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CUSTOMS CLEARANCE:
THE MUST-KNOWS
When the goods move from one country to another, there is one step your international
shipment cannot avoid – going through customs clearance. Customs activities are
generally performed by dedicated experts, but good preparation can help you avoid
unnecessary delays and frustration: the Freight Forwarding Experts share a few best
practices you can adopt today to make the process flow smoothly.
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Customs clearance and the payment of duties (also referred to as “tariffs”) can be
complex to manage. But whether you are the shipper or the consignee, it is likely that you
will be responsible for the import or the export customs brokerage of your shipment.
Depending on the selected Incoterms®, you may even have to take care of both: 
clarify who is supposed to take care of clearance at destination as early as possible with
your overseas business partner.

Before Anything Else: Identifying

Your Goods
The smooth handling of your customs activities starts with a precise description of the
goods you are shipping. This is achieved through an internationally standardized
commodity code, the Harmonized System (HS) Code, which will ensure that the correct
duties and taxes are applied by Customs. Note that HS Codes differ from country to
country so it is important to make sure you classify products correctly for both the
export and import country.

Examples of HS Codes Resources 

Universal 6 digit HS Codes from World Customs Organization 

In the European Union, refer to TARIC 

In the United Kingdom, refer to the UK Tariffs Code 

In the USA, refer to the Harmonized Tariff Schedule 

In Mercosur countries (Uruguay, Paraguay, Brazil and Argentina), refer to the

Nomenclatura Comun do Mercosur 

The items in your shipment have been correctly identified – but can they leave the
country or enter their destination location? Especially for import, some goods may be
subject to certain government department regulations and require licenses or other
permits depending on their nature–for instance health related products may require
licenses from a Health Authority. It is key that you find out the specific requirements for
your shipment before importing or exporting.

Are my goods subject to government regulations? A few examples 

Your cargo may also have to undergo certain procedures regardless of its nature. If your
goods are only being temporarily exported or imported, for instance during a cross-
country move to their final destination, a Transit procedure or an ATA Carnet may be
required to prevent customs charges from being applied.
 Exporting
With the right documentation, export clearance can go smoothly. The shipper shares the
necessary documentation (see drop-downs below) with their broker, who in turn
submits a compliant clearance form to the customs office. The customs office can
decide to immediately release the cargo, and shares the shipment’s authorization to
export (such as the MRN Number in Europe): you are good to go!

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Making customs clearance easy: your perfect commercial invoice 

In details: the other information your broker needs 

The inspection can take place physically or be limited to your shipment’s

documentation, whereby customs authorities will apply different levels of control
procedures to ascertain that the exportation is compliant with national and international
laws and regulations. They may require to inspect the container, its products or have the
usage of the products demonstrated for them before allowing exportation.

Here is our pro tip: consult with your customs broker prior to exporting by providing
documentation samples and information on your goods’ nature and possible usages.
This will enable your customs experts to let you avoid unnecessary delays or penalties.

Importing
If you use the services of a customs broker, the import process and controls will be an
experience similar to that of the export clearance. It is important to share your delivery
plan with your broker, along with all the necessary documentation – they will in turn
create a compliant customs declaration. The key documents remain the same as seen
above, with a particular attention needed for import licenses and proof of origin. 

Based on the documentation shared by your broker, the Customs office either decides to
release the goods or to inspect the transaction. In the latter case, your customs broker
will coordinate with you the further actions needed.
 Paying Customs Duties
Unless exempt, all imported commercial goods are subject to customs duties and taxes
based on their HS Code tariff classification. Generally speaking, it is the importer of
record who will pay the import duty and tax. 

Some goods are also assessed in relation to other taxes. This includes excise duties and
anti-dumping duties, which can be applied to goods priced significantly below their
value in their import market.

Setting up payment: your checklist 

The documentation resulting from the clearance process must be kept for a set period of
time that differs per country but can be up to 10 years or longer. For compliance audit
purposes. DHL Global Forwarding offers archiving services, so customs authorities’
inquiries will be answered efficiently, without delay or prosecution risk.

Export cleared, import cleared and duties paid? It’s time for your shipment to arrive at
destination. Experience a seamless import or export journey with DHL Global
Forwarding.

Customs Services  Customs Services Team  Forwarding Insights 

Our broad range of customs brokerage Contact our experts for any questions Browse through our extensive range of
services ensure a smooth and on time or advice. studies, trends and articles.
border crossing of shipments, without
administrative burden, delays or
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