the file to download and, in the right-hand column, the guide with the official sources. The full route, from the first enquiry to the shipment, is in the export operations guide for small food producers.
Shipping documents
Packing list, pro forma, spec sheet, proof of origin, export declaration and health certificate: the paperwork that travels with the goods. They are the most downloaded templates, and each one has a page that explains the fields one by one, with sources.
| Document | File | The page that explains it |
|---|---|---|
| Packing list, blank templateOne carton per row, cartons and weights that add up by themselves | ||
| Packing list, filled-in exampleTwelve cartons of olive oil to Switzerland, row by row | ||
| Pro forma invoice for samplesThe two free-sample wordings already printed | ||
| Invoice and packing list, the consistency checkThe lines that must say the same thing on both documents | ||
| EX1 export declaration, the fieldsThe fields explained one by one, from the Customs Agency source | EX1 document: what the EU export declaration is and when you need it | |
| EUR.1 or certificate of originThe decision tree that tells you which proof of origin you need | ||
| Long-term supplier’s declarationThe text of Annex 22-16, with the blanks explained | ||
| Long-term supplier’s declaration, exampleAn olive oil mill supplying an exporter for 24 months | ||
| Health certificate, what to prepareWhat to have ready before applying to the ASL | ||
| Product spec sheet, blank templateThe six sections a foreign buyer expects | ||
| Product spec sheet, filled-in exampleAn extra virgin olive oil, field by field | ||
| Export labelling, requirements by countryWhat changes on the label from one country to the next |
Prices and negotiation
Price list, cost of the first order, Incoterms, private label and the first replies to an importer: the sheets you need before the order. They decide the margin more than any shipping document, and you fill them in once per product.
| Document | File | The page that explains it |
|---|---|---|
| Export price listThe price under the five Incoterms, from ex works upwards | ||
| Cost of the first export orderThe items you pay before you get paid | ||
| Incoterms, who pays whatThe costs of each Incoterm, split between seller and buyer | ||
| Private label, the eight questionsThe questions and the two calculations before you accept | ||
| Replies to an importerFour templates for a first reply to an enquiry from abroad |
Country by country
A checklist for each pairing of product and country, with the documents, the labelling rules and the costs that change at the border. They are decision sheets: they tell you what to check with the importer or forwarder before shipping.
| Document | File | The page that explains it |
|---|---|---|
| Brazil, foodThe MAPA and ANVISA checklist | ||
| China, foodThe documents stage by stage | ||
| United Kingdom, foodThe post-Brexit checklist | ||
| Switzerland, foodDuty on gross weight, with the calculation | ||
| Olive oil, CanadaThe checklist and the product’s shelf life | ||
| Olive oil, JapanThe labelling checklist | ||
| Olive oil, United StatesThe checklist for the FDA and customs | ||
| Olive oil, SwitzerlandThe checklist, with weight and Swiss VAT | ||
| Wine, AustraliaThe checklist and the standard drinks calculation | ||
| Wine, BrazilThe certificates checklist | ||
| Wine, CanadaThe checklist of permitted bottle sizes | ||
| Wine, ChinaThe back label, field by field | ||
| Wine, JapanThe checklist and the duty | ||
| Wine, United KingdomThe checklist and alcohol duty | ||
| Wine, United StatesThe import checklist | ||
| Wine, SwitzerlandThe checklist, with weight and Swiss VAT |
Data
The data from the study of 121 food producers’ websites, row by row, reusable with attribution.
| Document | File | The page that explains it |
|---|---|---|
| Study of 121 producers’ websitesThe data, site by site, under a CC BY 4.0 licence |
Sample templates and official forms: the difference
An official form is published by the body that receives it; a sample template is a sheet built to help you fill it in correctly. A packing list has no prescribed format, so the template works as the document itself. The health certificate application, on the other hand, is made on your ASL’s own form, and our sheet helps you prepare what they will ask for.
For free samples going to a non-EU country, the Turin Chamber of Commerce writes that «it is sufficient to draw up a priced list or a pro forma invoice»: this is the case where a well-made sample template is all you need. For the EUR.1 and the export declaration, customs decides, and the sheets on this page explain the fields without replacing the form.
Every file here is filled in by hand. A system would fill them in from incoming orders, from the same data, and a person would approve them before they go out. The demonstration from order to packing list shows how, on a made-up order; to see it on your own documents, message us on WhatsApp: the first line is already written.
Where can I download export forms for free?
On this page: 83 files in Italian and English, in Excel, Word and PDF, with direct links and no sign-up.
Each file sits next to the page that explains how to fill it in, with the official sources.
Are these templates official forms?
No. They are sample templates built by Itria, and every file says so in its footer, along with a note to have it checked by your forwarder or accountant.
Where an official form exists, such as the health certificate application to the ASL, use that one.
What documents do you need to export food products?
Usually a commercial invoice, packing list, transport document, export declaration, proof of origin where there is a trade agreement, and the health documents the destination country asks for.
Who prepares which document, and in what order, is on the page about the shipping document folder.
Are the templates also in English?
Almost all of them. The English version has the same fields in the same order.
It is usually the one you send to the foreign buyer or forwarder, after having it checked.
Can I put my logo on the templates?
Yes. They are ordinary Excel and Word documents: you open them and customise them.
None of the templates copies the form of a courier or a public body.
Notes on sources
- Turin Chamber of Commerce, sending samples to a non-EU country: the sentence on the priced list or pro forma invoice is quoted word for word.
- Turin Chamber of Commerce, documents in commercial transactions abroad, for the packing list and the documents that travel with the goods.
- The sources for each template are on its own page, in the right-hand column. The list of files is built from the templates folder: when a new one comes out, it appears here.
Templates are filled in by hand. Repeated work shouldn’t be.
When the same data gets copied onto five sheets for every order, it is time to look at what it costs. At Itria we build tailored systems for SMEs that export: documents are generated from the orders, and a person approves them before they go out. Drop us a line: in fifteen minutes we can see whether it would make sense for yours.