6 Key Steps for International Shipping

What is Customs Clearance?

Customs clearance is the process of getting your goods approved by authorities when shipping between countries. All shipments must be declared with accurate information about the goods, their value, and origin.

Providing correct details helps avoid fines, delays, and frustration. While DHL Express customs experts manage the process on your behalf, your cooperation is essential.

The 6 Key Steps for International Shipping Process with DHL 

Step 1 – Provide your shipment details to DHL Express

When shipping internationally, the first step is completing a Commercial or Proforma Invoice. This document is mandatory for customs clearance and contains all the information DHL needs to prepare your customs declaration.

Please find below an overview of the key data elements, with more detailed guidance shared here.

Key details to include:

• Shipper & Receiver Information: Full names, addresses, and contact details.
• Identification Numbers: VAT/GST, EORI, TIN, or other relevant IDs.
• Goods Description: Clear, detailed descriptions of each item. Avoid vague terms.
• HS Codes: Harmonized System codes for each product (use the full import tariff code if possible).
• Country of Origin: The country where the goods were manufactured or produced.
• Values & Currency: Value of each item, including breakdowns like insurance, freight, and packaging, in the transaction currency.
• Weight, Units & Quantity: Gross/net weight, measurement units (kg, lb, etc.), and quantity per item.
• INCOTERMS® & Place: Specify the shipping terms and location.
• Proof of Origin Statement: Include if applicable, for preferential customs duties.
• Reason for Export: Permanent sale, temporary shipment, repair/return, or gifts.
• Other Requirements: Check for any licenses or government requirements, such as veterinary or phytosanitary certificates.

Tip: Inaccurate or incomplete information is a leading cause of customs delays. Providing complete and correct data ensures your shipment progresses without interruptions.

Once DHL Express receives your shipment details, customs clearance can begin promptly.

Step 2 – DHL Express prepares security filing

DHL ensures all shipments comply with customs regulations. To avoid delays:

• Provide precise descriptions of goods
• Declare correct values
• Check that items are allowed in the destination country

Dangerous or prohibited goods may require special permits.

Step 3 – DHL prepares the customs declaration

DHL’s customs team may contact you for additional information. Respond promptly to prevent delays and keep your shipment moving efficiently through the network.

Step 4 – Submission of customs declaration

Once your shipment reaches the DHL network, we submit the customs declaration on your behalf to the authorities.

Step 5 – Await customs approval

Customs may take seconds or days to approve shipments. DHL provides real-time tracking updates so you can monitor progress and share accurate delivery estimates with your customers.

Step 6 – Customs released and delivery

After customs approval, your shipment continues to the recipient. With accurate shipment details and DHL’s customs expertise, your packages reach customers on time, anywhere in the world.

MyGTS – Simplifying International Shipping

DHL’s My Global Trade Services (MyGTS) it’s a free portal makes international shipping easier:

• Pre-shipment Planner: Helps you comply with import/export rules
• AI-powered HS Code Search: No more guesswork on tariff codes
• Landed Cost Calculator: Calculate duties, taxes, and shipping fees for transparency
• Country-specific Guidance: Understand key import/export requirements before shipping
• Product Catalog: Save past searches, product details, and tariff codes for faster repeat shipments

You can log in with your existing DHL Express Business Account or register a new MyGTS account to enjoy the full benefits.