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.

Why has CBSA held your goods for inspection?

CBSA at Toronto Pearson works very strictly to protect the border and prevent tax evasion. A parcel is usually held (or moved to physical inspection) for these reasons:

• Value doesn’t match: The value declared on the invoice is far below the item’s actual value in the Canadian market, suggesting tax evasion.
• Vague descriptions: Goods described generally as “gift”, “personal items” or “samples” without details of material or use.
• Suspected counterfeits: Fashion, footwear or accessories bearing major brand logos without documents proving their origin.
• Controlled goods: Dried food, medicines, cosmetics or electronics with lithium batteries are often held to check whether they meet Health Canada or Canadian Food Inspection Agency (CFIA) standards.

How to get your goods released by CBSA

When your tracking shows that customs is holding the parcel, take these steps right away:

Step 1: Find out the exact reason from the inspection notice

CBSA usually sends a written notice, either directly or through the carrier, asking for more information. Ask your carrier for the inspection reference, the waybill number and the exact request from CBSA. Don’t guess the reason. Wait for accurate information so you can prepare the right documents.

Step 2: Prepare supporting documents

To get your goods released by CBSA, prepare documents that prove your shipment is genuine, including:

• Commercial invoice: Clearly showing the sender, the recipient, the detailed name of each item in English or French, and the quantity and actual value of each item.
• Proof of payment: A copy of the bank transfer, the receipt from an online store or a payment slip proving what you actually paid for the goods. This is the most convincing evidence when customs suspects under-valuation.
• Relevant permits or certificates: If the goods are dried food or cosmetics, prepare quality declarations or import permits (if any) required by the relevant Canadian authorities.

Step 3: Submit the extra documents and respond to customs

You or your representative submit the documents to CBSA. Make sure everything is consistent. Any discrepancy between your own invoice and the actual payment can lengthen the hold or even lead to a fine.

Tips to reduce the risk of holds when shipping to Canada

To avoid being caught off guard at Toronto Pearson, careful packing and declaration in Vietnam are essential:

• Declare honestly and in detail: Write “100% cotton T-shirt” or “vacuum-packed dried squid” instead of a vague “clothing” or “food”.
• Split into smaller parcels: If you send personal gifts or household items, using Soleil Transportation’s ePacket service from just $8.50 CAD per parcel for small packages makes clearance faster and draws less attention.
• Choose a duties-included service: For larger shipments by air from Vietnam to Canada (from $16/kg), choosing a service that includes import duties and handles clearance for you means you never have to deal with CBSA yourself.

Contact us for safe shipping support

If you have a shipment heading to Canada or need advice on declaring goods correctly to avoid holds at Toronto Pearson, contact Soleil Transportation. We offer two-way Vietnam–Canada shipping with an average transit time of 7 to 12 business days (7–14 days at most on the Vietnam to Canada route).

Our Canadian warehouse is at 2446 Cawthra Road, B1U8, Mississauga, Ontario, Canada L5A 3K6. For the fastest support with customs clearance and shipping rates, call +1 888-998-5199 or email info@soleiltransportation.com.