Documents you need for customs clearance
The basic papers behind almost every shipment, and why preparing them early saves days at the port.
Customs clearance is the process of declaring your goods to the customs authority so they can enter or leave a country. Delays usually happen for one simple reason: missing or inconsistent documents. Preparing them early is the easiest way to avoid waiting.
The commercial invoice. It describes the seller, the buyer, the goods, the quantities and the value. The description should be clear and specific, because customs uses it to classify the goods and calculate duties and taxes.
The packing list. It lists what is inside each package or pallet, with weights and dimensions. It should match the invoice and the physical cargo exactly.
The transport document. For sea freight this is the bill of lading, and for air freight it is the air waybill. It is the contract of carriage and proves that the goods were handed to the carrier.
Other documents that may be required, depending on the goods and the countries involved: a certificate of origin, import or export licences, inspection or quality certificates, insurance documents and permits for regulated goods.
Common mistakes to avoid. Vague descriptions such as "spare parts" or "gifts", values that differ between documents, missing consignee details and names or numbers that do not match across papers.
Requirements change from one country and one type of goods to another, so always confirm what applies to your shipment before it leaves. Our team can guide you through the documents and handle the customs procedures on your behalf.
General information only. Requirements and prices vary by country, carrier and type of goods, so please confirm the details for your shipment with us.
