Guide to Shipping Documentation

If you’re managing your own shipping:

As you know, all artists on Artfinder are responsible for the shipping and handling of their orders. If you are an artist who manages their own shipments, this means you will need to research suitable courier options and prices for you to create the relevant shipping prices tables.

It also means you will need to complete all necessary shipping documentation, and we understand it is not always easy to know what to include, so we've prepared the below FAQ to give you some pointers on how to best prepare for your shipments.

If you're on Managed Shipping:

If you are an artist enrolled in the managed shipping program, you are responsible for staying up to date with ARTA’s email notifications to ensure you provide the required information for your shipping label to be released.

If it's a domestic shipment, for eg, UK to UK or US to US, etc., then labels will be generated and sent to you via email within 24 hours. If you have any concerns or further delays, please reach out to sellers@artfinder.com. 

If it's an international shipment, eg. US to Europe or UK to US etc, artists will receive an electronic customs declaration form via email, which will need to be completed (this includes just regular information about artwork title, medium, your address, phone number etc) as Arta will require this information in order to manage the shipment. After this has been received by Arta, they will then be able to send through the labels for your shipment.

It is essential that all artwork listings, including the shipping origin address and dimensions, remain accurate at all times.

*Please note that we are only able to provide shipping labels and commercial invoices required to transport items via the courier services. For any export licenses or authorisations, you will still be required to consult with your local authorities for the necessary paperwork, as we are unable to apply for this on your behalf.

What documents will I need to ship my order?

Documents that will need to be included with every artwork you send are as below:

1. Shipping Labels - When you book a shipment with your preferred courier, they will generate shipping labels for you to print out and attach to the package and/or hand to the courier upon collection. The courier should provide you with any additional instructions on how to prepare your artworks for shipping and how many copies of the labels you will need.

2. Commercial invoice - A document designed to list the content, value and origin and destination of your parcel. For further information on Commercial Invoices, please see the question “What is a commercial invoice?“ below. Please note that commercial invoices are not required for domestic shipments or shipments within the EU. 

For artists on managed shipping, you will receive an electronic customs declaration form via email, which will need to be completed (this includes the basic information about artwork title, medium, your address, phone number etc) as Arta will require this information in order to manage the shipment. This will constitute as your commercial invoice. After this has been received by Arta, they will then be able to send through the labels for your shipment.

3. A packing slip - You will be able to download and print out a packing slip from your Artfinder order page and include this in the package which is for the customer's reference only. 

4. A certificate of authenticity - You may need to include a certificate of authenticity in your package or ship it separately, which will confirm that your artworks are original and one-of-a-kind. Please discuss this with the customer and agree on the preferred shipping method for your certificate.

5. Country-Specific documents needed for customs clearance, for your shipment to leave the country of origin.

What is a commercial invoice?

A commercial invoice is a shipping document designed to explain to customs officials what the contents of the package are and if an additional duty or tax needs to be levied. It is very important that these documents are 100% accurate as perjury on a legal document can come with a fine or further consequences.

Artfinder does not supply templates for these, but we offer some guidance on how to complete such a document, in our Knowledge Base article here: How do I write a Commercial Invoice?

Typically, couriers will have templates available for you to use, so we also invite you to check your preferred courier’s website for any specific requirements. Typically your local postal service will provide a CN22 or CN23 customs document that can be filled in with all the necessary details. 

It is important to remember that following Brexit, all EU to UK and UK to EU shipments require a commercial invoice.

You will need to print out three copies of the commercial invoice (the number of copies can differ depending on the courier) and attach them to the package and/or hand them to the courier upon collection. 

Please note that for shipping between the EU and non-EU countries, an EORI number will need to be obtained and added to commercial invoices for border control and customs clearance. You can find out more about EORI in our Knowledge Base articles here and here.

Selling on Artfinder is a commercial venture, and all items should be shipped appropriately as commercial goods with the correct shipping documentation.

What is a certificate of origin?

A certificate of origin is a document or mention on a commercial invoice of where a given item was made. For example, if you are based in the UK and are shipping an artwork to the EU, you will need to indicate if the artwork was made in the UK or another country. 

Following Brexit, for UK to EU and EU to UK shipments, a proof of origin statement must be included on the Commercial or Pro-Forma Invoice stating that the goods originate from the UK or the EU:

• UK-EU shipments: the origin statement on the invoice can be made out by any exporter who has a GB EORI number. The GB EORI number must be included within the origin statement regardless of the value of the shipment. Check with your courier if you do not have GB EORI.
• For EU-UK shipments: the origin statement on the invoice can be made out by any exporter where the value of the consignment is 6,000 EUR (currently £5,700) or less. Above this amount the EU exporter must have a Registered Exporter (REX) number and include it in the statement.

Are there other documents I need to ship my order?

There may be other documents required for your shipment depending on your location and the location of your customer. These would be country or courier specific and at this stage so we advise you to research any necessary documents needed for customs clearance for your shipments to leave the country, as this would vary based on your country's regulations. 

For managed shipping, please note that we are only able to provide shipping labels and commercial invoices required to transport items via the courier services. For any export licenses or authorisations, you will still be required to consult with your local authorities for the necessary paperwork, as we are unable to apply for this on your behalf. You can read more about this here.

Artwork value and size may also impact the level of documentation needed for your shipment. It is therefore important that you check this directly with your chosen courier prior to shipping anything, as a lack of suitable documents may cause delays for your shipments, additional charges for you or your customer, and possibly returns to sender. 

Do you have any questions regarding your shipment? Drop us an email at sellers@artfinder.com and we will gladly assist!